FUTURE SCHOOLS TRUST

JOB DESCRIPTION

Designation: Finance Officer

Responsible to: Finance Director, but ultimately the Executive Officer

Grade:FST8

  1. Purpose

To assist the Finance Director in the maintenance of the sales and purchase ledgers ensuring the processing of payments in accordance with school procedures and in compliance with Financial Regulations.Assisting in the reconciliation of the control account, overseeing the month end and supervising the Finance Assistants.

2. Accountability

2.1 Purchase Ledger & Sales Ledger

Oversee the schools computerised cheque book system, BACs system and bank account, liaising with the bank regarding administrative issues.

Oversee the monitoring of the petty cash fund to ensure accurate recording and reconciliation of withdrawn funds.

Supervise the purchase ledger system assisting with the arrangement of orders and price negotiation, and preparation of invoices and processing of payments.

Supervise the sales ledger system assisting with the preparation of invoices and debt control.

Prepare the above as and when necessary for both the schools and the voluntary fund.

  • Prepare and process the Trust’s monthly direct debits ensuring all invoices are authorised and payments reconcile to direct debit mandates.

2.2 Control Accounts and Balance Sheet

  • Prepare the Future Schools Trust VAT return on a monthly or bi-monthly basis (as and when necessary) and reconcile the control codes.
  • Complete the monthly reconciliation of the creditors control account and check outstanding orders for accuracy.
  • Complete the monthly reconciliation of the debtors control account and maintain and report on debt recovery for the Trust following up on outstanding lettings debts etc.

Monitor the Trust’s bank accounts and complete up to date bank reconciliations.

Administer the Trust’s credit cards and reconcile to monthly statements.

2.3 Payroll

  • Manage and administer the Federation Personnel and Payroll function.
  • Update the record system and staff salary information on Excel and Sage payroll processing paperwork for appointments, changes and terminations.
  • Maintain manual information records such as statutory returnsemployee personnel files for efficient retrieval of information.
  • Administer applications to the Teachers and Local Government Pension Schemes, updating the relevant agency of starters/changes of details/leavers notifications to ensure records are kept up to date.
  • Liaise with the administrator of staff sickness absence for payroll notification to comply with Statutory Sick Pay Regulations.

2.4Administration, Supervision and Training

Provide a diverse range of administrative support as required to ensure the effective functioning of the office.

Line Manage, train and mentor the Apprentice Finance Assistant in the use of internal finance packages.

Line Manage, train and mentor the Senior Finance Assistant.

Oversee year end procedures with regard to prepayments, accruals, debtors and creditors.

3. Person Specification

  • Previous experience of Sales/Purchase ledger maintenance
  • Good working knowledge of sales/purchase ledgers and financial regulations ideally in the Academies sector
  • Ideally knowledge of PS Financials and Tucasi
  • Good oral and written communication skills with clear spoken and written English
  • Excellent interpersonal skills, including the ability to deal with people tactfully and confidentially.
  • Ability to work on own initiative and prioritise work
  • Proven ability to work to deadlines
  • Experienced in using MS Excel, Outlook and Word or similar
  • Able to understand the importance of confidentiality in the workplace
  • Proven ability to work as part of a team
  • Minimum 5 GCSE’s A-C including Mathematics and English (or equivalent)
  • AAT, CIMA or equivalent qualification or working towards

4. Organisation

The postholder will be line managed by the Finance Director. This post will be predominantly located at Cornwallis Academy but the postholder may be required to work across all Trust sites.

The postholder will have daily contact with staff and students throughout the school and regular contact with suppliers.

They have no budgetary responsibility.