Finance Assistant Secondary School

Job Title: Finance Assistant Reports to: Finance Manager / School Business Manager

Job Purpose

The Finance Assistant will provide efficient and accurate financial and administrative support to the school, helping to ensure that financial processes are carried out effectively and in accordance with school policies, financial regulations, and relevant statutory requirements.

The postholder will work closely with the Finance Manager, School Business Manager, senior leaders, staff, suppliers, parents/carers, and other stakeholders to support the day-to-day financial administration of the school.

Key Responsibilities

Financial Administration

Process purchase orders, invoices, credit notes, and other financial transactions accurately and promptly. Maintain accurate financial records and ensure transactions are correctly coded to the appropriate budget. Assist with accounts payable and accounts receivable processes. Process payments and income in accordance with school procedures. Assist with banking, including recording and reconciling income received. Monitor outstanding invoices and assist with debt collection where required. Maintain accurate records of petty cash and staff expenses. Assist with the administration of school trips, clubs, activities, and other income-generating services. Support the processing and reconciliation of school meals, fees, lettings, and other charges where applicable.

Budget Monitoring

Assist budget holders with day-to-day financial queries. Help monitor departmental and school budgets and identify potential discrepancies. Produce routine financial reports and information for the Finance Manager, School Business Manager, and budget holders. Assist with month-end and year-end financial procedures. Investigate and resolve discrepancies in financial records.

Procurement and Suppliers

Assist with the procurement of goods and services in line with school purchasing procedures. Raise and process purchase orders. Liaise with suppliers regarding invoices, payments, queries, and account statements. Maintain accurate supplier records. Assist with obtaining quotations and ensuring appropriate purchasing procedures are followed.

General Administration

Maintain well-organised and confidential financial files and records. Respond professionally to financial enquiries from staff, parents/carers, suppliers, and other stakeholders. Assist with audits and provide financial information and documentation when required. Support the Finance Manager and School Business Manager with financial projects and administrative tasks. Ensure all financial information is handled securely and confidentially. Undertake other reasonable duties consistent with the role.

Person Specification

Essential

Experience of working in a finance or administrative environment. Good understanding of financial administration and basic accounting principles. Strong attention to detail and a high level of accuracy. Good organisational and time-management skills. Ability to work independently and prioritise competing demands. Good IT skills, particularly Microsoft Excel and other Microsoft Office applications. Excellent communication and interpersonal skills. Ability to maintain confidentiality and handle sensitive financial information appropriately. Ability to work effectively as part of a team. A professional, reliable, and positive approach to work.

Desirable

Experience of working in a school, academy, college, or other education setting. Experience using school finance/accounting software. A relevant finance or accounting qualification, or willingness to work towards one. Knowledge of school financial procedures and budget monitoring. Experience of working with purchase orders, invoices, reconciliations, and banking.

Personal Attributes

The successful candidate will be:

Trustworthy and conscientious. Accurate and methodical. Approachable and helpful. Able to communicate confidently with a range of people. Proactive and willing to take initiative. Able to work calmly under pressure. Committed to supporting the effective operation of the school. Committed to safeguarding and promoting the welfare of children and young people.Apply today and Braydon will be in contact