Jobs

Newbattle Abbey College is seeking a Finance Administrator (one day per week) to join our team and play a key role in delivering effective financial services. With a rich history and beautiful surroundings, Newbattle Abbey College offers a dynamic and supportive environment. The College has a proud track record of meeting the needs of adults and young people at points of transition, helping them to change their lives for the better.

Context
The role covers day-to-day financial operations for both funded and non-funded
College activities.

The post-holder will be responsible for:
• ensuring that the recording of the College’s financial transactions is
completed accurately and timeously;

• providing financial information and support to staff, students, customers and
stakeholders;

• ensuring that all financial transactions in relation to sales, purchasing and
banking are correctly processed and maintained within the finance system.

Dimensions:

The post holder will report to the Director of Operations and will work closely with
the Finance Officer and other staff within the College on a day-to-day basis.

Main Duties and Responsibilities

Sales and Purchasing
•Manage the Invoices mailbox
• Create sales invoices for Adult Achievement Awards (AAAs), Forest College
(FOLAs) and Commercial; liaising with relevant staff where appropriate.
• Prepare Aged debt summary for AAA, FOLA and Commercial clients.
• Prepare Open Invoices Report (OIR) for AAA, FOLA and Commercial accounts
on a monthly basis
• Update OIR weekly
• Handle requests for payment information from staff
• Assist with purchase orders
• Manage requisition checklist
• Upload catering purchase order information to QuickBooks
• Track supplier refunds

Credit Card Control Account
• Maintain spreadsheet for credit card purchases
• File sales receipts and purchase orders appropriately
• Create journal entry for credit card control account on a monthly basis to
balance payment made.

Procurement
• Review and maintain agreement and contracts folder
• Review and maintain current agreements and ensure relevant
documentation is in place
• Check contracts and agreements are in date on a regular basis, highlighting
renewal dates in advance.

General Duties:
• Respond to finance queries
• Cover for Finance Officer during periods of absence
• Undertake any other such duties as may be required as appropriate to the
scope and grading of the post.
• Be committed to the College’s purpose, vision and values.

Term of Appointment: Part-time, permanent – 0.2 FTE (7 hours per week)

Closing date: Wednesday 27 November

Application Deadline: Wednesday 27/11/2024