Job description
To undertake the day-to-day administration of the schools financial systems and assist in the
management of finance and resources within the school.
Assist the Headteacher/SBM in ensuring that financial and statutory regulations and
procedures are adhered to.
To work within the main School Office with Front of House responsibilities as outline by the
School Business Manager and be part of the wider Administration Support Staff of the school.
To have a dedicated desk/room to fulfil Finance Administration duties confidentially.
Main Finance Duties:
Ensure that procedures for ordering and invoice certification are in place and adhered to, and
invoices are encoded using the appropriate Budget/CFR Code against the correct department.
Place orders for all materials and equipment – check items delivered are sound, and distribute
parcels and deliveries to staff as appropriate, making sure to arrange for the return of defective or
unwanted goods asap and liaise with the supplier by phone/email.
Match delivery notes with invoices, ensuring goods have been received, prices are correct, and
item amounts as ordered.
Investigate queries relating to invoices/orders and resolve them, to enable timely payment.
Ensure the safekeeping of all monies received on the school site is secured safely in the school
safe.
Balance and enter credit card expenses monthly, ensuring spend is within credit limit and
timely payment made.
Carry out monthly bank reconciliation and prepare monthly reconciliation statement.
Prepare and process monthly VAT return to local authority by email, to requirement
specifications and deadlines, copy in SBM after sign off and save in VAT folder.
Prepare every monthly period end and close each months accounts before beginning the
next period month.
Maintain Budget spreadsheet with all relevant changes to staffing hours, pay scales, etc,
in line with videpay changes.
Update Budget Holders monthly and monitor balance within each budget.
Assist SBM with accounts and their preparation for Governors and meetings as required.
Prepare Quarterly Returns and receive sign off before sending to the LA.
Prepare and carry out all procedures and work for annual Year End including system
housekeeping, correct carry forward, update Budget Spreadsheet, and necessary returns
to LA for the new financial year.
Prepare and carry out work for the Annual Budget Setting, including inputting all staff
salaries, pay numbers, years of service and TLRs etc.
To ensure all LA deadlines are adhered to, including annual returns, quarterly returns,
and monthly returns.