Finance Assistant & Administrator

FINANCE ASSISTANT & ADMINISTRATOR

Purpose of role

The Finance Assistant & Administrator is a dual role: providing a broad range of financial administrative services and covering the School Reception. Reception is Moorlands School's first point of contact for pupils, parents, visitors and contractors. It is essential that all these key stakeholders receive an excellent first impression and first-class customer service. They are also a first aider and support pupil welfare.

The Finance Assistant & Administrator is line-managed by the Finance Lead.

MAIN RESPONSIBILITIES

Financial administration

• Bank account and petty cash
• Check and record bank entries daily and process appropriately 
• Inform Admissions promptly of pupil acceptance fee receipts 
• Record payments received for after school clubs
• Record any petty cash receipts and payments 
• Ensure all petty cash payments are correctly approved 
• Reconcile petty cash account each month 
• Purchase Ledger 
• Ensure all invoices are input onto the system in a timely manner and resolve any queries
• Ensure all purchase ledger invoices are correctly approved 
• Ensure all invoices are prepared for payment on time by bank transfer 
• Regularly check supplier statements against our ledger 
• Sales Ledger​ 
• Maintain schedules for pupils attending EYFS, Before-School Care, After-School Care to invoice on a termly basis
• Prepare schedules of non-fee 'extras' to be billed 
• Assist with preparation of termly fee invoices 
• Assist with or resolve any fee queries raised by parents
• Administer claims for FEEE (Free Early Education Entitlement)
• Moorlands School Enterprise Ltd
• Administer bookings, liaise with hirers, prepare monthly invoices, reconcile payments and chase outstanding payments
• Issue termly hire agreements
• Assist with producing quarterly VAT returns
• General
• Assist with the annual accounts audit providing information, schedules and documentation as requested 
• Order consumables and any other items as required, ensuring prior approval 
• Assist with the purchase of items and preparation for special events
• Provide the Finance Lead and/or Business Manager with financial information as requested

Reception and Pupil Welfare

• Staffing the School Reception, at the start of the school day
• Welcoming visitors to the School, facilitating their visit and ensuring they comply with school policies for visitors
• Receiving incoming telephone calls and emails, then dealing with queries directly or forwarding them to the relevant individuals
• Managing the School's incoming deliveries
• Acting as a First Aider (First Aid training will be provided)

General administration

• Maintaining staff training records
• Administrative support for pupil trips and visits eg preparing letters/emails, booking transport
• Administrative support as required by the Head or the Business Manager, working with the Receptionist & Administrator
• Filing, photocopying and general administration

Providing any other support or assistance as may be reasonably required from time to time by the Headteacher, Business Manager or any other senior manager in order to facilitate the efficient running of the school.

HEALTH, SAFETY & SAFEGUARDING

All staff are responsible for their own safety and the safety of others in accordance with the Health & Safety at Work Act as revised from time to time.

Moorlands School is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment

HOURS OF WORK & WORKING PATTERN

The role is for 34.5 hours a week in term-time and INSET days (35 weeks) plus two additional weeks in the Moorlands School holidays. Some flexibility will be required in order to cover School events that take place after School and occasionally at weekends.

Term-time: 10am to 5.30pm Monday to Thursday,10am to 5pm Friday with 30 min unpaid lunch break, giving 34.5 hours per week

School holidays: two weeks - dates to be specified and agreed

34.5 hours per week for 35 weeks in term-time including INSET + two weeks in the school holidays + 25 days paid holiday (including three days at Christmas/New Year)

Pay and benefits 

Salary: £26,309 full-time equivalent; actual pay £18,025 per year paid in 12 equal monthly amounts. Other benefits include free lunches - but no paid lunch break - and refreshments, free parking and contributory pension scheme.

PERSON SPECIFICATION

The Finance Assistant and Administrator is a dynamic, passionate and capable individual. They are proactive, resourceful, adaptable and keen to develop skills across pupil welfare and administration, setting the highest quality customer service standards. They are a team player, an excellent communicator and a good administrator with an eye for detail.

The Finance Assistant and Administrator must be able to communicate a passion for the school, working collaboratively with all stakeholders both internal and external. Commitment to maintaining a high standard and a well organised flow of communication with pupils, staff, parents, prospective parents and visitors is imperative. They must have the necessary administrative and self-management skills to deliver the functions of the role with energy, optimism and attention to detail.

Although the Finance Assistant & Administrator staffs the School reception at the start of the School day, the majority of their time is spent on financial administration. Consequently, a head for numbers and a basic appreciation of the fundamentals of book-keeping is essential

The Finance Assistant & Administrator will need to work flexibly at times to support School events held after school hours and very occasionally at weekends.

Relevant qualification and/or experience - Desirable 

Knowledge and experience of book-keeping, using electronic systems - Essential

Demonstrable understanding of the fundamentals of transactional accounting - Essential

Knowledge and experience of delivering excellent customer service - Desirable 

Previous experience in a school environment - Desirable 

Good collaborative skills; able to quickly establish effective internal and external working relationships - Essential 

Training and qualifications in first aid (or willingness to be trained)- Desirable

Excellent IT skills, including a sound knowledge of Microsoft Office - Essential 

Excellent organisational, interpersonal and team-working skills - Essential 

Well organised, able to approach work methodically, prioritise and meet deadlines - Essential 

Excellent written and verbal communication skills - Essential 

Personal warmth - a genuine desire to offer excellent customer service - Essential 

Knowledge of data protection compliance - Desirable 

Proactive and resilient attitude; works calmly under pressure - Essential 

Enthusiastic and professional attitude - Essential 

Discreet and able to deal with confidential information - Essential 

Able to respond flexibly to the demands of working in a school environment - Essential 

Understanding of, and sympathy with, the aims and ethos of independent education in general and Moorlands School in particular - Essential 

To apply for this post, please contact the school for an application form on 0113 2785286, or by email to accounts@moorlands-school.co.uk

The above post is not a Leeds City Council vacancy and has been advertised on behalf of the relevant organisation. To apply please follow their application instructions.