Finance Administrator
College Park School, London, W2 4PHThis job expired on 9 December 2024 – see similar jobs
Start date details
January 2025, or earlier
Closing date
9 December 2024 at 11:59pm
Date listed
22 November 2024
Job details
Job role
- Administration, HR, data and finance
Visa sponsorship
- Visas cannot be sponsored
Working pattern
- Full time: 36 Hours per week, Term Time Only + 3 Weeks
Contract type
- Permanent
Pay scale
- Band 2, Steps 5- 7
What skills and experience we're looking for
- Educated to at least GCSE level (5 GCSEs including Maths and English) or equivalent
- Evidence of recent relevant CPD
- Previous financial experience including; interpreting budgets, financial reporting and processing
- Experience of setting up and maintaining financial spreadsheets to a high standard
- Excellent team working skills and proven experience of working well in a team.
- Ability to communicate effectively with all members of the multi-disciplinary team at work.
- Ability to accurately manage a small budget (petty cash and school fund)
- Good knowledge and understanding of basic accounting processes and procedures.
- Excellent organisational, interpersonal and time management skills.
- Ability to use, to a good standard, a range of ICT packages including, Microsoft Excel and Word.
- Ability to work under pressure and meet deadlines.
- Ability to work independently, make informed decisions and demonstrate initiative.
- Previous experience of EVERY
What the school offers its staff
We offer:
- A highly supportive environment and management team who encourage creativity and are very open-minded to new ideas from staff
- A diverse and vibrant community school
- Employee Assistant Programme-free confidential support information and advice for staff
- Cycle scheme
- Vivup - Employee Benefits Portal
Further details about the role
-
- To undertake the day-to-day administration of the school’s financial systems and assist in the management of finance within the Federation.
- Assist the Headteacher/HoS/SFO in ensuring that financial and statutory regulations and procedures are adhered to, as per the Federation SFM.
- Fulfil their professional responsibilities with honesty, integrity and objectivity, working within the limits of their professional competence.
- Have proper and professional regard for the ethos, policies and practices of the schools in which they work.
- Ensure a professional relationship is maintained at all times with all colleagues, BIS and WCC. With a customer service approach to all suppliers and staff members, alike.
- Treat pupils, parents and carers, governors, community, and staff members with dignity; building relationships rooted in mutual respect, and at all times observe proper boundaries appropriate to their professional position.
- Maintain the confidentiality of data and information.
- Contribute to and model the vision values, moral purpose, learning styles, leadership styles and ethos of the Federation.
- Collaborating with your colleagues on federation contracts.
- At the direction of the Federation Senior Finance Officer (SFO) to assist in the provision of a comprehensive finance service for the school/service within you are based by undertaking a range of finance and administrative support functions. This may also include undertaking a range of facilities administrative support functions to support the operation of the school/service within you are based.
- To operate within the financial guidelines set out in the Federation’s Standards of Financial Management (SFM).
-
Finance
Finance and Administrative Tasks
- Assisting in the continued maintenance of the school’s financial systems, ensuring that relevant documentation is kept up-to-date and relevant.
- Supporting the SFO in maintaining a realistic and balanced budget for school activity.
- Using the agreed budget to monitor and control performance to achieve value for money.
- Having an overall awareness of the need to match spending to Budget, alerting SFO to potential overspending.
- Providing on-going monthly budgetary information to the relevant people.
- Balance and enter credit card expenses monthly, ensuring spend is within credit limit and timely payment made. (Obtaining all necessary paperwork from cardholders).
- Assist the SFO in the preparation of Monthly and End of Year reconciliations. According to the agreed schedule set by the LA.
- Prepare and process monthly VAT return to local authority by email, to required specifications and deadlines, copy in SFO after sign off and save in VAT folder.
- Preparation of weekly BACS payment runs for the school/service, ensuring we maximise creditor payment terms.
- Assist in the completion of year end documentation and audit file as required by the SFO.
- Liaise with internal and external Auditors throughout the audit process, and ensure documentation is made available as requested.
- Maintaining and following up on contracts associated with the school.
- File, upload, maintain and archive all financial data processed for easy retrieval.
- Supporting the school to meet SFVS standards, the school’s own scheme of delegation and LA financial procedures.
Purchasing of Goods and Services
- Ensure all goods ordered have been delivered, before goods receipting and processing subsequent invoices on FMS.
- Raise purchase orders and process orders for supplies and services as required. Matching Delivery Notes to Invoices, as needed.
- Processing of all invoices and credit notes into FMS for each school/service and ensuring the correct authorisations are obtained before payment is prepared.
- Investigate queries relating to invoices/orders and resolve them, to enable timely payment.
Processing of Payments and Invoices Received
- Overseeing requests from staff for advances/reimbursements and the distribution of cash.
- Ensuring that efficient and safe procedures are maintained by all staff concerning collection, security and distribution of cash.
- Administration of any Dinner monies, ensuring it is stored in the safe and banked weekly.
- Preparing all Income invoices, as directed by the SFO, and sending out to clients.
- Chasing all outstanding debts from lettings and Out of Borough funding.
- Ensure correct coding is carried out in accordance with the Consistent Financial reporting framework.
- Managing EVERY (or similar software) and ensuring it is updated regularly as invoices come in and alerting the necessary staff members, when contracts are due for renewal or routine maintenance is required, across all sites.
