Finance and Administrative Officer, Churchfields - Beckenham, United Kingdom - Quality First Education Trust

Description

JOB DESCRIPTION AND PERSON SPECIFICATION:
FINANCE AND ADMIN OFFICER

LOCATION:
Churchfields Primary School, Churchfields Road, Beckenham BR3 4QY


RESPONSIBLE TO:
Headteacher and Q1E Director of Finance


SALARY:
Scale BR6 point 18, £19,899 (full time equivalent £23,230)


HOURS: 36 hours a week, 41 weeks per year (term time plus two weeks in the summer holidays)


JOB SUMMARY:
The finance and admin officer will work as part of the busy, friendly office team at Churchfields.

We are looking for someone with excellent interpersonal and organisational skills, a positive attitude and plenty of enthusiasm, who can work under pressure and use their own initiative.

The postholder will manage school finance and procurement functions on a day-to-day basis, and undertake a range of other administrative tasks.

They will also work with finance staff across the Quality First Education (Q1E) trust, to ensure the trust's finances are managed efficiently and effectively, in line with all trust and statutory guidance.

MAIN DUTIES AND RESPONSIBILITIES

Day to day finance activities

• Undertake routine processing of invoices and credit notes, ensuring all obtain appropriate approval and are correctly coded on Trust systems to enable accurate monitoring.
• Process routine transactions such as direct debits and all income received.
• Issue sales invoices i.e. lettings and allocate relevant income on receipt.
• Produce and submit monthly Early Years funding claim to Bromley Local Authority.
• Maintain the wraparound software system, keep it up to date and invoice parents as required.
• Chase up outstanding debts (including payments for school meals, wraparound care, clubs, trips)
• Support procurement activities to ensure value for money (e.g. receiving/tracking quotes).
• Complete monthly finance tasks such as posting credit card expenditure, monthly journals, salary journals, creditor and debtor accounts; and complete general ledger reconciliation.
• Create/process/monitor payments on online payment system, ensuring income is posted correctly.
• Ensure all administration and processing is dealt with in a prompt, timely and effective manner.
• Assist the Q1E Finance Manager and Director with budget planning, monitoring and evaluation.

General administrative duties

• Help to maintain accurate records and files, including using relevant IT systems.
• Support the smooth running of school meetings, training days, interviews and other events.
• Work as part of a team to develop high quality systems, structures and services.

Production of reports and information

• Collect and organise data and information relating to Trust/school activities
• Contribute to reports, website content and other materials
• Work collaboratively with staff across the Trust, sharing appropriate information where required.

Additional duties as required

• Support or take ownership of specific projects where required.
• Undertake other general tasks that the Headteacher or Director of Finance may reasonably ask.

All staff are required to:

• Contribute to the overall ethos, work and aims of the school and the trust
• Understand and comply with all policies and procedures
• Establish constructive relationships with other staff, and with parents/carers and visitors
• Recognise own strengths and areas of expertise and use these to advise and support others
• Attend and participate in meetings, events, INSET days and other training or development as required
• Understand how to report concerns regarding Child Protection, Safeguarding, and Health and Safety.

Safeguarding and promoting the welfare of children is everyone's responsibility.

PERSON SPECIFICATION

Essential qualifications, experience and knowledge:

Is educated to at least 'O' / GCSE level in English and Maths

Has previous administrative/office experience

Has previous experience of working in a finance role

Has some knowledge of finance roles and procedures

Has some knowledge of the school/education sector

Is aware of schools' duties and responsibilities in child protection and safeguarding

Is competent in using common IT packages (such as Word and Excel)

Has excellent spoken and written English


Desirable qualifications, experience and knowledge:

Educated to degree level

Has previous experience of working in a school

Is familiar with Capita SIMs Finance


Essential personal qualities
Is polite and professional

Is accurate, efficient and thorough

Is self-motivated, and proactive

Is flexible

Is able to relate well to children and adults

Is a team player, able to develop positive relationships across the school and trust

Is reflective and learns from experience

Is committed to personal and professional development

Has exemplary attendance and punctuality

Is positive and supportive of the work and aims of the Trust

Is respectful of the principles of equal opportunities

Respects and values different experienc