JOB DESCRIPTION - FINANCE OFFICER

COMPUTERISED BOOKKEEPING & ACCOUNTS

  • Maintain Academy accounting system and ensure that all income is accurately recorded
  • Day-to-day bookkeeping using Sage Line 50 Accounts package
  • Maintain petty cash records
  • Keep all accounts up to date and undergo monthly bank reconciliations
  • Produce monthly management reports
  • Prepare quarterly accounts and reports for Governors/Trustees
  • Provide specific and varied reports as required
  • Deal with VAT Returns
  • Raise invoices when directed
  • Report any irregularities to the Business Manager

PAYMENT OF SUPPLIERS

Liaise with other staff to:

  • Ensure that goods are ordered in accordance with agreed procedures
  • Ensure that accurate documentation is kept for returns and that credit notes are obtained
  • Ensure that payments are correctly authorised
  • Ensure that goods ordered are received
  • Ensure that rent, insurance and other periodic payments are made and that proof of payment is obtained
  • Code invoices with correct expenditure code and accurately record
  • Check supplier’s statements and deal with queries
  • Raise cheques for signature and electronic payments

MONITOR BANK ACCOUNTS, LIAISE WITH BANK

  • Be aware of bank requirements and facilities
  • Ensure that sufficient funds are available for cash needs
  • Deal with routine correspondence and form filling
  • Prepare money for banking
  • Monitor bank accounts regularly and reconcile statements monthly
  • Regularly update cash flow forecast

DRAFT ACCOUNTS, PREPARATION FOR AUDIT, LIAISE WITH AUDITORS

  • Run year end procedures and prepare all reports relating to the accounts
  • Produce draft accounts and prepare books and documentation for the auditors
  • Liaise with auditors, respond to queries, comment on their draft accounts and ensure that audited accounts are prepared on time
  • Submit draft accounts to Management Committee for discussion.

PREPARE BUDGETS & FORECASTS

  • Assist the School Business Manager to compile an annual budget for the school as a whole and for individual projects
  • Monitor expenditure against departmental budgets and report regularly to School Business Manager,Principal and Budget Holders

SCHOOL FUND

  • Manage the School Fund, record and bank monies collected for various school activities
  • Manage Parentmail online payment system
  • Co-ordinate costings for school trips and in-house visits with School Business Manager
  • Book accommodation and travel arrangements for residential visits and day trips

GRANT APPLICATIONS & FINANCIAL INFORMATION FOR FUNDERS

  • Assist the Business Manager to prepare financial information required for funding applications to Local Authority and other funding bodies
  • Complete financial monitoring reports and ongoing funding claims as required

GENERAL

  • Answer phone and respond to enquiries
  • Speak with parents
  • Other duties as required for the smooth running of school office and finance