Finance Administration

Job start date: 4 November 2024  

Hours per week: 36.5 term time only  

Billesley Primary School
Trittiford Road
Birmingham
B13 0ES
Telephone number: 0121 675 2800

Contact email: k.smyth@billesleyschool.co.uk

Contract type: Permanent

Job Purpose: 

• to help with the effective administration of all matters relating to Finance within the school
• to support the administrative functions to ensure the efficient running of the school, as required
• to support the School Business Manager with recruitment processes as required

Main Responsibilities:

Financial duties and responsibilities:

• to report regularly to the Principal and Vice Principal on financial matters, including financial systems and the interpretation of financial information in liaison with finance consultant and SBM
• to provide a full financial service including Raising requisitions and orders
• processing and paying external invoices and authorising internal invoices using PS Financials system.
• entering income from LA grants, parentpay etc onto PS Financials
• raising invoices for school to school support, and monitoring collection and reconciliation
• checking banking and coordinating cash collection
• to complete BAC’S and payment runs for invoice payments, and produce cheque payment as and when needed
• to monitor and reconcile monthly bank accounts, staff expenses and school credit cards etc
• to maintain financial records according to TEFAT Financial Manual
• to obtain quotes and tenders for goods, services, maintenance contracts, insurances etc, ensuring 'best value' is achieved and liaising with SBM, Principal or Vice Principal as appropriate
• produce budget holders reports as required
• assist SBM in annual preparation of school budget
• to use finance and administrative systems to investigate queries
• to coordinate INSET administration (booking and payments) following authorisation from a member of the SLT
• to liaise with Principal/Vice Principal/SBM for ensuring competitive quotations and tenders, maintenance contracts and insurances, for all school requirements

Billesley Primary School - Finance Administrator

• collect money, maintain records and manage the bank account for money collected for the ‘Friends of Billesley’ and ‘The Red Tree Fund’ under the supervision of the School Business Manager
• to manage the running of the parent pay system, including setting up parents, staff on parent pay, ordering and issuing paypoint cards, entering absences and producing school meal numbers for the kitchen, monitoring collection of funds for trips and events, updating playcare register, Annual year end and set up procedures on Parentpay reconcile any cash/ cheques that may be received
• to maintain and manage debt collection system Human Resources
• to support the leadership team with the recruitment of new staff by administering staff recruitment procedures, under the guidance of the School Business Manager
• to enter overtime, off Payroll and any contract amendments to EPM and update Scholarpack
• set up staff access to online payslips system and print out payslips/ P60’s print out as necessary
• print out and get staff to sign and return any necessary salary assessments

Administrative, Management and Safeguarding duties and responsibilities:

• to make bookings in connection with school visits and ensure payments are made as appropriate
• to organise loan of a minibus and organise taxis as appropriate for visits 
• to ensure all paperwork is correctly filed, including archiving old records
• to be on call for office emergencies at the direction of the SBM to provide effective support in school
• book confidential shredding
• to be a safe key holder

General Duties:

• to be aware of and comply with the policies and procedures relating to safeguarding and child protection, health and safety, security and confidentiality

Billesley Primary School - Finance Administrator

• maintain an up to date knowledge and awareness of current legislation and initiatives related to the role
• to undertake appropriate professional development, attend and participate in regular meetings, CPD and other activities as required, including adhering to the principle of performance management
• to demonstrate consistently high standards of personal and professional conduct

This post is covered by Part 7 of the Immigration Act (2016). Therefore the ability to speak fluent and spoken English is an essential requirement for this role.

How to apply:

Please apply online

This school is committed to safeguarding and promoting the welfare of children and expect all staff to share this commitment. The successful candidate will be subject to all necessary pre-employment checks, including: enhanced DBS; Childcare Disqualification (where applicable); qualifications (where applicable); medical fitness; identity and right to work.  

All applicants will be required to provide two suitable references.  

An online search will also be carried out as part of due diligence on all short-listed candidates.  

This post is not part of the City Council and the successful candidate will not hold a Birmingham City Council Contract of Employment.  

This post is exempt from the Rehabilitation of Offenders Act 1974 and the amendments to the Exceptions Order 1975, 2013 and 2020. Which means that when applying for certain jobs and activities certain spent convictions and cautions are ‘protected’, so they do not need to be disclosed to employers, and if they are disclosed, employers cannot take them into account.  

Further information about filtering offences can be found in the DBS filtering guide.