Admin Assistant Level 3 – Additional Information/Duties

The post holder will primarily be working as part of the Finance Team whose main role is to provide afinance administration service to staff, parents, students, Dept. for Education and external agencies, frequently meeting strict deadlines. This post is to work alongside the Assistant Director of Finance and two other staff to assist with all aspects of academy finance.

Gosforth Academy and Gosforth Junior Academy are a Multi Academy Trust operating as a charitable company known as The Gosforth Federated Academies Ltd. All finance issues are dealt with in house at Gosforth Academy where the post holder would be based. The combined budget allocation for the Federated Academy is approximately £10 million per financial year which runs in line with the academic year. The finance office is open 52 weeks per year to ensure that income is banked promptly and that creditor payments are made on time. The normal working hours are 8:30am to 4:30pm.

The applicant must carry out tasks in line with the academy Financial Procedures Manual and abide by the guidelines at all times. They must keep updated with any changes and pay great attention to detail. In support of these tasks the post holder will be expected to carry out the following duties. Full training will be given but experience of working in a busy financeoffice would be an advantage.

  • Checking of requisition forms completed by budget holders for completeness, best value and the appropriateness of the supplier.
  • Applying the correct expenditure code to the requisition form and then processing the information onto the PS Financials accounting system.
  • Raising a purchase order on the PS Financials system and emailing to the supplier.
  • Dealing with all subsequent queries from the supplier ahead of delivery.
  • Checking the items delivered against the delivery note and then processing delivery information onto the PS Financials accounting system. Dealing with any discrepancies.
  • Processing purchase invoices onto the PS Financials accounting system including checking the VAT element. Dealing with any discrepancies.
  • Dealing with queries in relation to purchase orders raised by staff.
  • Processing of cheques in payment of purchase invoices.
  • Receipting and counting cash and cheques including dinner money, trip income, Sport @ Gosforth takings and uniform shop income.
  • Reconciling cash and cheques ahead of banking on a twice weekly basis.
  • Taking card payments in person and over the telephone.
  • Reconciling the card payments income on a weekly basis.
  • Processing the income and expenditure in relation to the uniform shop onto the PS Financials accounting system and preparing the bank reconciliation.
  • Receiving petty cash claim forms from staff and checking for correctness. Then following authorisation by the budget holder, issuing the payment by cash or cheque in accordance with the financial regulations.
  • Keeping records of petty cash transactions and reconciling the balance to the petty cash tin at the end of each month.
  • Processing of petty cash information onto PS Financials accounting system.
  • Receiving travel expense claim forms from staff and checking for correctness.
  • Receiving hospitality request forms from staff and liaising with the school kitchen.
  • Checking the invoices received for hospitality against the request forms and dealing with any queries.
  • Ordering of general office stationery and dealing with internal stationery requests.
  • Processing of general journals on the PS Financials accounting system.
  • Assisting the Assistant Director of Finance during audit visits.
  • Filing.
  • Dealing with enquiries over the telephone and in person from staff, students, parents and suppliers.
  • Occasional cover of the Main Reception and Switchboard.