Job Specification

The Role

• Deal with complex financial matters and procedures
• Contribute to the planning, development and organisation of support service systems/procedures/policies
• Organise transport for trips/training events
• Collection, checking and receipt of monies for activities
• Compilation of spreadsheets, processing financial information
• Production of adhoc reports
• Advise Finance Officer of any discrepancies/problems
• To assist Finance Officer with month and year end reportsSourcing and ordering of goods for staff, inputting purchase requisitions onto the finance system in line with Financial Regulations and liaising with suppliers on a regular basis, ensuring Best Value at all times
• Arranging distribution of deliveries
• Responsible for payment of invoices liaising with various staff to ensure correct departmental recharges
• processing of weekly cheque run ensuring authorisation by Senior Leadership Team 
• Assist with the administration of the Fund account, cash handling and banking 
• Carry out monthly departmental recharges for ICT and reprographics
• Manage manual and computerised record and information systems e.g. SIMS, word processing and maintain filing system for all financial procedures
• Correct allocation to budget cost centres within the finance system
• Checking of sufficient funds to designated budgets and that Financial Regulations have been met
• Monthly checking and chasing of outstanding commitments
• Assisting departments with ordering and providing financial advice
• Opening, receipt and recording of all invoices/delivery notes
• Distribution of invoices to appropriate members of staff for checking and payment authorisation
• Dealing with suppliers queries
• Receipting invoices into the finance system and chasing any outstanding returns on a weekly basis
• Collation and payment of all invoices once correctly checked and authorised by appropriate budget holderAnalyse and evaluate information and produce reports and information as required
• Undertake word processing and complex IT tasks e.g. handling specific based record systems and databases
• Provide personal, administrative and organisational support to other staff when appropriate
• Responsible for reconciliation of petty cash account, income and bank statements providing information for monthly reports
• Reconciliation of Credit Card
• Reconciliation of income due for fees
• Provide cover for administrative staff as and when required

The Person

• NVQ4 Qualification or experience in a relevant discipline
• Very good numeracy and literacy skills
• Good knowledge of financial systems 
• Good knowledge of financial reporting 
• Experience of managing financial and administrative systems
• Financial and Administrative experience gained within educational setting
• Experience of education ICT systems and/or other management information systems
• Experience of supervising staff
• Experience of managing budgets
• Effective use of ICT and other specialist equipment/resources
• Good ICT and keyboard skills, MS Office, word processing and excel 
• Ability to work with children and adults
• Ability to work as a member of a team 
• Ability to self-evaluate learning needs and actively seeking learning opportunities
• To have a flexible approach to the working day to meet the needs of the organisation
• Enhanced, regular periods of concentrated mental attention and pressures from deadlines, interruptions or conflict
• Regular telephone and face to face contact with the public and suppliers on matters related to finance – could include verbal abuse or confrontational situations
• Willingness to take and act on advice
• Energy and enthusiasm
• A belief in teamwork and co-operation with adults and children
• A willingness to challenge oneself to seek continuous improvement
• To be positive about the need for innovation and change
• Flexibility, imagination and resilience, reliability and integrity