- Setting up new supplier accounts and maintaining existing account details within the school’s accounting system.
- Reconciliation of supplier statements, obtaining copy invoices or other correspondence from the supplier as required.
- Specific to QEII post: Ensure Bi-Borough invoices and employee expenses are processed and paid in a timely manner. Liaising with the Head of BIS on preparing for funding each academic year, as needed.
Facilities
- To liaise with the appropriate staff in preparing and updating risk assessments for the school premises.
- Working collaboratively with the Site Manager by monitoring contracts and contractors.
- To work collaboratively with the Headteacher and SFO on suggested improvements to the general school environment and work with the Site Manager to maintain the productivity of site management.
- Ensuring the facilities and estate work is linked to the financial planning systems and cycle.
- Oversee school insurance policies and make relevant claims.
- To ensure that the school building is a safe environment for children, young people, staff and visitors.
Finance
Finance and Administrative Tasks
- Assisting in the continued maintenance of the school’s financial systems, ensuring that relevant documentation is kept up-to-date and relevant.
- Supporting the SFO in maintaining a realistic and balanced budget for school activity.
- Using the agreed budget to monitor and control performance to achieve value for money.
- Having an overall awareness of the need to match spending to Budget, alerting SFO to potential overspending.
- Providing on-going monthly budgetary information to the relevant people.
- Balance and enter credit card expenses monthly, ensuring spend is within credit limit and timely payment made. (Obtaining all necessary paperwork from cardholders).
- Assist the SFO in the preparation of Monthly and End of Year reconciliations. According to the agreed schedule set by the LA.
- Prepare and process monthly VAT return to local authority by email, to required specifications and deadlines, copy in SFO after sign off and save in VAT folder.
- Preparation of weekly BACS payment runs for the school/service, ensuring we maximise creditor payment terms.
- Assist in the completion of year end documentation and audit file as required by the SFO.
- Liaise with internal and external Auditors throughout the audit process, and ensure documentation is made available as requested.
- Maintaining and following up on contracts associated with the school.
- File, upload, maintain and archive all financial data processed for easy retrieval.
- Supporting the school to meet SFVS standards, the school’s own scheme of delegation and LA financial procedures.
Purchasing of Goods and Services
- Ensure all goods ordered have been delivered, before goods receipting and processing subsequent invoices on FMS.
- Raise purchase orders and process orders for supplies and services as required. Matching Delivery Notes to Invoices, as needed.
- Processing of all invoices and credit notes into FMS for each school/service and ensuring the correct authorisations are obtained before payment is prepared.
- Investigate queries relating to invoices/orders and resolve them, to enable timely payment.
Processing of Payments and Invoices Received
- Overseeing requests from staff for advances/reimbursements and the distribution of cash.
- Ensuring that efficient and safe procedures are maintained by all staff concerning collection, security and distribution of cash.
- Administration of any Dinner monies, ensuring it is stored in the safe and banked weekly.
- Preparing all Income invoices, as directed by the SFO, and sending out to clients.
- Chasing all outstanding debts from lettings and Out of Borough funding.
- Ensure correct coding is carried out in accordance with the Consistent Financial reporting framework.
- Managing EVERY (or similar software) and ensuring it is updated regularly as invoices come in and alerting the necessary staff members, when contracts are due for renewal or routine maintenance is required, across all sites.
- Setting up new supplier accounts and maintaining existing account details within the school’s accounting system.
- Reconciliation of supplier statements, obtaining copy invoices or other correspondence from the supplier as required.
- Specific to QEII post: Ensure Bi-Borough invoices and employee expenses are processed and paid in a timely manner. Liaising with the Head of BIS on preparing for funding each academic year, as needed.
Facilities
- To liaise with the appropriate staff in preparing and updating risk assessments for the school premises.
- Working collaboratively with the Site Manager by monitoring contracts and contractors.
- To work collaboratively with the Headteacher and SFO on suggested improvements to the general school environment and work with the Site Manager to maintain the productivity of site management.
- Ensuring the facilities and estate work is linked to the financial planning systems and cycle.
- Oversee school insurance policies and make relevant claims.
- To ensure that the school building is a safe environment for children, young people, staff and visitors.
Commitment to safeguarding
The Federation is committed to safeguarding and promoting the welfare of children and young people. We have a comprehensive safeguarding policy, which all staff adhere to, ensuring a safe and secure learning environment.
Staff undergo regular training around the latest safeguarding practices.
We work collaboratively with parents/carers, and external agencies to prioritise the wellbeing of every child. We promote a culture of openness encouraging pupils to voice their concerns. Our robust procedures aim to identify, assess, and support those at risk, with a commitment to preventing harm.
Safeguarding is at the core of our mission, ensuring every child can thrive.
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About College Park School
- School type
- Special school, ages 4 to 19
- School size
- 119 pupils enrolled
- Age range
- 4 to 19
- Ofsted report
- View Ofsted report (opens in new tab)
- School website
- College Park School website (opens in new tab)
- Email address
- cphr@qe2cp.westminster.sch.uk
- Phone number
- 02072213454
College Park School is a maintained local authority school in Westminster for pupils with autism and complex learning difficulties within the moderate range for children and young people between the ages of 4 and 19 years of age. It is part of Federation of Westminster Special Schools Training and Outreach.
Arranging a visit to College Park School
To arrange a visit and increase the chance of a successful application email cphr@qe2cp.westminster.sch.uk.
School location
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