South Molton Community College is seeking to appoint a highly organised and motivated Operations and Finance Officer to play a key role in ensuring the smooth and efficient day-to-day running of the school. This is an exciting and varied position at the heart of our operations, supporting the Business Manager in overseeing financial processes, coordinating administrative systems, and helping to deliver excellent support services across the school.
Job Description
To ensure the smooth, efficient and effective day-to-day operation of the school’s administrative and financial systems, maintaining standards appropriate to service requirements. The postholder supports the Business Manager and contributes to the management of the administration team, ensuring that processes and procedures are followed and continuously improved.
The role provides advice and guidance to staff, parents and suppliers on financial and operational matters, producing regular administrative and financial reports. This position requires initiative, sound judgement and a good standard of practical experience gained from administrative or financial work.
Main Responsibilities
Finance and Office Management
1. Oversee the day-to-day operation of the school’s finance systems, working closely with the Business Manager and supporting the Finance Administration Assistant.
2. Process, check and authorise orders, invoices, payments (including BACS transfers and petty cash), and transfers between budgets within agreed limits. • Assist in the preparation and monitoring of budget plans with appropriate department leads, producing regular financial reports and contributing to the year-end accounts process.
3. Support payroll administration including the recording of additional hours and expenses.
4. Provide guidance to staff on financial and administrative procedures.
Procurement and Supplier Support
5. Ensure the efficient procurement of goods and services, securing value for money and maintaining accurate records of suppliers and contracts.
6. Assist in monitoring service level agreements and supplier performance.
7. Identify and recommend opportunities for improved efficiency and cost-effectiveness.
8. Liaise with suppliers and contractors to resolve queries and maintain positive working relationships.
School Operations and Administration
9. Manage the day-to-day administrative operations of the school, coordinating and prioritising workloads across the team to meet externally determined deadlines.
10. Plan and coordinate school activities and events such as parents’ evenings, trips and meetings, ensuring that logistical arrangements and communications are completed on time.
11. Manage bookings for the minibus, lettings and community use of facilities.
12. Maintain accurate records.
13. Oversee production and distribution of regular school communications such as newsletters and notices.
General Support, Compliance and Health & Safety
14. Ensure compliance with school policies, financial regulations, and Health and Safety requirements.
15. Provide accurate advice and guidance to colleagues and parents on operational and financial matters.
16. Support and, when required, deputise for the Business Manager in the day-to-day running of administrative and finance functions.
17. Contribute to the development and improvement of administrative systems, including digitalisation and workflow efficiency.
18. Undertake First Aid training (provided by the school) and participate in the First Aid rota, unless exempt for justifiable reasons.
19. Carry out any other reasonable duties consistent with the nature and grading of the post.
Knowledge, Skills and Experience
20. Administrative and/or financial experience.
21. Strong organisational and communication skills.
22. Ability to work to deadlines, prioritising effectively and adjusting team workloads where necessary.
23. Sound ICT skills, particularly in spreadsheets, financial software, and record keeping.
24. Understanding of Health and Safety and data protection responsibilities.
25. Training and development will be provided as part of this role, so if you meet most of the requirements but feel you need support or development in certain areas, we would still encourage you to apply.