JOB TITLE: Accounts Administrator(Sales and Billing)

PETERHOUSE

JOB DESCRIPTION

HOURS:25 hours per week over 4 or 5 days by agreement

DEPARTMENT: Accounts Department

DATE:25 September 2018

RESPONSIBLE TO: Finance Manager

NATURE OF POST

Primary purpose of the job: To administer and process the Catering and Conference billing transactions in a timely manner. To raise Catering and Conference invoices for Fellows, Students, and Third parties and record receipts. The post-holder will be required to account for internal catering transactions (including Fellows Entertainment Accounts) and wine issues. The post-holder will need to work closely with the Catering and Conference departments who currently provide the information for billing. To assist with ad-hoc duties within a team environment as required.

CURRENT DUTIES and RESPONSIBILITIES

To raise and send out invoices for Conferences, Room Hire and Guest Rooms / breakfast for the Conference Manager in a timely manner. This will require the post-holder to interpret billing instructions to ensure that the invoice is raised in the correct entity (Peterhouse or its trading subsidiary, Peterhouse Conference and Events Limited (PCEL)) and that VAT is applied appropriately.
To raise and send out invoices for Old Members, Private Dining, and College Societies for the Manciple (Head of Catering)in a timely manner.This will require the post-holder to interpret billing instructions to ensure that the invoice is raised in the correct entity (Peterhouse or its trading subsidiary, Peterhouse Conference and Events Limited (PCEL)) and that VAT is applied appropriately.
To raise and send out miscellaneous invoices such as rent, car parking and recharges for the Finance Manager in a timely manner.
To collate and raise charges on to Fellows’, certain Associates’ and Visitors’ Personal and Entertainment accounts according to their dining privileges and allowances.
To prepare monthly statements showingpersonal transactions outstanding so that these can be sent to the HR/Payroll Co-ordinator in time each month for deduction from salary for those Fellows on the College payroll. To issue monthly statements for payment by Fellows not on the payroll.
To prepare and issue monthly Entertainment account statements.
To recordand allocate payments received from customers.
To carry out monthly bank reconciliations for the PCEL bank accounts.
To maintain good credit control by sending out statements of outstanding amounts and chasing outstanding debts, in conjunction with the Manciple and Conference Manager.
To process all wine issues raised by the Wine Cellar Manager, clearing down wine control accounts, and to record and charge High Table wine consumption appropriately.
To record Entertainment, Inter-departmental charges and internal transfers in order to prepare and post monthly journals. This includes the recording, monitoring, and charging of Domus Meals, High Table privileges, and MA meals.
To answer any queries related to the post-holder’s work, by e-mail, telephone or in person.
To carry out reconciliations as required.
To carry out any other reasonable duties that may be required from time to time as discussed and agreed with the Finance Manager or Senior Bursar.

Purchase Ledger

To assist with the Purchase Ledger payment cycle as required.
To respond to Purchase Ledger queries as required.

General

To act as first point of contact for enquiries in person or by telephone
To carry out any other reasonable duties that may be required from time to time as discussed and agreed with their line manager.