West Hatch High School
Financial Assistant (part time)
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Required: ASAP
Hours:
25 hours per week - Potential flexibility on working pattern for the right candidate
(Monday and Friday 8.30-15.30, Tuesday 8.30- 13.30, Wednesday and Thursday 8.30-12.30)
40 weeks per year
Salary:
Scale 3, points 6-7, Salary £25,989 - £26,403 (Including Fringe) FTE /
Actual Salary: £16,045 - £16,290
We are seeking a highly organised and conscientious Finance Assistant to support the effective operation of our busy finance office. The successful candidate will demonstrate exceptional attention to detail, take ownership of assigned tasks. They should be able to work effectively with colleagues, students, parents, and external contacts, while also operating confidently on their own. The ability to contribute positively within a supportive team environment is essential. We’d love to hear from individuals who enjoy being part of a friendly, hardworking team and are ready to bring their skills to a role where they can truly make a difference.
Main duties and responsibilities:
- To process orders and monitor (ensuring best value)
- To process sales invoices and ensure timely collection of debts
- To run creditor payment systems (BACS and cheque), allocating invoices to departmental/nominal codes, coding VAT for reclaim and checking within budget limits
- To deal with supplier queries (statement, phone, mail, email)
- To distribute departmental cost centre report and to answer budget holder queries
- To provide trip budget holders up to date income analysis reports
- To liaise with music department to correctly administer collection of music service fees, recharged to parents
- To assist in preparation of documentation for audit and answering audit queries on above areas
- To administer lettings programme and lettings diary. First point of contact for prospective lessees, production of invoices, liaising with lessors regarding bookings contracts and requirements, answering queries re timings of lettings working in conjunction with Cover Manager and Caretakers
- Ensuring that all invoices for Lettings are settled promptly and that payments are received before booking is approved; suitable related reports are available for Director of Finance
- To administer ParentPay system. First point of contact for students and parents, processing income and loading accounts, answering queries and general administration of system. Ensuring that payments are made and processing refunds where necessary
- First point of contact for school transport requirements related to minibuses and coach bookings and administration of the booking system
- Monitor and managing Finance email Inbox
- Credit card; analysis, posting and reconciliation of monthly statement, ensuring appropriate supporting VAT documentation for review/approval
- Ensure all Orders are received before supplier invoice is cleared for approval/payment
- Staff expense claims (within Supplier Ledger) are processed in timely manner, ensuring accuracy, with suitable appropriate supporting VAT documentation for review/approval
- Supplier (weekly) payment run; collation of recommended payments for approval/authorisation, uploading onto Bank portal
- Ensuring all Supplier Ledger invoices/credit notes are scanned and uploaded into PSF via Auto Attach
- General maintenance of Supplier Ledger within PSF, highlighting potential issues and suggestions for improvement
- Catering/Canteen debt: regular review of outstanding debt, liaison with Catering Manager and contact/chase debt
- Archiving finance records, with appropriate update to archive spreadsheet.
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Bursary (16-19 students only):
- Main point of contact Bursary
- Main point of contact for Bursary students
- Collate all applications, including eligibility for consideration by the Headteacher/Head of Sixth Form
- Maintain Bursary accounts analysis/spreadsheet
- Process orders for Bursary students
- Post termly payments via the school accounting system (PSF) for Bursary students
- Collate all applications, including eligibility for consideration by the Headteacher.
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Free School Meals (“FSM”):
- In conjunction with external FSM and SIMS software, ensuring all students that have applied for FSM are recorded on the school systems. Regular reconciliation of FSM and SIMS and producing data reports for the Census ensuring information is complete and accurate.
General:
- To participate in the performance and development review process, taking personal responsibility for identification of learning, development, and training opportunities in discussion with line manager.
- To comply with individual responsibilities, in accordance with the role, for health and safety in the workplace.
- Ensure that all duties and services provided are in accordance with the School’s Equal Opportunities Policy.
Professional standards:
- Conduct your role in a professional, positive, and proactive manner.
- To undertake any reasonable instruction.
- Deal courteously with colleagues, pupils, parents, and the public.
- Come to work suitably dressed, in accordance with the Schools Dress Code.
- Maintain strict confidentiality regarding issues relating to pupils, parents, other staff, and school business.
- Set a good example to students.
- Be supportive at all times of the school’s aims and ethos.
- Work as part of a team to support the team and school objectives.
- Be familiar and comply with school policies as set by the Governing body.
- Aim for high standards of punctuality and attendance.
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