Accounts payable:

· Accurate and efficient processing of supplier invoices in Xero

· Preparation of payments to suppliers in an accurate and timely manner

· Timely reconciliation of Xero account balances against bank and credit card statements

Accounts receivable:

· Preparation of invoices to customers, including those for regular residential charges, student fines, and guest and conference related billing

· Ongoing review and application of incoming payments, ensuring accurate maintenance of debtor records

Financial administration:

· Assist the Business Manager in preparation for the College’s annual audit

· Provide support to the Business Manager during tender submissions

Conference/casual guest coordination:

· Receive and respond to conference and accommodation enquiries from individuals and groups in a timely and professional manner.

· Liaise with the Head of College and other relevant staff to confirm the availability and suitability of requested dates and facilities.

· Assist the Business Manager to prepare and issue quotes for conference and casual guest bookings, including the procurement of purchase orders and costings for contracted services.

· Liaise with the Building and Services Manager, catering team, cleaning team and other relevant staff to ensure facilities are prepared according to the needs of each booking, including any specific requirements for group or individual guests

· Organise and prepare key packs for all conference guests to ensure smooth check-in and access

· Ensure accurate records are maintained in the College’s customer database for internal coordination and reporting

Resident merchandise coordination:

· Track and record merchandise requirements for items included in new resident merchandise packs

· Liaise with suppliers to place merchandise orders, ensuring correct quantities, sizes and delivery timelines, and resolving any order or delivery issues as they arise

· Monitor stock levels and ensure timely reordering to meet student intake demand.

· Conduct stock takes as required for ordering and reporting purposes.

· Assist with the preparation, labelling and distribution of merchandise for key arrival events such as Move-In Day.

Event and marketing support:

· Assist the Marketing, Events & Alumni Manager to set up, prepare and pack down college events, including arranging rooms, setting up signage and AV equipment, distributing materials and supporting catering needs.

· Contribute to creating a warm, welcoming and professional atmosphere at college-hosted events.

General administration:

Working knowledge of principal duties of the Office Manager (particularly with regards to the admissions process and database management), with the ability to cover some of these duties if and when needed on a temporary or emergency basis