UNIVERSITY OF LINCOLN JOB DESCRIPTION

Transcription

1 UNIVERSITY OF LINCOLN JOB DESCRIPTION JOB TITLE DEPARTMENT LOCATION Finance and E-Commerce Supervisor Finance Brayford Campus JOB NUMBER FS6132 GRADE 5 DATE March 2018 REPORTS TO Treasury and E-Commerce Manager CONTEXT The Finance Department consists of approximately 35 professional staff who have relationships with every area of the University at both a strategic and operational level. The role of Finance ranges from supporting the development of University strategy, maintaining accurate accounting records, safeguarding assets and providing an excellent student experience. The University s E-Commerce systems are customer facing methods of collecting payment through the use of information technology and comprise of: Online Store (operated by WPM Education), Online Payment Gateways for collecting debit and credit card payments (operated by WPM Education and Firewire), Payment Service Provider online back office systems (currently Barclaycard), Point of sale terminals to collect debit and credit card payments across the University. JOB PURPOSE Reporting to the Treasury and E-Commerce Manager, the purpose of this role is to: To ensure that the University s cash and bank assets are accounted for and controlled in an accurate, efficient and effective manner and that they are protected from fraud or error; To provide accurate and robust information and recommendations to support the University s treasury management activities, ensuring that returns on surplus funds are optimised and that risk is managed in accordance with University policy. To assist the Treasury and E-Commerce Manager in the development and implementation of Finance E-Commerce systems aimed at simplifying and improving the customer experience; and To administer the University s Online Store ensuring that an efficient and effective service is provided. To supervise the day to day work of the Treasury and E-Commerce Officer. Page 1 of 6

2 KEY RESPONSIBILITIES Cash Processing and Handling To ensure that all cash (including all other payment methods accepted across the University) is properly controlled, reconciled and recorded and that the University is protected from fraud and error. To investigate and escalate any instances of error or suspected fraud. To manage the secure collection and delivery of cash to and from all relevant University outlets (including ATMs) ensuring this is done in a cost effective manner. To ensure that effective processes, controls and facilities are in place to secure cash kept on the University premises. To supervise the issuance of foreign currency (travellers cheques and cash) and to ensure that effective controls and reconciliation processes are in place. To ensure that effective cash counts and controls checks are carried out on a regular basis across all relevant outlets making recommendations where appropriate and escalating any issues noted. Reconciliation and Recording of Accounting Information To ensure that all cash and cash equivalent transactions are accurately recorded in the general ledger on a timely basis and to resolve any discrepancies identified. To ensure all bank statements are correctly downloaded to the accounting system on a timely basis and to take ownership for the posting and matching of all line items. To ensure all bank accounts are reconciled to the finance system with particular focus on the month end reconciliation. To ensure all unrecognised and outstanding items are investigated and resolved on a timely basis. Treasury and E-Commerce Systems, Controls and Processes To be an expert user and advise on all Treasury and Finance E-Commerce systems (collectively referred to as systems ). To be the Administrator for the University s online banking system and to liaise with University s banker as appropriate to ensure system availability and access for University users. To manage all bank mandates and authorities for all bank accounts. To ensure robust systems and controls are in place and University Financial Regulations are correctly adhered to with regard to authority limits and signatory procedures. To operate the back office management of the payment service provider, including the maintenance of online fraud rules. To monitor systems to ensure that they are operating effectively and that financial information from payment pathways and other linked sources are accurate. To support the Treasury and E-Commerce Manager and work closely with ICT to ensure that systems are simple, effective and fit for purpose in support of the customer experience. Page 2 of 6

3 Provide support to the Treasury and E-Commerce Manager and work with ICT Information Security Manager to ensure the Finance Department remains PCI-DSS compliant. To ensure that up to date systems notes are maintained for all relevant processes. Change and Development of New Systems and Technologies To support the Treasury and E-Commerce Manager in making recommendations on new systems and technologies. To be a member of cross-university project teams where new University systems include Treasury and Finance E-Commerce elements. To assist with implementing change arising from the implementation of new systems and technologies. Operation of the University Online Store To administer the day to day running of the Online Store ensuring products on the store are up to date and accurate. To process all refunds arising from overpayments on the Online Store. To work with the Treasury and E-Commerce Manager to expand the use of the store across the University through internal liaison and promotion with Colleges and Professional Service areas. To deliver training and provide ongoing support and guidance to new and existing users of the store, including the production of training materials and procedure notes. To produce and review accurate Online Store management information. To maintain the University Store portal page ensuring that the information is accurate, relevant and up to date. Cash Forecasting and Treasury Management To work closely with other Finance team members and other University departments to prepare detailed short term cash flow forecasts. To make recommendations to the Treasury and E-Commerce Manager regarding the investment of surplus cash having due consideration for amounts, timescales, investment return, risk and the University s Treasury management policy. To carry out the day to day management of the University s loan portfolio to include interest accruals, loan covenants, providing information to lenders and ensure all repayments are made when due. To ensure that all bank fees, service charges, loan interest rates and foreign exchange spreads are charged in line with the agreed pricing agreements. Management Information and Reporting To oversee the delivery of all required month-end reports in an accurate and timely manner, and in accordance with the departmental month end timetable. Page 3 of 6

