Income Reconciliation Assistant

The Role

Are you organised, proactive, and ready to make a real impact behind the scenes? We have an exciting opportunity to join the Income Reconciliation Team as a Reconciliation Assistant.

You will support in managing the receipting and reconciliation of incoming funds, as well as aiding in the smooth operation of the University’s online sales services and point of sales terminals, while playing an essential part in the smooth running of back-office systems. 

The role is extremely varied.  We’re looking for someone detail focused, confident team player, enthusiastic, and eager to contribute to a collaborative team environment and can communicate effectively with colleagues and customers at all levels.

Informal enquiries are welcome and should be addressed to Brian Shields at brian.shields@newcastle.ac.uk  

This position is full time, fixed term until May 7th 2027.

The closing date for the role is Sunday 22nd March and interviews for the post will be held on Thursday 2nd April. 

Please submit your online application with a CV and a cover letter. Your cover letter should provide a detailed supporting statement showing how you meet the essential criteria below, with clear examples from your experience. 

Key Accountabilities

• Download income files from the bank and key onto the University Finance System (SAP), identifying and posting to the correct accounts.
• Download payment advice from the bank for both the Sterling and foreign currency accounts and save into the appropriate internal electronic filing system.
• Contact customers about unidentified income, requesting remittances and information in order to post income correctly and respond to queries by telephone and email regarding income collection and posting
• Receipt and reconcile all incoming monies and ensure that it is banked and correctly posted.  Deal with deliveries and collections and check and reconcile Security Company Collections.
• Process refunds for students and customers ensuring that adequate checks are made ensuring that there is correct authorised paperwork, including contacting relevant parties to confirm various details where necessary.
• Assist with the operation and maintenance of the University’s WebStore ensuring products and events are created to agreed protocol and financial standards (e.g. VAT & appropriate general ledger codes).
• Carry out the annual WebStore Product Catalogue Audit.
• Provide assistance in dealing with queries regarding existing payment gateways helping to co-ordinate communications with the University’s online payment providers.
• Produce online trading management information & KPIs.
• Assist in ensuring the above are in line with the University’s compliance with Payment Card Industry standards (PCI) and to be involved in co-ordination of the regular review and training of PCI DSS users and equipment throughout the University.

The Person (Essential)

Knowledge, Skills and Experience

• Good interpersonal skills in order to communicate with internal and external customers.
• Good level of literacy and numeracy in order to interpret and communicate financial data effectively and for the receipt of income and balancing of tills.
• Able to work quickly and accurately to time with great attention to detail is essential to meet deadlines.
• Good understanding of IT systems and ability to adapt and learn to design and compile reports using Microsoft Office.
• Able to work effectively as a member of a team and interact well with colleagues but equally as happy to work independently when required.
• Able to multi-task and prioritise workload.
• High level of problem-solving skills with the ability to use own initiative.
• Cash handling experience (desirable only).

Attributes and Behaviour

• Clear and concise, gets the message across to others.
• Co-operates with others in achieving targets.
• Projects a positive attitude through personal confidence and enthusiasm in order to achieve organisational success.
• Remains calm when responding to challenging situations.
• Willing to help others and share workloads.

Qualifications

• Be educated to a minimum of 5 GCSEs grade 9-4 (A–C) or equivalent, including Mathematics and English or relevant experience