Credit Control Supervisor University of Glasgow United Kingdom

Job Purpose

Responsible and accountable for the day to day performance of the Credit Control function to drive the collection of monies owed to the University, through effective and timely credit management and debt recovery strategies.
 
 
To maintain a strong financial control environment, ensuring the accuracy of the University’s financial records and to maintain data integrity, whilst achieving service excellence through a strong customer focussed ethos that is embedded into the culture of the team

Main Duties and Responsibilities

1. Ensure the delivery of high quality output with a strong focus on controls, assurance and key performance indicators (KPI’s), as appropriate. This includes, but is not limited to: 
 
 
• Responsible for the day to day management of the Credit Control function and delivery of service excellence in adherence with service level agreements
• Ensure adherence to a strong financial control environment is maintained throughout all Credit Control activity
• Responsible for the monitoring and reviewing of debt portfolio across Student, Sponsor and Commercial customers, continually and actively pursuing payment
• Management review of aged balances and query resolution to ensure monies owed are effectively managed and collected
• Responsible for the management of performance targets set for debt reduction
• Responsible for the delivery and analysis of all debt through effective reporting output, including audit trail of notes and correspondence, escalating issues as appropriate
• Responsible for the monitoring, management and resolution of all internal customer and enquiries are resolved within set service level agreements
• Management of the statement and reminder letter routines in line with University guidelines
• Monitor and review all procedural documentation on a minimum annual basis, to validate relevance and are fit for purpose to ensure the ongoing delivery of service excellence
• Responsible for the maintenance of the Policy and Procedure material available on the University website relating to Credit Control area ensuring, relevance, accuracy and completeness of information 
• Responsible for the relationship management with external collection company, through management of effective debt recovery stategies
• Build and maintain strong working relationships with both internal and external customers relating to the receivables processes to ensure ongoing delivery of service
• Delivery of systems testing as and when required 
• Develop and implement a programme of housekeeping tasks with regular review points throughout each financial year, to ensure data integrity
 
 

2. Team Management
 
• Day to day delivery of Credit Control, ensuring all areas are appropriately resourced
• Delivery of annual objective setting that are aligned to the overall Finance goals, with ongoing management of achievements captured and documented via the P&DR process
• Conduct regular one to one meetings to develop a high performing team and to communicate initiatives and changes affecting the University, Team or individual, through utilising the P&DR process
• Deliver regular Team Meetings to ensure effective communication, disseminate key messages as appropriate, and provide a forum for Team to escalate any issues 
• Ensure that there is sufficient cross team coverage for key tasks, removing any key man dependencies, through developing and maintaining appropriate training materials and actively managing team depth charts and training, including robust on-boarding training schedule
• Management of individual and team targets set
 
 

 
3. Month End Processes & Controls
 
• Regular Review of Credit Control, Control Framework to ensure this is up to date, valid and fit for purpose
• Ensure completion of all month end routines, including provisions for Bad Debt and analysis of debt profile across the University
• Work with other departments to ensure delivery to Month End Timetable
• Review and sign off of Balance Sheet Reconciliations to validate accuracy of books and records, for relevant areas of responsibility, ensuring effective management of any ageing population
• Delivery of Monthly Metrics Reporting with supporting prior month/year variance analysis and appropriate commentary
 
 

 
4. Continuous Process Improvement and Business Efficiencies
 
• Responsible for the regular review of current processes to ensure they are fit for purpose
• Utilise monthly reporting metrics to identify opportunities and drive process improvement, without compromising control framework, in order to deliver Business efficiencies 
• Proactively identify any areas of risk and carry out the necessary analysis to provide recommendations to reduce / manage the risk
 
 


5. Adhoc project work
 
• Act as Credit Control lead on any Projects, including provision of training and guidance to staff, as appropriate
• Contribute to project work which will drive forward strategic benefits for the University and use financial data to validate proposals


Knowledge, Qualifications, Skills and Experience

Qualifications / Knowledge
Essential
A1 Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills through personal development and progression in a similar related role(s). Or: Scottish Credit and Qualification Framework level 8 (Scottish Vocational Qualification level 4, Higher National Diploma) or equivalent, and experience of personal development in a similar role.
A2 Detailed knowledge of financial and accounting procedures, particularly Accounts Payable policies and processes
A3 Strong evidence of continuing professional development relevant to the role
 
