Debit Order Admin Clerk

Job Summary:<\/span><\/span><\/b>
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The Debit Order Admin Clerk is\nresponsible for ensuring the accurate and efficient registration of all debit\norders, monitoring rejected debit orders, and implementing recovery processes.\nThis role plays a crucial part in maintaining the financial integrity of the\ninstitution by ensuring timely collections and minimizing financial losses.<\/span><\/span>
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Main Purpose of the Job:<\/span><\/span><\/b>
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To manage the full debit order\nprocess, including the registration, monitoring, and recovery of rejected debit\norders. The role requires strong attention to detail, problem\-solving skills,\nand the ability to liaise with students, banks, and internal stakeholders to\nensure effective financial management.<\/span><\/span>
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KEY PERFORMANCE AREAS (KPAs)<\/span><\/span><\/b>
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The following are the primary\nareas of responsibility and their estimated percentage of time:<\/span><\/span>
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1. <\/span><\/span><\/span><\/span><\/span>Cancellation\nDebit Order Registration & Processing (40%)<\/span><\/span>
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2. <\/span><\/span><\/span><\/span><\/span>Rejected\nDebit Order Management & Recovery (30%)<\/span><\/span>
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3. <\/span><\/span><\/span><\/span><\/span>Stakeholder\nCommunication (15%)<\/span><\/span>
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4. <\/span><\/span><\/span><\/span><\/span>Reporting\n& Data Analysis (10%)<\/span><\/span>
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5. <\/span><\/span><\/span><\/span><\/span>Compliance\n& Policy Adherence (5%)<\/span><\/span>
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KEY RESPONSIBILITIES<\/span><\/span><\/b>
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1. <\/span><\/span><\/span><\/span><\/span><\/b>Debit\nOrder Registration & Processing (40%)<\/span><\/span><\/b>
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· <\/span><\/span><\/span><\/span><\/span>Ensure all new debit orders are accurately\nregistered and processed in accordance with institutional policies.<\/span><\/span>
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· <\/span><\/span><\/span><\/span><\/span>Maintain accurate records of all debit order\ninstructions and updates.<\/span><\/span>
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· <\/span><\/span><\/span><\/span><\/span>Verify student banking details to prevent\nerrors and ensure seamless transactions.<\/span><\/span>
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· <\/span><\/span><\/span><\/span><\/span>Coordinate with banks and payment service\nproviders to ensure timely processing.<\/span><\/span>
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2. <\/span><\/span><\/span><\/span><\/span><\/b>Rejected\nDebit Order Management & Recovery (30%)<\/span><\/span><\/b>
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· <\/span><\/span><\/span><\/span><\/span>Monitor and track all rejected debit orders,\nidentifying reasons for rejection.<\/span><\/span>
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· <\/span><\/span><\/span><\/span><\/span>Engage with students and sponsors to facilitate\nalternative payment arrangements or reprocess rejected debit orders.<\/span><\/span>
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· <\/span><\/span><\/span><\/span><\/span>Implement recovery strategies to minimize\noutstanding balances and financial risk.<\/span><\/span>
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· <\/span><\/span><\/span><\/span><\/span>Maintain a follow\-up system to ensure effective\ndebt collection and resolution.<\/span><\/span>
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3. <\/span><\/span><\/span><\/span><\/span><\/b>Stakeholder\nCommunication (15%)<\/span><\/span><\/b>
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· <\/span><\/span><\/span><\/span><\/span>Liaise with students, sponsors, and relevant\ndepartments regarding debit order queries.<\/span><\/span>
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· <\/span><\/span><\/span><\/span><\/span>Provide students with clear guidance on debit\norder processes and obligations.<\/span><\/span>
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· <\/span><\/span><\/span><\/span><\/span>Work closely with the Finance and Student\nServices teams to resolve payment\-related concerns.<\/span><\/span>
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4. <\/span><\/span><\/span><\/span><\/span><\/b>Reporting\n& Data Analysis (10%)<\/span><\/span><\/b>
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· <\/span><\/span><\/span><\/span><\/span>Maintain and update records of all debit order\ntransactions for reporting and auditing purposes.<\/span><\/span>
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· <\/span><\/span><\/span><\/span><\/span>Compile reports on debit order success rates,\nrejections, and outstanding payments.<\/span><\/span>
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· <\/span><\/span><\/span><\/span><\/span>Provide insights on trends and recommend\nimprovements to the debit order process.<\/span><\/span>
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5. <\/span><\/span><\/span><\/span><\/span><\/b>Compliance\n& Policy Adherence (5%)<\/span><\/span><\/b>
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· <\/span><\/span><\/span><\/span><\/span>Ensure compliance with the institution\u2019s\nfinancial policies and banking regulations.<\/span><\/span>
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· <\/span><\/span><\/span><\/span><\/span>Maintain confidentiality and accuracy in\nhandling financial data.<\/span><\/span>
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· <\/span><\/span><\/span><\/span><\/span>Stay updated on changes in payment regulations\nand industry best practices.<\/span><\/span>
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Requirements<\/h3>
Qualifications<\/span><\/span><\/u><\/b>
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· <\/span><\/span><\/span><\/span><\/span>A relevant\nqualification in finance, accounting, or administration.<\/span><\/span>
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Experience<\/span><\/span><\/u><\/b>
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· <\/span><\/span><\/span><\/span><\/span>Minimum of 2\-3 years of\nexperience in finance, debit order administration, or a similar role.<\/span><\/span>
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· <\/span><\/span><\/span><\/span><\/span>Experience in debt\ncollection or financial reconciliation will be advantageous<\/span><\/span>
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Skills and Competencies<\/span><\/span><\/u><\/b>
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Technical Skills:<\/span><\/span><\/b>
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· <\/span><\/span><\/span><\/span><\/span>Proficiency in Microsoft Office Suite (Excel,\nWord, Outlook).<\/span><\/span>
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· <\/span><\/span><\/span><\/span><\/span>Experience with financial management and debit\norder processing systems.<\/span><\/span>
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· <\/span><\/span><\/span><\/span><\/span>Strong numerical and data analysis skills.<\/span><\/span>
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Communication Skills:<\/span><\/span><\/b>
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· <\/span><\/span><\/span><\/span><\/span>Excellent verbal and written communication\nskills.<\/span><\/span>
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· <\/span><\/span><\/span><\/span><\/span>Ability to explain payment processes to\nstudents and resolve queries professionally.<\/span><\/span>
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Administrative &\nCompliance Skills:<\/span><\/span><\/b>
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· <\/span><\/span><\/span><\/span><\/span>High level of accuracy in processing financial\ntransactions.<\/span><\/span>
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· <\/span><\/span><\/span><\/span><\/span>Strong attention to detail and ability to work\nunder pressure.<\/span><\/span>
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Key\nAttributes<\/span><\/span><\/u><\/b>
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· <\/span><\/span><\/span><\/span><\/span>Ethical, professional, and committed to\nmaintaining financial accuracy.<\/span><\/span>
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· <\/span><\/span><\/span><\/span><\/span>Ability to work independently and as part of a\nteam.<\/span><\/span>
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· <\/span><\/span><\/span><\/span><\/span>Proactive approach to problem\-solving and\nfinancial risk management.<\/span><\/span>
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