Fees Officer and Accounts Assistant

Location

Hertfordshire | United Kingdom

Job description

Who are Habs?

We are a diverse community, and we nurture a global perspective and a deep sense of responsibility for the world in which our pupils will lead and succeed. Our broad curriculum and co-curricular provision prepare pupils for success wherever their passion may take them. Ambition, Curiosity, Courage, and Community are the core beliefs that we stand for here at Habs.

Join our team and unlock your potential!

Role: Fees Officer and Accounts Assistant

Reporting to: Fees Manager and Finance Manager

Overview: Assist with the preparation of accurate termly invoices in a timely manner Assist in the debt control process. Responsible for processing staff expenses, non-fee invoices and pupil charges.

Hours: Monday to Friday – 8:00 to 16:30 (37.5h per week, with an hour unpaid for lunch) although flexibility in working arrangements will be required, especially at busy periods of the year

Role will include but not be limited to the following duties:

Core Duties – Fees Officer

Promoting and safeguarding the welfare of children and young persons for whom you are responsible and with whom you come into contact.

Main Duties and Responsibilities

Core Duties – Fees Officer

• Assist with the preparation of accurate termly invoices in a timely manner
• Liaise with parents and teachers to resolve queries on the invoices
• Assist with the maintenance of the Sales Ledger for fees and FeeMaster Module
• Assist in the debt control process
• Assist with the Direct Debit process including updating FeeMaster
• Monitor receipt of DD mandates from new Girls’ School starters including follow-up emails to parents who have not responded.
• Prepare and submit schedules to the Schools’ fee payment plan provider for monthly payers
• Administer the School Fees Refund scheme
• Administer the Private Health Insurance scheme
• Process ad-hoc charges on Evolve and administer Evolve Pay
• Maintain the Girls’ School hot lunches system, updating LiveReg and FeeMaster. Monitor the receipt of Mircosoft Forms responses for new starters in time for the bill run
• Administer the Deposit refunds process for Girls’ School Leavers, i.e. tracking information received via Microsoft Forms. Prepare spreadsheet for submission to the Finance team for processing refunds
• Periodic monitor of ParentPay lunch balances and management of overdrawn accounts

Core Duties – Accounts Assistant

• Process staff expenses outside of busy billing periods
• Upload credit card monthly files and attachment of documents on the Purchase Ledger
• Process non-fee invoices and perform associated credit control

Other Responsibilities

• Provide support to the Fees Manager and the Finance team with ad-hoc tasks  
• Ensure accurate data and record keeping for audit compliance
• Undertake appropriate personal development to maintain and improve skills, knowledge and awareness
• Other duties and responsibilities as may be required to meet the changing needs of the Schools over time

Liaison and Co-ordination

• Parents and staff
• Admissions department regarding pupils starting, leaving and scholarship awards
• Other members of the Finance team, providing assistance and cover where required
• External stakeholders including Auditors and Debt Collection Agencies

Closing date: Midnight, Thursday 14 March 2024

Haberdashers ' Elstree is committed to safeguarding and promoting the welfare of children and young people. The successful candidate will be subject to a Disclosure and Barring Service enhanced check. The post is exempt from the Rehabilitation of Offenders Act 1974 and the School is therefore permitted to ask job applicants to declare all convictions and cautions (including those which are "spent" unless they are "protected" under the DBS filtering rules) in order to assess their suitability to work with children.

Job tags

Salary

£31.12k per annum