The Accounts Administrator is responsible for the efficient administration of student account transactions, ensuring that student payments and refunds are accurately processed and recorded. The role oversees the Proof of Payments mailbox, Refunds mailbox, and the preparation of travel claims, ensuring compliance with institutional policies and agreed service turnaround times.

Key Responsibilities

1. Proof of Payments Mailbox Administration

• Monitor and manage the Proof of Payments mailbox on a daily basis.
• Verify proof of payments received from students and sponsors.
• Ensure all verified payments are accurately allocated to the relevant student accounts.
• Investigate and resolve payment allocation queries promptly.
• Liaise with students, departments, and Finance where additional information is required.

2. Outstanding Payment Allocations

• Identify historical or unallocated payments.
• Investigate the correct allocation of outstanding payments.
• Prepare journal entries for older payments requiring manual allocation.
• Process approved journal entries accurately and within established timelines.
• Maintain complete supporting documentation for audit purposes.

3. Refunds Administration

• Manage and monitor the Refunds mailbox.
• Allocate refund requests to the finance team.
• Maintain an up-to-date refund tracking template to monitor progress and turnaround times.
• Ensure refunds are processed and paid within the stipulated service level agreements (SLAs).
• Follow up on outstanding refunds and communicate progress to relevant stakeholders.
• Responsible or communicating with students and team members on the refunds and refund status.

4. Travel Claims Administration

• Prepare travel claim documentation for processing.
• Ensure travel claims are processed timeously to facilitate on-time payment.
• Maintain accurate records of all travel claim submissions and payments.

5. Record Keeping and Reporting

• Maintain accurate electronic records of payments, refunds, journal entries, and travel claims.
• Update tracking templates and monitoring reports regularly.
• Prepare reports on outstanding allocations, refunds, and travel claims as required.
• Ensure compliance with internal controls, financial procedures, and audit requirements.

6. Customer Service

• Respond professionally and promptly to student, staff, and stakeholder enquiries.
• Provide guidance regarding payment allocations, refunds, and travel claim processes.
• Escalate complex issues where necessary.