Debit Order Admin Clerk

Randburg, South Africa Posted on 02/09/2026

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Job Summary:

The Debit Order Admin Clerk is responsible for ensuring the accurate and efficient registration of all debit orders, monitoring rejected debit orders, and implementing recovery processes. This role plays a crucial part in maintaining the financial integrity of the institution by ensuring timely collections and minimizing financial losses.

Main Purpose of the Job:

To manage the full debit order process, including the registration, monitoring, and recovery of rejected debit orders. The role requires strong attention to detail, problem-solving skills, and the ability to liaise with students, banks, and internal stakeholders to ensure effective financial management.

The following are the primary areas of responsibility and their estimated percentage of time:

1. Rejected Debit Order Management & Recovery (30%)
2. Stakeholder Communication (15%)
3. Reporting & Data Analysis (10%)
4. Compliance & Policy Adherence (5%)

1. Debit Order Registration & Processing (40%)
   • Ensure all new debit orders are accurately registered and processed in accordance with institutional policies.
   • Maintain accurate records of all debit order instructions and updates.
   • Verify student banking details to prevent errors and ensure seamless transactions.
   • Coordinate with banks and payment service providers to ensure timely processing.
2. Rejected Debit Order Management & Recovery (30%)
   • Monitor and track all rejected debit orders, identifying reasons for rejection.
   • Engage with students and sponsors to facilitate alternative payment arrangements or reprocess rejected debit orders.
   • Implement recovery strategies to minimize outstanding balances and financial risk.
   • Maintain a follow up system to ensure effective debt collection and resolution.
3. Stakeholder Communication (15%)
   • Liaise with students, sponsors, and relevant departments regarding debit order queries.
   • Provide students with clear guidance on debit order processes and obligations.
   • Work closely with the Finance and Student Services teams to resolve payment-related concerns.
4. Reporting & Data Analysis (10%)
   • Maintain and update records of all debit order transactions for reporting and auditing purposes.
   • Compile reports on debit order success rates, rejections, and outstanding payments.
   • Provide insights on trends and recommend improvements to the debit order process.
5. Compliance & Policy Adherence (5%)
   • Ensure compliance with the institution's financial policies and banking regulations.
   • Maintain confidentiality and accuracy in handling financial data.
   • Stay updated on changes in payment regulations and industry best practices.

• Minimum of 2-3 years of experience in finance, debit order administration, or a similar role.
• Experience in debt collection or financial reconciliation will be advantageous.

• Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Experience with financial management and debit order processing systems.
• Strong numerical and data analysis skills.

• Excellent verbal and written communication skills.
• Ability to explain payment processes to students and resolve queries professionally.

• High level of accuracy in processing financial transactions.
• Strong attention to detail and ability to work under pressure.

• Ethical, professional, and committed to maintaining financial accuracy.
• Ability to work independently and as part of a team.
• Proactive approach to problem solving and financial risk management.