OXFORDSHIRE COUNTY COUNCIL - JOB DESCRIPTION
SOUTHWOLD PRIMARY SCHOOL
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