Job Description
Full time (36.5 hours per week) Permanent position.
We will consider applications for employment on a part-time or other flexible working basis, even where a position is advertised as full-time, unless there are operational or other objective reasons why it is not possible to do so.
The University of Warwick is one of the UK's great success stories. One of the country's best universities, we are consistently in the top 10 of UK league tables and rapidly climbing the international rankings of world class universities. We also have successful commercial activities whose profits are gift aided back to the University. Our Campus & Commercial Services Group, includes Warwick Sports, Warwick Retail, Warwick Conferences, Unitemps and Jobs.ac.uk.
The role sits within in our Campus & Commercial Services Transaction Processing Team, part of the wider Financial Control Team at the University. You will provide transactional financial support for businesses within the Campus & Commercial Services Group, ensuring all Sales and/or Purchase invoices, orders and internal financial transactions are raised and processed accurately and to strict timescales.
You will have a good standard of education including passes in mathematics & English at GCSE level and will have a good understanding of finance processes in terms of sales, purchasing and expenditure.
The University Finance Office works with all Departments in the University to ensure that the University maintains its reputation for financial integrity and reliability. We support business planning and innovation to maximise the financial resources available to the University and create the long-term sustainable financial platform required for future growth. See Further Particulars for more information.
Finance Office staff across the University are networked as a professional community of expertise. You will be supported to continue your professional journey through access to Continuing Professional Development training opportunities, sector networks and regular Finance Office briefings. As a member of staff at Warwick you can enjoy a wide range of competitive benefits. The University also offers a wide range of learning and development opportunities, and we will work with you to support your career development. We respect and reward achievement and recognise the importance of a flexible total reward package. Take a look at the benefits that are on offer, including an attractive pension scheme, a generous annual leave entitlement including Christmas closure, family friendly policies, and discounted Warwick Sport membership.
Interview Date: TBC.
To find out more or arrange an informal conversation about the role, please contact: Richard Pomfret: [email protected]
Job Description
JOB PURPOSE
To provide transactional financial support for businesses within the Campus and Commercial Services Group, ensuring all sales and/or Purchase invoices, orders and internal financial transactions are raised and processed accurately and to strict timescales.
DUTIES & RESPONSIBILITIES
1. Billing
Liaising with the relevant commercial departments to ensure all billing is processed accurately and in a timely manner for both internal and external customers (working with the appropriate systems used by the various departments). This may include requesting credit checks, new customer set ups, reviewing sales orders for completeness and accuracy before raising invoices and/or credit notes. Responding to any queries relating to the billing process. Ensuring compliance with Financial Procedures. Where necessary ensuring all Direct Debit forms are collated, submitted to the bank to be set up ready for collection. Sending out invoices on a timely basis ensuring that all queries are resolved within agreed timescales. Uploading sales invoices onto third party systems to aid swifter payment. Checking internal billing for correct cost codes. Liaise with Credit Control and the departments regarding unpaid invoices as required.
2. Purchasing
Creating SAP purchase orders for all purchasing within the relevant commercial department within agreed timescales, ensuring accuracy of content, value and coding. Matching invoices to purchase orders, ensuring goods receipted and released in SAP before submitting to Central Finance for payment. Checking manual purchase invoices to goods receipt notes and coding for SAP, for final approval. Liaise with Purchasing Co-ordinator eProcurement to resolve any pricing issues.
3. Updating Pricing Templates
Update all relevant templates within the system in use, in relation to charge types and corresponding elements e.g. Kinetic or CRM. Ensure any new charge types have been correctly set up and that corresponding materials, valid cost and project codes are set up within SAP.
4. Weekly / Monthly Reconciliations and reports
Reconciliating of payments to invoices raised and clearing of the corresponding ledgers as appropriate. Monitor and record credit notes raised on a weekly basis to highlight any areas of concern. Liaise with Credit Control and the departments regarding unpaid invoices as required. Monthly reconciliation and processing of the corporate card expenditure using the Barclays Spend Management system. Collate and reconcile all cash and credit card reports to SAP on a weekly basis, liaising with the relevant department to ensure all cash is banked in a timely manner. Prepare, review and resolve any outstanding issues on the un-matched delivery report (GR-IR) to ensure that there are no outstanding items more than 6 months old. Reconcile all supplier statements on a monthly basis to ensure all invoices are paid and credit notes taken. Provide accruals and prepayments for the relevant department for month and year end financial accounts with supporting information for audit purposes.
5. Additional duties as determined by the Line Manager
For further information about the University of Warwick, please read our University Further Particulars.
For further information about the department, please visit the departmental website.
Warwick is committed to building an organisation of mutual respect and dignity, promoting a welcoming, diverse and inclusive working and learning environment. We recognise that everyone is different in a variety of visible and non-visible ways, and that those differences are to be recognised, respected, and valued. Where possible, we go beyond legislation to provide a place where everyone can thrive, supporting all staff to achieve their full potential. We aspire to remove economic, social and cultural barriers that may otherwise prevent people from succeeding.
We therefore welcome and encourage applications from all communities regardless of culture, background, age, disability, sex/gender, gender identity or expression, ethnicity, religion/belief, or sexual or romantic orientation. To find out more about our social inclusion work at Warwick visit our webpages here.
The University of Warwick holds an Athena SWAN Silver award; a national initiative to promote gender equality for all staff and students. Further information about the work of the University in relation to Athena SWAN can be found at the following link: Athena Swan (warwick.ac.uk)
The University of Warwick is one of the six founder institutions of the EUTOPIA European University alliance, whose aim is to become by 2025 an open, multicultural, confederated operation of connected campuses.
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