Assistant Finance Manager

Upton House is committed to safeguarding and promoting the welfare of children and young people, along with their protection and expects all staff and volunteers to share this commitment.

PURPOSE OF JOB

 a)    To provide clerical financial support to the Finance Manager.

 b)    To deputise for the Finance Manager as required.

 c)    To provide office cover at agreed times.

 RELATIONSHIPS

 Accountable jointly to the Finance Manager and Headmistress.  Liaison with all members of staff.

RESPONSIBILITIES AND KEY TASKS

 a)    Complete responsibility for all aspects of the purchase ledger including invoice processing, payment of suppliers, supplier and internal queries and monitoring supplier statements.

 b)    In conjunction with the Office Administrators, control lists of extras taken and ensure charges are applied to customer accounts prior to each billing run including ballet, judo, music lessons etc.

 c)    Prepare and maintain registers for individual music lessons, early birds and extended day. Process parents’ charges termly based on these records, prior to the invoicing run.

 d)    Prepare costings for school trips, make bookings and process charges to parents’ accounts before termly invoicing run.

 e)    Respond promptly to queries from parents with regard to invoicing or other matters.

 f)     Produce ad hoc invoices for facility rental etc. 

 g)    Updating of fee ledger, allocation and posting of cash receipts and other adjustments.

 h)    Credit control, including statements, chasers and communication with later payers.

 i)     Production of debtors’ reports and meet with Finance Manager to discuss debts.

 j)     Prepare documentation for the submission of the annual departmental budgets, co-ordinate collection of bids and collation. Primary analysis of information received including listing of “one off” items required.

 k)    Process requests for petty cash from staff, ensuring correct authorisation has been obtained, and reconcile the petty cash tin monthly.

 l)     Bank reconciliations.

m)  Provide cover for reception visitors when the Office Administrators, Head’s PA and/or Registrar are out of the office or when it is very busy. Also, telephone cover after an agreed number of rings. Cover other office tasks such as photocopying, taking messages etc. Provide, at all times, a welcoming and professional approach in keeping with the school’s expectations.

 n)    Ensure familiarity with payroll processing including all payments and reporting in the event the Finance Manager is absent.

 o)    Other ad hoc tasks including but not limited to:

i)             cash counting

ii)            banking

iii)           preparation for Council of Management meetings

iv)           taking minutes at termly Finance and General Purposes meetings

 p)    Assisting the Finance Manager with year-end reconciliations and reports for Audit.

 q)    Undertake any other duties consistent with the nature and responsibility of the role which the Headmistress may, from time to time, determine.