Assistant Billing Officer - (Accounts Administration)

Oakham School
Oakham, Rutland
In the range of £18-£20,000 per annum.
19 Jul 2019
18 Aug 2019
Professional Membership
Seniority Level
Contract Type
Full time, Permanent

1.   Key Responsibilities:

Administration of the school fees ledger

(a)  Assist in the production and issuance of termly fee bills;

(b)  Assist in the data collection and processing of rechargeable items in preparation for the termly bill;

(c)   Issue Pro-forma invoices to forces families as required;

(d)  Production of ad hoc bills where required, such as trips and examination re-marks;

(e)  Assist in the recording and banking of all monies received;

(f)    Assist in the maintenance of parent and pupil accounts and the creation of new accounts as appropriate;

(g)  Assist in ensuring pupil fee awards are correctly calculated and applied as appropriate;

(h)  Assist in maintaining the School’s Direct Debit Scheme by processing new mandates and issuing payment schedules;

(i)    Ensure all leavers credit balances are returned in a timely manner and accounts are marked ‘not in use’ as appropriate;

(j)    Fees ledger data cleansing as appropriate.

2.    Administration of the Recoverables accounts

(a)  Monitor house accounts and liaise with Housemasters regarding termly spend / rechargeable items;

(b)  Liaise with staff regarding school trips and maintain records of income and costs for each planned trip.

(c)   Reconciliation of the rechargeable items and their associated accounts;

3.    Monitoring and collection of outstanding debt

(a)  Assist in fee collection from parents and other fee payers;

(b)  Issue statements of account two weeks after the start of term and other appropriate times;

(c)   Assist in issuing correspondence in relation to overdue accounts and dealing with associated queries in a timely manner.



4.    Parent queries and requests

(a)  To monitor pupil accounts e-mail inbox;

(b)  To liaise with staff to resolve any billing queries;

(c)   To complete any correspondence requested by parents in relation to school fees, such as letters for German tax returns and the completion of claim forms when required;

(d)  To work with the Billing Officer to ensure all queries are resolved in a timely manner;

(e)  Creation of credit notes and any related invoices as appropriate in response to parent queries

5.    Finance Office assistance and holiday cover

(a)  To assist in the development of Finance office projects where appropriate;

(b)  To monitor purchase ledger e-mail inbox as and when required;

(c)   Input of invoices/expenses onto the Finance system when required;

(d)  Recording any additional data when dealing with invoices / expenses to assist in reconciliations, year-end returns and year end accounts.

(e)  Any other duties which may reasonably be asked from time to time.

Skills & Experience


  • Level 2 Association of Accounting Technician (AAT) or equivalent training by experience;
  • Experience in a similar role would be advantageous;
  • Strong organisational skills and attention to detail;
  • Good written and verbal communicator; and
  • Computer literate, including word processing, database and Microsoft Excel.

Personal Qualities

  • Confidence to query information;
  • Ability to work well under pressure; and
  • To own and prioritise own workload