RIDGE VIEW SCHOOL

JOB DESCRIPTION

Job Title:Admin Assistant– Finance

Job Holder: Vacant

Report to: HR Officer- Emma Holt

Hours: 37 hours term time only

with up to an additional 10 days annually to be worked over the school holidays

Grade: KR4

Date agreed: February 2017

Review date: February 2018

Purpose of the Job:

  • Assist the HR Officer in all financerelated admin tasks
  • Assist the Admin Team in the smooth running of the schools administrative duties

Dimensions:

  • Directly responsible to HR Officer
  • Part of Admin Team

Main Duties and responsibilities (Accountabilities):

Specific duties are likely to vary from time to time and will be fully reviewed annually alongside the remainder of this job description.

Finance Admin:

  • Undertake a range of financial procedures, including placing orders, invoicing,preparation of cheques, banking cash, issuing receipts,and dealing with supplier issues
  • Monitor monthly budgets and highlight / flag senior staff on variances
  • Produce a range of financial information and data for the Senior Leadership Team
  • Undertake admin tasks related to School Dinners, Free School Meals and Pupil Premium
  • Receive and record monies from pupils and parents / carers
  • Undertake reconciliations, for example of bank accounts and of the purchase ledger account.
  • Process travel and subsistence claims
  • Assist with school lettings
  • Finance admin for Specialist Teaching Service
  • Maintain a working knowledge of all processes undertaken by the Admin Assistant: Personnel

Generic Admin:

  • Ensure that visitors to the school are treated courteously and hospitably at all times
  • Manage appropriately and professionally all enquiries from school visitors which may include contractors, visiting professionals, parents and carers
  • Cover the front desk ensuring at all times that security procedures are maintained in accordance with the school visitor policy
  • Take an identified role as part of the Fire Safety procedure when covering Reception
  • Accept and sign for deliveries in accordance with relevant school procedures
  • Take and deal with telephone calls to the school, managing messages in accordance with procedure, and where possible or appropriate directing the caller on to other members of staff
  • Take accurate and detailed telephone messages and ensure they are forwarded in an appropriate and timely manner to the intended recipient
  • Complete general filing / photocopying / laminating / collation tasks
  • Manage incoming / outgoing post
  • Direct admin requests to appropriate person in team wherever possible
  • Undertake professional development activities
  • Undertake general administrative tasks as and when required, under the direction of the HR Officer to ensure the smooth running of the front desk and whole Admin Team

All staff are responsible for promoting and safeguarding the welfare of children and young people they come into contact with.

Organisation Structure:

Headteacher
Bursar
HR Officer
Admin Assistant - Finance

This Job Description is current at the date shown but in consultation with you may be changed by the Head Teacher to reflect or anticipate changes to the job commensurate with the grade and job title.

PERSON SPECIFICATION

Qualifications /
  • •
  • •
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  • GCSE English and Maths grade C or above (or equivalent)
A Secretarial / Admin qualification is desirable
Experience / •
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• / Experience of office work in a busy environment
Understanding of office / clerical procedures
Experience in using computers / ICT in an office environment
Skills and Abilities / •
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• / Computer literate with the ability and desire to embrace new technologies and systems
Good word processing skills
Ability to communicate confidently and effectively with a wide range of people using a variety of media
Ability to work under pressure and to deadlines
Knowledge / •
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•
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• / Awareness of Health and Safety issues
Understanding of Safeguarding
Awareness of the importance of Data Protection
Understands the need for confidentiality
Understands and demonstrates good practice regarding Equal Opportunities
Behaviours / •
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•
•
•
•
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• / Good time management
Able to maintain a positive manner at all times.
Motivated and enthusiastic
Organised
Flexible
Friendly and welcoming
Able to relate well to children
A team player