Fees and Battels Administrator

One of our centrally based Colleges is seeking a highly organised and customer-focused Fees and Battels Administrator to join its Bursary (Finance) team. This role is responsible for the accurate and timely billing of student battels (student charges) and fees, alongside the collection, processing and reconciliation of related payments.

Working closely with students, academic staff and internal departments, the role combines financial administration with strong customer service. The successful candidate will play an important part in maintaining the College’s financial records and ensuring that student charges, accommodation costs and other fees are administered efficiently and accurately.

The Bursary team currently consists of the Estates Bursar, College Accountant, Management Accountant, Payroll and Purchase Ledger Administrator, Part-time Purchase Ledger Administrator, and the Fees and Battels Administrator.

Key Responsibilities

Battels and Fees Administration

• Administer all student battels charges, including student support items

• Obtain and process accommodation and sundry charges for inclusion in battels

• Process grants, scholarships, exhibitions and bursaries to student battels

• Identify students’ fee liabilities and bill tuition and College fees to students and external paying bodies

• Receive, process and record battels payments

• Produce battels statements three times per term

• Monitor and pursue unpaid battels and fees through reminders to students and funding bodies

• Reconcile College fee schedules with University fee schedules and prepare requisitions for fees payable to the University

• Adapt processes in response to changes in the structure of tuition and College fee charging

Accommodation Billing

• Liaise with the Accommodation team and Academic Office to ensure student room data is accurate and rents are correctly charged

Sales Ledger

• Bill and collect non-student rents on a monthly basis

• Invoice Senior Common Room (SCR) dining charges to SCR members and former members

• Manage debtor accounts and undertake debt collection activities

Cash Reconciliation, Banking and Cashbook

• Count and reconcile daily cash received from the Custodians, Beer Cellar and Guest Room income, resolving discrepancies where necessary

• Prepare banking schedules and complete bank deposits on designated days

• Review and process daily bank transaction downloads into the cashbook

Petty Cash Administration

• Administer, reimburse and reconcile Bursary petty cash

• Process petty cash reimbursements for the Dining Hall, Development Office and Lodge

Administrative Duties

• Maintain records of in-house expenditure (DOMUS Book)

• Record kitchen food costs and DOMUS analysis

• Monitor available credit balances for online payment systems

• Order and distribute stationery across the College and verify deliveries

Additional Responsibilities

• Assist with financial tasks such as year-end reporting when required

• Provide cover for colleagues during periods of leave or absence

• Undertake other duties as directed by management

Person Specification

Essential Experience

• Minimum 3 years’ experience in an accounts office environment

• Experience using computerised debtor or accounts systems

• Proven experience in collecting and reconciling debtor payments

• Strong working knowledge of Microsoft Office, particularly Excel

Qualifications 

• Qualified by experience or studying/holding one of the following:

  • CIMA Certificate Level

  • ACCA Foundations in Accountancy

  • AAT qualification