Finance and HR Assistant
Pennthorpe is a dynamic and forward-thinking independent prep school located in the heart of West Sussex. We pride ourselves on our innovative curriculum, strong community ethos, and commitment to nurturing each childs unique strengths and passions. You will join us at an exciting time in our journey as we continue to inspire creativity, academic excellence, and a love of learning in our pupils.
Reporting to the Bursar, the Finance & HR Assistant will support the Bursar with the delivery of the school’s financial and recruitment objectives. The post holder will have a solid understanding of finance, preferably in a school setting, have excellent communication and interpersonal skills, plus a desire to work in a small but friendly team. Finance experience essential, HR experience desirable.
The closing date for applications is Friday 28 November 2025; however, we will assess applications as they come in and may withdraw the vacancy before this date so early application is recommended. Shortlisted candidates will be invited to interview on Thursday 4 / Friday 5 December 2025.
Finance
* Maintain and operate the School’s financial system, Sage, in conjunction with the Bursar Management of the School’s accounting function, ensuring its efficient operation according to agreed procedures, and to develop those procedures as circumstances require.
Fees and income
* Prepare termly invoices and collection of fees from parents using the School’s Management Information System, Engage Fees.
* Maintain and manage the School fee direct debit collection system.
* Respond to parent emails on billing and bursary/discount matters.
* Manage the invoicing and collection of income from third party hirers.
* Oversee all aspects of funding for the Early Years Free Entitlement scheme with West Sussex County Council, including completing online returns and monitoring parental declarations.
* Coordinate with the DSL, West Sussex and Surrey Country Councils billing departments for pupils with EHCPs to ensure that all cost have been covered, and to ensure timely payment.
* Deal with any ad hoc income such as donations, staff receipts, etc.
Expenditure
* Ensure all ordering and supplier payment is undertaken within set budgets and that best value is obtained.
* Log purchase invoices as they arrive, ensuring they are correctly authorised and entered on the system for payment.
* Ensure all invoices are paid within a timely manner by BACS.
* Check supplier statements and request copy invoices where necessary.
* Apply VAT and other tax legislation appropriately where relevant.
Reconciliation and reporting
* Reconciling bank accounts monthly.
* Reconciling the monthly credit card statement.
* Assist with the management of the School’s Amazon Business account.
* Manage the School’s petty cash system.
* Provide termly departmental reporting in relation to costs.
* Prepare monthly cash flow forecast.
* Assist the bursar with the preparation of termly management accounts.
Other
* Support commercial activity including school lets.
* Assist with the negotiation, management and monitoring of contracts, tenders, leases and agreements for support services.
* Assist the Bursar with the preparation and completion of statistical returns.
* Assist the Bursar during the annual audit.
HR
* Liaise with the Head, Bursar, as well as other line managers to create job applicant packs including drafting of job descriptions.
* Coordinate the interview process from shortlisting and invitation to interview to pre-employment checks and on boarding/induction.
* Create and upload recruitment adverts to relevant recruitment portals.
* Collate applications and coordinate interview panels to complete shortlisting.
* Ensure relevant documents are taken at the interview stage in line with the School’s Safer Recruitment Policy.
* Process all pre-employment checks for new staff in line with the Safer Recruitment Policy and KCSIE.
* Coordinate Safer Recruitment checks for volunteers.
* Draft new staff contracts with oversight from the Bursar.
* Create interview schedules, liaising with the relevant people to ensure a smooth process for all candidates and staff.
* Organisation of all recruitment related events.
* Liaise with the Head, Bursar, as well as other line managers to compile interview questions and tasks.
* Provide administration support for interviews.
* Communicate with unsuccessful applicants.
* Be the main point of contact for all candidates throughout the recruitment timeline.
* Gather feedback following interviews to feed into the hiring panel as required.
* Liaise with agencies/supply companies.
* Assist the Bursar with the completion of all DBS checks and entries into the Single Central Register.
* Annual updates to all recruitment related policies.
* Work with the Head, Bursar, as well as other line managers to carry out probationary review meetings and complete any required paperwork.
* Ensure each staff leaver receives an exit interview and that the policy is adhered to.
* Create and maintain HR files, ensuring that all necessary documentation is filed and correct in accordance with GDPR and relevant policies.
* Draft correspondence from the Head or Bursar with regards to changes to roles, contracts and salaries.
* Maintain all current and archived paper based and electronic HR files and records.
* Draft references for current and former staff, liaising with the Head and Bursar.
* Coordinate the onboarding of new starters, working with the Head, Bursar, and other line managers to ensure all new starters receive a relevant induction in accordance with the School’s Induction process.
* Coordinate the annual staff disclosure declaration and policy acknowledgement from staff to ensure we are compliant.
At Pennthorpe, youll be part of a supportive and collaborative team dedicated to making a difference in the lives of our pupils. We offer a competitive salary, excellent benefits, and opportunities for professional development. If youre ready to bring your expertise and enthusiasm to our vibrant school community, we want to hear from you!
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