Position BUSINESS SUPPORT OFFICER Hours 24 – 30 hrs per week Role summary Working alongside the Business Manager, Nursery Manager and Directors to support the efficient business & financial administration of South Leeds CIC and Churwell CIC and the associated nurseries and out of school settings with the focus on South Leeds CIC. FINANCIAL ADMINISTRATION 1. To be responsible for accurate recording of income and expenditure for South Leeds CIC. Use Xero to record and evidence any expenditure made by debit card and upload invoices to Xero for bank payment. Use Xero to record all income received. 2. To be responsible for FEEE (Free Early Education Entitlement) claims to the local authority for children attending PLAY@SouthLeeds including quality control, checking estimates and actuals input to the Leeds City Council Synergy database by the Admin Officer are complete and accurate and meet published deadlines. Support Admin Officer in managing FEEE paperwork on site to ensure parental contracts are completed and signed for all current and upcoming claims, eligibility is checked and the Children on Roll FEEE Tracker is upto date. Support Business & Finance Director with any audit of the records by Leeds City Council. 3. To be responsible for the preparation of parental contracts and booking confirmations for new bookings and issue through Docusign. Issue change to contract notifications when bookings change as notified from the Admin Offer through Comms. Assist Business & Finance Director with the annual review of fees and issue notifications as required. 4. Ensure all children attending PLAY@SouthLeeds nursery are recorded on FAMLY by the Admin Officer and that booking patterns are validated for accuracy. Amend booking patterns on FAMLY for any changes being aware of the impact on automated invoices. 5. To be responsible for invoicing parents for childcare fees and recording payments received including issue of receipts to parents through FAMLY automated processes. Add nursery fees invoices and payments made to Xero. Chase up outstanding fees with reminders to parents. Support Business & Finance Director with debt recovery processes. 6. Manage the finance@southleedscic shared mailbox, answering queries and taking action as required. Forward emails for action by Business & Finance Director where necessary. 7. Support the Admin Officer to maintain local records of petty cash spend and room budgets. Support Nursery Manager with quality control of local records and end of month reconciliations of cash held on site. Transfer summary of petty cash spend into Xero at regular intervals. BUSINESS ADMINISTRATION, HR & SYSTEMS 8. To support Nursery Manager with staff recruitment such as posting adverts, arranging interviews and requesting references. Act as notetaker or interviewer as required. 9. Take lead role in supporting and promoting the use of the Employment Hero HR system by the nursery management team to improve access to HR information, automate processes and reduce paper. Prepare and send HR documents such as job contracts and variations to contracts. Assist with payroll tasks as required. 10. To support senior team in using FAMLY to make the most of the features. Add new staff users and support with initial overview training. Act as main contact point with FAMLY for resolving issues 11. To support the Nursery Manager in organising training events such as Paediatric First Aid using information in Hero HR to plan ahead for core training requirements. 12. To take the lead on managing business processes such as insurance renewals, energy contracts, registrations and licensing for South Leeds CIC premises advising the Business & Financial Director on actions to take. 13. To support the process for Apprentice funding through the online Apprenticeship Service as required. 14. To support the Nursery Manager in managing public and social media presence ensuring confidentiality and safeguarding are integral in any posts while promoting our services to parents and the community. 15. Support the efficient use of IT systems and hardware and follow up with Admin Officer for local issues such as general maintenance & updating and troubleshooting when issues occur. INFORMATION & RECORDS MANAGEMENT 16. To be aware of information and records that are required to be kept for Ofsted purposes, for the EYFS Framework and for making claims to the local authority for Free Early Education Entitlement and to ensure these are up to date and complete and available for inspection if required. 17. Support the Admin Officer to maintain paper and electronic records of bookings for nursery and keep children-on-roll list upto date. Support Admin Officers to keep all children’s administrative records, including registration forms, emergency contact details and consent forms, up to date and in an orderly fashion and filed in the appropriate SharePoint folders. 18. Support the nursery team in using Office 365 to ensure records are up to date and correctly filed. 19. To be aware of GDPR principles and online safety and to put these into practice. GENERAL 20. To be aware of the Safeguarding Policy and procedures to keep children safe. To untake regular safeguarding training as required for people working in premises where children are present. 21. To attend and participate in staff meetings and planning & development days and to undertake training as appropriate to meet any changes in standards as required. 22. To be familiar with and follow all policies and procedures set out by South Leeds CIC and Churwell CIC. 23. Any other duties as required to ensure the smooth running of the businesses. PERSON SPECIFICATION Essential requirements Finance experience with small business accounts and accounting software. Aptitude for identifying and implementing change through improved business processes Experience of implementing and using software packages / systems to improve business processes Attention to detail and the ability to identify & solve problems Comfortable with using and manipulating data to provide management information Ability to explain complex ideas to a range of audiences A team player who can also work independently Ability to support people management processes such as recruitment, supervision, disciplinaries. Desirable Experience of people management Experience of early years sector Experience of Microsoft 365 – Excel, Word, Outlook, SharePoint