By Peter Hall,2014-08-07 12:25
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Job Title: Finance Administrator, Southwold School

Grade: Grade 8, pending job evaluation

Hours: 18.75 hours per week, term time only.

    08.45am 3.30 Monday, Wednesday & Friday

Job Type: Finance

Responsible to: Headteacher

Budget responsibilities: Provide full financial support in line with school polices and procedures.

Resource responsibilities: Some direct responsibility for physical resources

    (e.g. data, equipment, stock control).


    ; To be responsible for undertaking administrative, financial and organisational support in line

    with school policies and procedures.

    ; To contribute to the overall ethos, aims and values of the school, enhancing its work and

    promoting a positive image.


    ; Be aware of and support difference and ensure equal opportunities for all ; Establish constructive relationships and communicate with other agencies/professionals ; Attend, provide support for and participate in regular meetings

    ; Participate in training and other learning activities and performance development as required ; Recognise own strengths and areas of expertise and use these to advise and support others ; Operate relevant equipment/complex ICT packages, including SAP



    ; To be responsible for the effective management of financial administration procedures;

    including responsibility for compliance with financial regulations, school policies and LA SAP


    ; Monitor the monthly expenditure and advise the Headteacher/Finance Committee of possible

    under/over spending whilst providing options for varying expenditure

    ; Receive and manage incoming money in consultation with other office staff ; Manage the ordering of supplies and equipment for the school including the issuing of invoices

    and ensuring settlement of accounts

    ; Monitor and manage stock within an agreed budget, cataloguing resources and undertaking

    audits as required

    ; Preparation and maintenance of such reports, records and accounts as are required in

    conjunction with the school’s computerised accounting systems

    ; Ensuring the proper collection, reconciliation and banking of any monies received by the school

    and assist with procurement and sponsorship

Finance Tasks continued

    ; Assisting in maintaining an asset register and inventory

    ; To prepare and submit the quarterly Budget Monitoring report in consultation with the

    Headteacher, governors finance committee and LA

    ; To attend all appropriate training courses in order to keep up to date with the current financial


    ; Request and action internal recharge payments

    ; Deal with payroll queries both internal and external

    ; When required advise staff relating to supply and overtime claim forms

    ; Encourage staff to submit claim forms, collate, check correctly completed and obtain

    authorisation. Copy and post.

    ; Process EMAS claims

    ; Complete staff absence insurance claim forms for submission

    ; Complete staff absence form for payroll

Reception & Organisation

    ; Contribute to the planning, development and organisation of support service


    ; Assist with marketing and promotion of the school

    ; Work with the Headteacher and office colleagues to share the workload effectively.

    ; Support, train and develop work experience students or new staff as appropriate


    ; Manage manual and computerised record/information systems

    ; Analyse and evaluate data/information and produce reports as required

    ; To undertake other duties requested by the Headteacher.

    In the absence of School Administrator / Admin Assistant or when addition support is required: ; Deal with incoming calls, take messages and notify appropriate member of staff. ; Process incoming visitors ensuring identification has been checked, the visitor has signed in and

    appropriate member of staff has been notified of their arrival.

    ; Process deliveries i.e. Recording delivery and notify relevant member of staff.

Health and Safety

    You have specific responsibilities under Health & Safety legislation to ensure that you: ; Take reasonable care for your own health and safety, and that of others affected by what you do, or

    do not do

    ; Cooperate on all issues involving health and safety and safeguarding

    ; Report any health and safety or safeguarding concerns to the Headteacher as soon as practical

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