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Part Time Finance Officer

PART TIME FINANCE OFFICER - JOB DESCRIPTION

 

Main duties and responsibilities

The main duties and responsibilities are set out below, but not limited to:

 

Weekly

 

  • To pay all bills/Invoices as authorised by the Senior Leadership Team (SenLT).
  • To place orders as authorised by the SenLT.
  • To process the banking of cash and cheques on a weekly basis.
  • To process all accounting transactions onto QuickBooks software package.
  • To reconcile all bank accounts, credit card accounts and petty cash transactions
  • To reconcile lunch cash receipts and chase outstanding monies.
  • To reconcile school fees, lunches and free school meal receipts.
  • To reconcile uniform sale receipts and chase outstanding monies.
  • To monitor any donations received and monitor the “Just Giving” site, downloading relevant reports, as necessary.

 

 

Monthly

 

  • To liaise with & advise our payroll company regarding staff salaries and provide monthly payroll information (by the 15th of each month).
  • To check payroll reports and make monthly salary payments to staff.
  • To make monthly payments to Her Majesty’s Revenue and Customs [HMRC] as instructed by the payroll company.
  • To process monthly payroll journals onto QuickBooks.
  • To upload monthly pension files to the pension company and monitor monthly pension payments.
  • To act as credit control for any unpaid invoices.
  • To monitor restricted funds income and expenditure [ring fenced].
  • To maintain the Fixed Asset Register, including acquisitions and disposals.
  • To monitor the annual budget against monthly and termly management accounts.
  • To prepare and produce monthly and termly management accounts, for issue to the Senior Leadership Team [SenLT] and Trustee Governors, including the liaising with auditors for submission of annual returns to Companies House and the Charities Commission.

 

Termly

  • To attend termly Finance meetings and present latest management accounts and reports.
  • To attend National Association of independent schools and non-maintained Special Schools [NASS] Personnel and Finance Meetings throughout the year and feedback information to the SenLT.
  • To prepare and issue all fee invoices to Local Authorities [LAs] (obtaining any necessary Purchase Order numbers) and parents and to monitor payments made.
  • To prepare and issue all Free School Meals [FSM] invoices for LAs and monitor payments.
  • To prepare and issue all lunch invoices to parents and monitor payments.

 

Annually

 

  • To set the annual budget in collaboration with the Headteacher & Finance Committee.
  • To set the annual School fees in collaboration with the Headteacher & Finance Committee. 
  • To liaise with LAs and Commissioning Groups regarding any fee uplifts.
  • To prepare all financial papers for the annual audit.
  • To liaise and provide support to the auditors, checking returns to Companies House and the Charity Commission.
  • To update annual salary changes, issue salary letters and staff contracts.
  • To prepare and issue Pupil Premium invoices to LAs and monitor payments.
  • To prepare annual Pupil Premium Statements and Sports & PE Grant Statements, in collaboration with the SenLT and ensure all documents are up to date on the school website.
  • To update all Finance Policies, as necessary – usually annually.

 

 

As and when necessary

 

  • To liaise with NOW Pensions and The Pension Regulator, as necessary.
  • To liaise with Education and Skills Funding Agency [ESFA] regarding funding, as necessary.
  • To process orders, subscription & membership renewals & contract renewals, as authorised by the SenLT.
  • To keep abreast of any relevant legislative changes & updates.
  • To assist the School Business Manager and Headteacher as required.