Student Finance Advisor

Salary (£)

Band 4 SCP 8-18 £25,992 - £30,559

Location

Downpatrick Campus but will be required to be available for work at any of the College campuses as required.

Total hours of work

36 hours per week. However, the post holder will be required to adopt a flexible approach (including evening work) and to devote such time as may be required by the exigencies of the service.

Work pattern

Monday to Thursday 8.45 am to 5.00 pm and Friday

8.45 am to 3.30 pm. Hours may vary to suit the requirements of the post from time to time.

JOB PURPOSE

Reporting to the Finance Business Partner the post-holder will provide advice and guidance to students on a range of financial options available to assist students meet the costs associated with studying. The post-holder will also be required to carry out financial assessments on student income and facilitate the attendance confirmation and payment processes for various funding sources including: Higher Education Student Finance; Further Education Grants; Care to Learn; and the College Hardship Fund.

The Student Finance Advisor will also support the Accounts Receivable Team.

The post holder is a member of the Finance team and will work across the whole Finance department when circumstances require.

MAIN DUTIES AND RESPONSIBILITIES

Student Finance

1. Provide assistance, guidance and support to students in accessing appropriate financial assistance and funding streams to assist with costs including: tuition fee; living; travel; books & materials; and childcare. Additionally ensure that students are aware of the potential implications of receiving funding

2. Provide guidance on all College administered financial support options available to students, including those administered by the Customer Services unit.

3. Promote Student Finance throughout the College through participation in student induction, class talks, open days/evenings, and other initiatives.

4. Work in conjunction with other College Support Services and Curriculum staff, through referrals and case conferences, to provide guidance for students identified as being in financial hardship.

5. Assist the Finance Business Partner in administering the Hardship Fund in line with DfE and College guidelines. Carry out financial assessments on student income and applying guidelines to establish the level of financial support to be awarded to the students. This may involve one to one interviews or convening decision panels in line with the College policy and procedures.

6. Assist in the development of processes to ensure the accurate recording of financial information regarding student financial assistance as directed by the Finance Business Partner.

7. Assist with the preparation and submission of accurate and timely internal and external returns associated with financial assistance to students.

8. Carry out regular attendance checks on students who are receiving financial support to enable the prompt release of funding instalment payments to eligible students.

9. Maintaining records of students who are being supported by the Student Loans Company (SLC) and ensuring the accurate and timely submission of information to the SLC so that student grant and loan payments can be released to the Student and the College.

10. Assist in the administration of childcare funds, from set up of the childcare agreement with the childcare provider through to the monthly attendance/invoicing processes, for both the Care to Learn and Hardship Fund Childcare schemes.

11. Assist with the determination of student eligibility to receive a Higher Education Bursary payment and the administration of the payment process.

12. Facilitate the operation of the FE Grants Scheme as administered by the Education Authority – Western Region (EAWR). Responding to information requests from the EA, completing attendance checks and issuing grant cheques to eligible students.

13. Assist the Finance Business Partner in the development and promotion of alternative funding streams from which students may be able to seek financial assistance.

14. In conjunction with the Finance Business Partner, review and update student finance materials including promotional flyers, application forms and the College website.

Accounts Receivable

15. To prepare bank lodgements, or check prepared bank lodgements prior to lodging in the bank.

16. To maintain records, and reconcile records of cash amounts in transit across the various College campuses and those amounts being delivered to the bank.

17. To raise invoices and credit notes for approval by a Finance Business Partner.

18. In relation to student debt, to carry out and assist with debt management and credit control duties, that includes (but not limited to):

• issue of monthly statements; and
• follow-up work by telephone, individual email, letter, and SMS text.

19. To support the general function of the Accounts Receivable section, as required.

Other Duties

20. To provide a timely and responsive service to staff, students and other debtors on any issue related to Accounts Receivable and Student Finance.

21. To file and maintain the paper and electronic records of Accounts Receivable and Student Finance in a timely manner. Ensuring that records are retained in line with the College Retention Schedule and are available for review by internal and external auditors and other independent reviews.

22. To assist in maintaining compliance with the College’s Standard Operating Procedures (SOPs) relating to Accounts Receivable/Student Finance and to signpost Schools / Departments to the appropriate SOPs.

23. To comply with the College procedures on record management, as well as the maintenance and security of all sensitive financial data.

24. To provide support and assistance to other sections of the Finance Department where required.

25. To undertake any other duties and responsibilities as may be assigned by the Finance Business Partner, Finance Services Manager or Head of Finance.

NOTES

1.     This is a description of the job as it is at present constituted. The duties and responsibilities are intended to give a broad indication of the variety of tasks the post holder may be asked to undertake. It should be noted that a job description is not an exhaustive list of activities and staff may be asked to carry out duties commensurate with the grade of the post. The job description may also be amended to take account of changed circumstances, and staff will be consulted when this is necessary. It is the College’s aim to reach agreement to reasonable changes, but if agreement is not possible, the College reserves the right to insist on changes to a job description after consultation with the post holder.

2.     In carrying out the duties and responsibilities of the post it is expected that the post holder will do so in accordance with the College Ethos, Equal Opportunities Policy and that in doing so the post holder will contribute to the discharge of Section 75 statutory duties and implementation of the College Equality Scheme.

3. This is a post which is governed by The Protection of Children and Vulnerable Adults (Northern Ireland) Order 2003. Before appointing anyone to this post, it is policy to ask for the relevant check to be carried out by Access NI.

4. The College operates a no smoking policy and all staff are expected to adhere to this.

5. In order to deliver its objectives, the College has developed to the following set of values and all staff expected to work within these;

• Solution focused
• Excellence driven
• Responsive
• Collaborative

6.     All Staff at Principal Lecturer Level and above (including equivalent staff on NJC Terms & Conditions, band 6 and above) are required to participate in day, evening and holiday cover rotas as required.

7.     All Staff are required to contribute to a healthy and safe working environment and to adhere to all health and safety regulations and College policies.

8.       All staff has a responsibility for ensuring that risks are managed at College, team and individual level. This process will include the assessment and effective control of all acceptable risk situations.

9.     All Budget holders will be responsible for ensuring the delivery of a balanced budget across their area of responsibility, including the delivery of any agreed cost improvement programmes.

10.  Staff will be expected to participate in staff training and development activities to update and enhance their own knowledge, skills and professional competence needed to fulfil the role effectively.

11.  Please note that a waiting list may be created from this post from which further appointments may be made should the same or a similar post arise within six months of the interview date. Please note such posts may be based at any College Campus.

Essential Assessment Criteria

1.     Hold GCSE English (Grade A-C) / Essential Skills Level 2 (or higher) in Communication; and GCSE Maths (Grade A-C) / Essential Skills Level 2 (or higher) in Numeracy, or NICATS Access Maths Modules or equivalent

2.     Hold a minimum Level 3 qualification.

Have a minimum of 1 years’ experience of working in either student finance, student services or administration

Have a minimum of 1 years’ experience of using a Finance and/or Management Information System

5.     Demonstrate competence in the use of Microsoft Office package.

6.     Proven ability to meet deadlines and achieve agreed targets

7.     Demonstrate strong organisational skills

8.     Demonstrate effective interpersonal and communications skills, both written and oral

Desirable Assessment Criteria

•  Working knowledge of current Student Finance and Funding Issues

•  Knowledge of the UK Benefits System

•  Previous experience of working in an advice and guidance role

 **Please be advised Essential Criteria 5-8 will be assessed at interview only

 The above is the minimum criteria. This may be enhanced at the discretion of the Selection Panel.