ORGANOGRAM (Adjust as necessary. Include line manager, line manager s manager, all subordinates and colleagues. Include position grades) PURPOSE

Transcription

1 HR191 POSITION DESCRIPTION NOTES Forms must be downloaded from the UCT website: This form serves as a template for the writing of position descriptions. A copy of this form is kept by the line manager and the position holder. Position title Job title (HR Practitioner to provide) POSITION DETAILS Credit Controller: Student Debt Position grade (if known) 8 Date last graded (if known) Academic faculty / PASS department Academic department / PASS unit Division / section PASS Finance Fees Date of compilation 07/04/2017 ORGANOGRAM (Adjust as necessary. Include line manager, line manager s manager, all subordinates and colleagues. Include position grades) PURPOSE 8 February 2017 Page 1 of 5 HR191

2 The main purpose of this position is Assist with the collection of overdue student debt as defined by Management. Maintain and monitor student loan accounts. Assist in the general operations of the Fees Office. 8 February 2017 Page 2 of 5 HR191

3 Key performance areas 1 Assist in the general collection of overdue student debt. % of time spent CONTENT Inputs (Responsibilities / activities / processes/ methods used) 60% Assist with the management of overdue student fee debt in respect of registered and nonregistered students. Liaise with stakeholders regarding fee debtor queries. Assist with current fee debt collection, running of relevant reports, printing and distribution of letters. Creation and monitoring of special payment arrangements for internally managed overdue student fees accounts. Periodic clean-up of student accounts and handover of defaulters. Inform non-registered students of credit balances i.e. internal collections / cancellations. Inform students of unpaid payments at bank and monitor accounts. Review and update graduation reports for prior year graduands Provide professional service in all levels of communication with relevant stakeholders. Outputs (Expected results) Timeous receipt of payments and settlement of fee debt. Timeous follow-up of payment defaulters and handover of accounts for collection. Accuracy of fee accounts with regard to correct display of information. Minimisation of complaints Timeous processing of letters 2 Assist and support the Senior Credit Controller 15% Assist with the bulk hand-over of prior year fee debts and collection process. Liaise with collection agents and assist with the monthly processing of payments/statements for handed-over accounts. Liaise with stakeholders regarding fee debtor queries. Assist with the preparation of matters for potential write-off. Assist with queries related to current fee debtors and soft debtor processes. Assist with adhoc reporting in the absence of Senior credit controller Timeous follow-up and collection of fee debt. Timeous hand-over of defaulter accounts. Accuracy of fee accounts and related reports. 8 February 2017 Page 3 of 5 HR191

4 3 Support the administration of the Student Loan Debtors area 2% Prompt attention to correspondence and requests from stakeholders. Periodic check of UCT bank accounts for student loan payments. Printing/checking and distribution of statements and age analysis for student loan accounts. Monthly reconciliation of loan age analysis to general ledger. Process monthly payments/statements from attorneys/collection agency. Periodic clean-up of student loan accounts and hand-over of defaulters. Periodic reconciliation of handed-over accounts to collection reports. Assist with the preparation of matters for potential write-off. Accuracy of processes and timeous execution of tasks. Timeous follow-up of defaulters and hand-over of accounts to attorneys. Periodic clean-up of accounts and presentation for write-off with updated schedule. Accuracy of student loan and appropriate general ledger accounts. Accuracy of attorney reports to UCT loan accounts. 4 Assist and support the general operations of the Fees Office including general enquiries, clearance of students for registration and graduation 18% Provide an efficient and effective administrative frontline support to the Fees Office clientele e.g counter duties Assist and support the Fees Office when required Contact prospective graduands with fee debts. Follow procedures to ensure that cleared students are allowed to graduate / reregister or obtain transcripts. Ensure prospective graduands with fee debts are contacted timeously and cleared for graduation. Particularly focusing on bursary recipients Students are able to register and graduate timeously Shortened queues during main registration Clearances are processed in line with UCT policy. Minimisation of complaints 5 PeopleSoft/SAP Super-user support for collections related issues 5% Assist with the testing of new functionality and upgrade testing for collections area on PeopleSoft and SAP. Assist with the creation and maintenance of debtor / collection letters on PeopleSoft (ComGen). Accuracy of testing identifying problems and minimising errors. Attend PeopleSoft training sessions as required. Effective support of PeopleSoft Users within Fees Office 8 February 2017 Page 4 of 5 HR191

5 MINIMUM REQUIREMENTS Minimum qualifications A National Diploma in accounting or equivalent qualification with a minimum of 2 years credit management experience OR if qualified by experience a minimum of matric and 5 years credit management experience; Minimum experience (type and years) Skills Ability to work under pressure Effective interpersonal, oral and written communication skills Planning, organizing and problem solving skills; The ability to multi-task and work accurately with minimal supervision; The ability to work in a team and on an individual basis; Have a strong sense of client focus and service orientation Knowledge Professional registration or license requirements Other requirements Knowledge of Debt Collection functions and related policy (NCA etc) Proven proficiency in MS office with a particular focus on MS Excel None Exposure to ERP systems in a large organization will be advantageous, especially PeopleSoft Student System and SAP Possess a high level of integrity and honesty to handle cash and finances. Competencies (Refer to UCT Competency Framework ) Competence Level Competence Level University Awareness 2 Client/Student Service and Support 2 Work standards 2 Interpersonal Relationships 2 Communication (written and verbal) 2 Analytical Thinking 2 Planning and organizing/ work management 2 Problem Solving 2 Teamwork 2 SCOPE OF RESPONSIBILITY Functions responsible for As per job description Amount and kind of supervision received Amount and kind of supervision exercised Decisions which can be made Decisions which must be referred Within UCT policy Not covered by UCT Policy CONTACTS AND RELATIONSHIPS Internal to UCT Staff in faculties and other UCT departments External to UCT Fairbridges, Parents and Students 8 February 2017 Page 5 of 5 HR191