Job Description

The maintenance of the associated ledger within the College financial system and ensuring that accurate notes are up-to-date on the ledger and strong relationships are maintained with clients.

Duties and responsibilities

• The collection of due debts relating to goods or services provided by the Imperial College.
• Liaising with departments, including Research Services, Registry and Donations, to gather the necessary information and paperwork to support the collection of outstanding invoices.
• Dealing directly with commercial entities and/or individuals, negotiating payment of outstanding transactions and agreeing the deferral of payments.
• Dealing directly with Students and other customers via face to face, the telephone or in written correspondence, negotiating payment of outstanding transactions and agreeing the deferral of payments.
• Recovering late payment fees or charges if applicable or reviewing mitigating circumstances for the waiver of charges.
• Adhering to the credit collection timetable and ensuring that all customers have been contacted either by letter/ Email or telephone to recover payment and that the system is updated with accurate and timely notes for a detailed account history.
• Assisting, advising and guiding students and colleagues to ensure queries are resolved in a timely manner.
• Recommending the use of specialist collection agencies or solicitors for debts outstanding beyond the agreed timetable for payment, ensuring that we have the necessary paperwork to support our claim if legal action is taken.
• Reviewing debts in the hands of our agencies to ensure that the necessary actions are being carried out.
• Generate bad debt paperwork for uncollectible transactions, ensuring Credit Control procedures have been effected.
• Generate bad debt paperwork for uncollectible transactions, ensuring Credit Control procedures have been effected.
• Ensure the correct process if followed for initiating the invoking of College Regulations by registry for students who have not paid and are still at College.
• Maintaining spreadsheet or system based reports on outstanding debtors for management.

Required Knowledge, Skills, and Abilities

• Proven previous experience within Credit Control
• Previous experience of Oracle Financials
• Good administration Skills, including MS Word will be required to produce ad-hoc debt recovery and query resolution letters
• Good MS Excel to produce spreadsheets for the reconciliation of reports and accounts and to update additional debtors information outside of the main accounting package
• Excellent communication skills to be able to deal in person with customers and colleagues or via the telephone or in written communication
• Knowledge and use of email, which is one of our main collection tools
• Methodical and analytical approach to the reconciliation of student accounts
• Ideally having studying or currently studying towards CICM qualifications
• Use of MS Office
• Use of Core finance packages
• Diplomatic manner for negotiating face to face with customers and colleagues at all levels.
• Strong telephone technique for the recovery of outstanding debts and resolution of invoice queries.