4 To co-ordinate the delivery of other ad hoc reports in an accurate, efficient and effective manner as and when required. To produce monthly KPI reports for the function. To understand the team KPIs and take the appropriate actions to deliver systematic improvement. Relationship Management and Networking To assist the Treasury and E-Commerce Manager in managing the banking relationship and attend relationship meetings as appropriate to support and provide advice and guidance. To assist the Treasury and E-Commerce Manager in managing the University s relationships with Barclaycard, Payment Service Provider s and online payment systems, ensuring all services continue to work efficiently and effectively. To attend working groups, conferences and updates from system providers to keep up-to-date with developments and identify new and emerging opportunities. Customer Service To deliver excellent customer service to students, parents and customers via , telephone and in person in accordance with the agreed standards of the Finance Department and the University. To ensure that the Treasury and Online Store box is being appropriately monitored with queries resolved in a timely and efficient manner. To ensure all Departmental standards, competencies, attitudes and behaviours are adhered to. To take appropriate action where team members are not delivering acceptable levels of customer service. Staff Supervision and Management To supervise and manage the work of the Treasury and E-Commerce Officer. To monitor daily, weekly and monthly task lists for the Treasury and E-Commerce Officer ensuring all tasks are carried out and task lists are accurate and updated as appropriate. To support, coach and develop team members to facilitate their continuing professional development and to enable team members to be effective in their role. To continually monitor and give regular feedback on performance addressing any performance issues as and when appropriate, and developing action plans. To provide support and guidance to the Treasury and E-Commerce Manager during the PDR period to ensure all team members receive an effective PDR. In addition to the above, undertake such duties as may reasonably be requested and that are commensurate with the nature and grade of the post. Page 4 of 6

5 ADDITIONAL INFORMATION Scope and dimensions of the role Reports to the Treasury and E-Commerce Manager and supervises the Treasury and E-Commerce Officer and E-Commerce Administrator. Internal Key working relationships/networks External Finance Department Teams Communications, Development and Marketing ICT Commercial outlets Conference Office College Staff Student Administration Accommodation Office Project Working Groups Secure cash collection providers (currently Security Plus) University till provider (currently Fidelity Systems) Bankers and Lenders FX Providers WPM Education (Online payment gateway provider) FireWire (Online payment gateway provider) Barclaycard (Payment service provider) Global Payments (Card Acquirer) Students (inc parents and guardians) Commercial customers Internal and external auditors Conferences relating to Systems Relationship Meetings with System Providers Page 5 of 6

6 UNIVERSITY OF LINCOLN PERSON SPECIFICATION JOB TITLE Finance and E-Commerce Supervisor JOB NUMBER FS6132 Selection Criteria Essential (E) or Desirable (D) Where Evidenced Application (A) Interview (I) Test (T) Qualifications: AAT level 3 qualification E A IT related qualification D A Experience: Experience working in a high quality, pro-active and delivery focused Treasury/cash function E A/I Experience and understanding of a computerised accounting system E A/I Experience of Treasury and Finance E-Commerce systems E A/I Experience of supervising staff (managing workloads, coaching, developing, providing feedback) E A/I Accounting, financial analysis and reporting experience D A/I Experience of the Technology One corporate system D A/I Experience within the HE sector D A/I Appreciation of the issues facing the HE sector D A/I Skills and Knowledge: An understanding of the financial management issues of a University E A/I Excellent organisational and time management skills E A/I Excellent team working skills E A/I Good analysis and evaluation skills E A/I Skilled Microsoft Office user especially Excel E A/I/T Highly developed IT skills and understanding E A/I/T Competencies and Personal Attributes: A professional and proactive approach E I Able to be adaptable in a changing environment E I Able to demonstrate use of initiative/self-starter E I Able to build effective internal and external working relationships E A/I Excellent communication skills at all levels E I Ability to manage own time and determine priorities on a day to day basis E A/I/T Ability to thrive in a demanding and pressured role E I Essential Requirements are those, without which, a candidate would not be able to do the job. Desirable Requirements are those which would be useful for the post holder to possess and will be considered when more than one applicant meets the essential requirements. Page 6 of 6