 
Skills
Essential
C1 Strong leadership and management skills with a demonstrable ability to develop high performing teams
C2 High level influencing and interpersonal skills, able to quickly build credibility and deliver impact at all levels 
C3 Proven ability to supervise and manage a team responsible for large scale financial processing
C4 Ability to challenge the status quo and identify areas of process improvement, including managing the team through the change process
C5 Proven understanding of control, governance and risk awareness, and the ability to enforce across the team 
C6 Highly effective oral and written communication and interpersonal skills with the ability to challenge assumptions and practices with diplomacy, whilst having a customer centric approach
C7 Strong organisational and time management skills, with the ability to multi-task and deliver high quality work within deadlines 
C8 Ability to investigate, interrogate & analyse financial data
C9 Ability to identify control weaknesses to then recommend and implement solutions 
C10 Excellent Team Player
C11 Flexible in approach, with the ability to react in a constantly changing and learning environment
 
 
Experience
Essential
E1 Recent relevant experience of managing a Credit Control team in a high volume account large organisation
E2 Experience of using computerised finance systems
E3 Experience of effective line management 
E4 Extensive experience in using MS Office minimum of Intermediate level in Excel
 
 
Desirable
F1 CICM qualified or relevant experience

Job Features

Planning and Organising
• Effectively resource the day to day requirements of the role through managing, monitoring and organising the workload of the Credit Control Team
• Ability to balance competing workload priorities, often at short notice with requests from both internal & external customers
• Ability to motivate the team to be pro-active in their account management in a bid to ensure accounts do not become overdue
• Ability to plan and drive effective change to deliver business efficiencies

 
Decision Making
• Make decisions in the day to day operation of the team, escalating issues that are unusual, as appropriate
• Create solutions to ensure processes are fit for purpose 
• Use judgement to identify priorities and highlight areas of risk to management
• Ability to use judgement on requests for non-standard practice, to determine the most appropriate course of action 
• Ability to use judgement when faced with decision surrounding the implementation of payment plans or actively pursuing debt with external agencies

 
 
Internal/External Relationships
• Internally 
• Senior Finance Office Management Team
• Operational Heads of Finance and Finance teams
• Non-financial colleagues, ie IT teams
• Administrators and budget holders
• Internal audit

 
Externally
• External auditors
• Enquiries from general public – sourcing of information
• Suppliers
• Able to work effectively with staff at all levels, frequent interaction with Department leadership team, senior finance professionals, and senior management across the University
• Effective liaison with a broad range of external parties, including internal and external audit functions, external recovery companies and other relevant external bodies
Problem Solving
• The role holder must use their own initiative in the resolution of difficulties with both internal and external customers, and has recourse to determine the correct course of action within the University’s regulatory framework
• Through application of their analysis, the role holder will support the identification and successful resolution of business issues
• The role holder is responsible for balancing process efficiency against sound financial control
 
 
Other
• Responsible for own continual professional development and networking opportunities, especially with other High Education institutions
 
 
Dimensions
The Credit Control function is responsible circa 1,500 active Commercial Accounts and 11,000 Student / Sponsor Accounts
Responsible for the management of 5 individuals
The Role:
 
• This full time role will report in to the Finance Operations Manager
• Work within central finance to provide Credit Control management
• Work as part of the Finance Operations Team to deliver collections and debt recovery functionality for the University
 

Standard Terms & Conditions

Salary will be on the Management, Professional and Administrative Grade, level 6, £28,660 - £32,236 per annum.
 
 
This post is offered as full time (35 hours per week) and on an open-ended basis.
 
 
New entrants to the University will be required to serve a probationary period of 6 months.
 
 
The successful applicant will be eligible to join the Universities’ Superannuation Scheme. Further information regarding the scheme is available from the Superannuation Officer, who is also prepared to advise on questions relating to the transfer of Superannuation benefits.
 
 
Relocation assistance will be provided where appropriate.

 
Disclosure
 
If you are successful in your application, the offer of employment will be subject to a satisfactory Disclosure Report. The University will make a Disclosure application to Disclosure Scotland which will reveal any past criminal convictions (spent or unspent) or inclusion on the Disqualified From Working with Children List. Any non-conviction information held locally by the police may also be disclosed should this be considered relevant to the position.
 


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