Finance Assistant – Accounts Payable

Brasenose College, University of Oxford; Oxford; On-site; GBP 27,000 - 32,000

Job description

Finance Assistant – Accounts Payable

Application Deadline: 23 April 2025

Department: Finance

Employment Type: Permanent - Full Time

Location: Brasenose College

Compensation: £27,838 - £31,459 / year

Description

The person appointed to this role must display good organisational skills, excellent numeracy skills and the ability to work independently with a high degree of accuracy. The Finance Assistant will be responsible for purchase ledger invoice entry, supplier management, completing the payment run with supervisory support from the Financial Controller. This is an excellent entry level position for those looking to establish a career in finance. Previous knowledge of the systems is not a requirement as full training and supervision will be given.

Main Duties and Responsibilities

• Responsible for Purchase Ledger Invoice entry.
• Responsible for obtaining the correct authorisation to pay invoices using the online system in line with the College’s approval matrix as approved (and amended from time to time) by Governing Body.
• Responsible for correctly coding invoices for posting into the accounting system before review by budget holder.
• Responsible for maintaining the supplier database and regular reporting on suppliers.
• Responsible for accessing and reporting from a variety of supplier portals including maintaining secure passwords.
• Responsible for monthly supplier statement reconciliations including processing new suppliers and managing the new supplier process.
• Responsible for running and managing the month end aged creditors report.
• Responsible for managing the end-to-end Purchase to Pay process across the College including the payment run.
• Maintain and develop relationships with heads of departments and budget holders to assist and advise on procurement of goods and services up to £5,000 in line with the College’s procurement policy.
• Manage the College’s Amazon accounts and stationary accounts including ordering, delivery and payment.
• Responsible, as part of the new supplier process, for signposting possible IR 35 liabilities for new suppliers and liaising with HR and the College Accountant to confirm employment status (CEST).
• Prepare regular payment runs and manual payments to ensure suppliers are paid on time including preparing and sending remittances to all suppliers.
• Manage TMS payments to non- employees each term.
• Assist with month end bank reconciliations and month end close down routines.
• Responsible for creating certain notes to the accounts at year end for review by the College Accountant.
• Processing of payments and donations made to all College bank accounts including data entry or reconciliation with other systems across the College.
• Complete 3 way matching for donations received between bank, GP and Raisers Edge.
• Assist with month end sales invoices and other regular journals including raising of some sales invoices.
• Support the Financial Controller and Assistant Accountant in the completion of month end and year end close down.
• Assist in daily, weekly and monthly banking.
• Support the Finance team with debt chasing for students and other debtor categories.
• Support the Assistant Accountant with student bodies such as Amalgamated Clubs, Boat Club and other student clubs.
• Any other reasonable duties in support of the Finance Bursary team.
• The Finance team are keen to build resilience across the team and the post holder must be prepared to work flexibly to support the work of the wider team and to develop skills and experience in other areas of finance work not listed in this job description.

General Duties

• Responsible for paper and stationary stocks, ordering and managing order process.
• General departmental support duties including collection and distribution of post, provisions, milk, water etc. when required.
• Responsible for regular banking of cheques and cash.
• To participate in training and development required by the College.
• To be willing and prepared to undertake any other duties as directed.
• To be vigilant and take responsibility for ensuring College property and equipment is kept safe at all times.
• To be the first line of defence for fraud, ensuring controls are maintained and updated on a regular basis.
• To ensure all personal data relating to individuals is kept confidential in accordance with College policies and relevant data protection regulations.

Criteria

Essential Criteria - Knowledge and Qualifications

• Qualification in Accounts/Finance (AAT level 2 or level 3 or active AAT studier or equivalent).
• Good standard of English and Maths.

Essential Criteria - Experience

• Previous experience in a finance operations role. At least one year in accounts payable or similar role.
• Good computing skills and working knowledge of Excel. (full training can be provided for the right candidate)

Essential Criteria - Skills and Competencies

• Excellent numeracy skills.
• Excellent organisation & prioritisation skills.
• Excellent attention to detail.

Essential Criteria - Personal Qualities

• Ability to work independently and self-motivated.
• Good team working skills including the ability to develop good working relationships, to persuade and influence.
• Reliable and conscientious.

Desirable Criteria - Experience

• Previous experience working in college setting or academic environment.

Terms and Conditions of Employment

Please note that all applications will be reviewed as soon as possible, and shortlisted candidates invited for interview. Should the role be filled before the closing date, we reserve the right to close the vacancy.

Appointment: This is a permanent full time post and there will be an initial probationary period of six months. The appointment will be conditional on verification of the successful candidate’s ‘Right to Work’ checks in advance of employment and subject to the receipt of satisfactory references and medical clearance through the University’s Occupational Health Services.

Salary: To be paid on the College Grade 4 scale depending on experience. Advancement up the scale is on merit.

Hours of Working: Full time 35 hours each week. Standard hours are from 9 am until 5 pm, with an unpaid hour taken for lunch, Monday to Friday. A willingness and ability to adopt a flexible approach to working hours and duties is necessary according to the requirements of the College.

Benefits:

• Pension - Eligibility to the Oxford Staff Pension Scheme (OSPS). The successful candidate will be entered into this scheme automatically on joining, but on-going membership of the scheme is optional.
• Salary Exchange Scheme - If you join the Oxford University Staff Pension Scheme you will also be enrolled into the Salary Exchange Pension Contributions Scheme on or around three months after joining Brasenose staff. This scheme is financially advantageous both to the employee and the College as the employer.
• Annual leave - The holiday year begins on 1 January and ends 31 December. The paid holiday entitlement for a full-time contract is six working weeks (30 days) annual leave (5 days to be taken over Christmas break) plus statutory Bank Holidays. The remainder to be taken at such times and shall be mutually convenient, and agreed in advance. Bank Holidays which fall within the full terms of the University of Oxford are normally worked, for which compensatory time off in lieu will be given. The holiday year runs from 1 January to 31 December.
• Meals - Employees are entitled to take lunch free of charge, when the kitchen is open.
• Welfare Support - Employee Assistance Programme – a free confidential telephone helpline and online medical guidance. Free annual flu jab.
• Travel Pass Loan - a discounted travel scheme is available with monthly deductions from salary.
• Cycle to Work Scheme/Bike Loan - monthly deductions from salary.
• Sports Facilities - Access to the University Sports club.
• University Card - for discounts in shops, cafes and restaurants and University Leisure facilities.