Finance and Admin Assistant

Summary of the Role

We are seeking to appoint a motivated, dynamic (preferably experienced) self-starter to work closely with our Finance Manager and Bursar in the School Finance Office, and other areas including HR.

As the Finance & Admin Assistant, you will be responsible for the placing of all orders and the processing of all supplier invoices and employee expenses, within the agreed timelines. You will also be responsible for duties in other departments, including HR, as required.

The Finance & Admin Assistant is appointed by, and responsible to, the Bursar via the Finance Manager.

This is a permanent, part-time, (0.8 FTE) position with a start date of mid-November.

Main Duties and Responsibilities

- Under the direction of the Finance Manager, the Finance & Admin Assistant is responsible for:

Processing purchase orders (POs) and placing orders with suppliers

- Chasing up orders where necessary

- Matching POs to purchase invoices and goods received notes

- Timely inputting and processing of purchase invoices

- Resolving supplier queries and investigate any anomalies

- Monthly reconciliation of supplier statements

- Monthly reconciliation of school credit cards (x2)

- Setting up and maintaining supplier records in the Purchase Ledger

- Processing business expense claims

- Ensuring ledgers are up-to-date to facilitate prompt payment

- Take every care of confidential information in your possession to ensure no unauthorised disclosure of information relating to the affairs of the School, its employees, or its pupils

General Duties:

- To liaise in particular with the Payroll and Accounts Assistant, Finance Manager, and other administrative staff so that their functions are understood, and appropriate support or cover can be given when needed

- To liaise with the Head Office regarding finance related matters

- Perform additional duties in other departments, under the direction of the manager of that department, as required. The majority of this work is likely to be with the HR department.

- Keeping the Finance Office and personal working space tidy and clear

- To work in a manner which is safe and healthy for both yourself and others with whom you come into contact

- To comply with safety instructions and regulations

- To promptly report all safety hazards and unsafe working practices

- To be familiar with the school’s Health & Safety Policy and comply with it at all times

- To take on the role and responsibility of receptionist as directed (all admin staff take

on this role from time to time)

- To undertake other comparable duties as might be reasonably requested by the Head / Bursar or other authorised person from time to time

- Carrying out ad hoc administrative duties when required

- Be responsible for promoting and safeguarding the welfare of children and young persons and adhere to and ensure compliance with the School’s Safeguarding and Child Protection Policy at all times

- To attend courses to develop professional skills

- To read and be familiar with the staff handbook and follow the procedures therein

- To be familiar with and to follow guidelines as set out in the school staff policy documents

- To work in a co-operative, diplomatic and flexible manner

- To foster and maintain good working relationships, acting as a courteous, friendly and businesslike member of the school team

Person Specification

The Finance & Admin Assistant should:

Knowledge & Experience

- Be educated to A level standard (or equivalent)

- Have a proven track record of data entry

- Be a highly competent user of Microsoft Office: Excel and Word

- Be capable of processing data in a timely manner with very high levels of accuracy

- Have a good working knowledge of accounts and purchase order systems

- Good literacy and numeracy skills (GCSE qualification in Mathematics and English,

grade C or above or equivalent)

It would be desirable for the Finance & Admin Assistant to:

- Have some accounts experience

- Have previous working experience in a school or educational establishment

- Have experience of using PASS or iSAMS

- Have an understanding of accounting practices, setting and controlling budgets, and taxation

legislation

General Skills

- Be a quick learner and have a willingness to continue learning via formal training and selfteaching

- Excellent communication / interpersonal skills both in writing and on the telephone

- Good organisational skills; be able to work flexibly, prioritise own workload, and work under pressure

- Loyal to the school and supportive of its aims and objectives

- Willing to abide by the School’s Terms & Conditions of Employment

- A strong cultural fit with the School’s ethos and values with regards to enthusiasm, commitment, and ability to take part in the full life of the School during and outside of school hours

- An ability to work as an effective member of the Finance Department and wider school community

Summary of Terms and Conditions

Employment: Full-Time, permanent (on-site).

Salary: Salary range 0.8 FTE = £23.2k to £28k p.a. (FT equivalent £29k to £35k p.a.) depending

on skills and experience. Salaries are paid by BACS transfer on the last working day of each month in twelve-month equal payments.

Working hours: Part-time, Permanent, All Year Round (0.8 FTE) - 30 hours per week, Monday to Friday or a 4-day week would be considered – exact hours can be discussed at interview.

Preference can be discussed at interview. The postholder will be required to work such hours as are reasonably necessary for the better performance of their duties.

Probation: This post is subject to a probation period of six months. The School may, at its discretion,

extend the probationary period for a further period.

Notice: Following the successful completion of your probationary period your notice period will be one month during the first four years’ service. Thereafter, an additional week’s notice is required for each complete year of service up to a maximum of 12 weeks’ notice after 12 years of service.

Holiday: You will be entitled to 30 days holiday (per annum). The majority of your holiday should be taken during school holidays, subject to operational needs. You will be required to attend any dismissal or disciplinary hearing during school holidays on being given reasonable notice.

Pension: The school operates a Group Personal Pension Scheme. The school will automatically enrol

you in its Standard Life Pension Scheme (the Scheme). If you do not wish to be a member of the Scheme you may choose to opt out. Forms are available from the Scheme’s website. The school will automatically re-enrol all staff who are not members of the Scheme on a three yearly basis. Should you wish to continue to opt-out you will need to repeat the opt-out process. The school will contribute an amount equal to 10% of your net salary into its Group Personal Pension Scheme subject to your contributing a minimum of 4.8% of net salary into the Scheme.

Fee remission: A discount of up to 50% is given on school fees for children attending Newton Prep (subject to satisfying the School’s admission criteria). Please note this is not a contractual entitlement

and the school reserves the right to vary the rate of remission or to withdraw it altogether.

Other benefits: Staff gym, free on-site parking, cycle-to-work scheme, free ‘travel to work loan scheme’, free school lunch, tea and coffee during term time, 24-hour counselling and legal advice service, free annual flu vaccination, training and development opportunities.