Accounts Receivable Manager

The Accounts Receivable Controller plays a key role in the financial management of the School, ensuring the accurate and timely billing, reconciliation, and collection of all tuition, transport, financial aid, after-school, and extracurricular fees. The role manages billing and collection processes for over 900 families and partner organisations, ensuring data accuracy, financial compliance, and an exceptional level of customer service.

This position supports approximately £50 million in annual tuition and related income and requires a detail-oriented, technology-savvy, and proactive professional capable of operating efficiently in a fast-paced, deadline-driven environment.

Key Responsibilities Billing and Data Management

Manage end-to-end billing for tuition, transportation, financial aid, after-school programs, and all ancillary charges for the School and its subsidiary. Maintain accurate family and student billing records in the school’s finance and student information systems (Microsoft Dynamics Business Central). Collaborate with Admissions, and departmental administrators and other internal stakeholders to ensure timely updates to student and fee data. Generate, review, and distribute invoices within strict deadlines; ensure compliance with Accounting and VAT regulations as well as school policies and contractual obligations. Monitor and reconcile data between finance, admissions, and student databases to ensure billing integrity. Prepare and maintain accurate audit trails for all transactions.

Collections and Customer Relations

Manage the collection of fees and ensure that payments are received in line with the School’s terms and conditions. Communicate effectively and empathetically with parents, companies, and sponsors regarding outstanding balances. Negotiate payment plans where appropriate, maintaining professionalism and discretion when dealing with sensitive personal circumstances. Work collaboratively with the Finance Manager and Director of Finance & Operations to review overdue accounts and agree on next steps.

Reconciliation and Reporting

Perform regular reconciliations between the fees ledger, bank accounts, and other sub-ledgers. Analyse billing and cash flow trends; prepare reports for management, auditors, and the Board as required. Produce insightful analytical reports on billing to assist in long-term financial planning. Support external audits and provide all necessary documentation related to fees and revenue.

Systems, Innovation, and Process Improvement

Utilise financial systems effectively; identify opportunities to improve automation, reporting accuracy, and user experience. Contribute to digital transformation initiatives such as online payment platforms, automated invoicing, and data analytics tools. Ensure compliance with relevant UK financial, consumer, and data protection legislation, including GDPR, Consumer Credit Act, and HMRC guidelines. Maintain awareness of Anti-Money Laundering (AML) regulations and apply appropriate due diligence when processing and verifying payments from individuals and organisations. Identify and escalate potential compliance or irregular payment concerns to the Director of Finance & Operations. Develop and document best practices and standard operating procedures to ensure efficiency and consistency.