We are seeking a detail-oriented Finance Assistant to join our team. In this role, you will support the finance department with d.....
We are seeking a detail-oriented Finance Assistant to join our team. In this role, you will support the finance department with day-to-day tasks such as processing invoices, managing expenses, maintaining accurate financial records, and assisting with month-end reporting. The ideal candidate will have strong organizational skills, proficiency in Excel, and a keen eye for detail. Previous experience in a finance or accounting role is preferred but not essential.If you're a proactive team player with a passion for numbers, we'd love to hear from you!Purpose:
Responsible for working as part of the Finance team to operate the accounts payable function of the
School, and to assist with other financial duties.
Reporting to:
Director of Finance & Operations (DFO)
Key Accountabilities & Responsibilities:
Accounts payable
• To process all accounts payable transactions on the accounting system Sage 50 in accordance
with the Financial Procedures manual of the School
• To set up new suppliers and maintain supplier details accurately on the Sage accounting system
• To process purchase orders (POs) raised by departments, gain approval from the DFO and
Headteacher as appropriate, add the PO number, and send the POs to the departments to send
to the suppliers
• Order school event catering and other goods and services on-line as required
• To review and challenge all requests for POs :
o to ensure value for money e.g. by querying whether existing suppliers can offer a better
deal than new suppliers suggested by departments etc.
o to ensure that the spend requested is not taking the department over budget, and to
flag concerns to the DFO where appropriate
• To check all purchase invoices received from suppliers vs. the approved POs, and arrange for
the DFO to approve the invoices
• To code the invoices accurately, and in particular whether the costs should be expensed to the
Income and Expenditure account (I&E), or prepaid to the balance sheet, or capitalised as fixed
assets onto the balance sheet
• To prepare batches of invoices and upload payments for the weekly BACS payment run.
• To make approved payments as required using the school’s debit card
• To process the Wonde vouchers for Free School Meals
• To do the banking when required when we have collections of cash for cake sales etc.
• To reconcile supplier statements
• To produce financial reports and analyses as required by the DFO e.g.
o Aged creditor analysis, and ensure all reconciling items are promptly cleared
o Monthly reports to departments of actual vs. budgeted “capitation” spend
o Reports on spends by supplier over time
o Reports on payment performance
o Analyses of spend to assist with cash flow forecasting
o Maintenance of supplier contract database and analyses of supplier contract costs to
assist the DFO with supplier contract management and with budgeting
o Etc.
• To meet with budget holders as required to answer financial questions and in particular to
address questions on spend levels vs. budget
• To ensure that all accounts payable documents are filed efficiently, so that the records are
easily accessible and suitable for audit.
• To flag to the DFO any matters of concern relating to any suppliers
Audit
• To assist internal and external auditors as and when required
Other
• To handle all incoming phone calls and post into the Finance team
• To work closely with the other members of the Finance team on all financial matters
• To complete other adhoc tasks and work on other projects as required by the DFO
Person Specification
Essential
• High attention to detail, accuracy & organisational skills
• Proven track record in an administrative role
• High level of numeracy
• Strong verbal and written communication skills
• Excellent customer service skills
• Honest & trustworthy
• Ability to maintain confidentiality
• Good computer skills, including Excel spreadsheets
• Able to cope well under pressure
• Common sense and a logical approach to problem solving
• Capable of producing accurate documentation
• An innovative and positive attitude
• Ability to work well as part of a team
• Ability to work to tight deadlines and manage time well
• Conscientious, flexible approach
Desirable
• Previous experience in purchase ledger work
• An understanding of debits and credits in accounting
• Experience of SAGE 50 or similar financial package
• Experience of working in a school
Safeguarding
You are expected to be familiar with all school policies in particular Safeguarding procedures and to
promote the welfare of children.
