Graduate Finance Administrator

Graduate Finance Administrator

Permanent | 40 hours per week | Full Year | £30,000

Reports to Finance Controller | Start: As soon as possible

The role

Westholme is looking for a capable, organised and numerate graduate seeking an excellent first or early step in a finance career.

This is a varied role within the School’s Finance Team, combining credit control, finance assistant duties and payroll administration. The Graduate Finance Administrator will support the timely collection of school fees, accurate financial processing and the preparation of payroll information for the School’s external payroll provider, PM&M.

Working under the guidance of the Finance Controller, the role offers practical experience across school finance. It involves close liaison with parents, suppliers, colleagues and the payroll provider, with an emphasis on accuracy, confidentiality and meeting deadlines.

Key responsibilities

Credit control

Maintain accurate fees and debtor records, record authorised charges and adjustments, allocate receipts and investigate account discrepancies. Administer direct-debit mandates and collection files to agreed timetables; monitor failed payments and reconcile collections to receipts. Produce aged-debt reports and contact parents about overdue balances by telephone, email and letter, following the School’s procedures. Monitor approved payment plans, follow up missed instalments and maintain clear records of communications and agreed arrangements. Provide account statements and explain balances sensitively; refer hardship requests, disputed balances and high-risk accounts to the Finance Controller. Prepare collection updates and supporting information for authorised debt recovery. Obtain approval for payment concessions, credit notes, refunds and write-offs.

Finance assistant duties

Process supplier invoices, match them to purchase orders and receipt records, check coding and approvals, and resolve routine queries. Maintain supplier records and independently verify changes to bank details in line with the School’s procedures. Prepare supplier-payment schedules for approval; process authorised invoices, credit notes, refunds and employee expense claims. Process bank transactions, allocate cash, card and online receipts, complete routine bank reconciliations and investigate unmatched items. Check purchasing-card documentation and receipts, maintain financial records in Xero and help manage the Finance Team’s shared inbox. Prepare routine supporting schedules and documents for month-end and audit, maintaining secure and orderly electronic records.

Payroll administration

Maintain the monthly payroll timetable and collate authorised starter, leaver, pay change, overtime, deduction and absence information supplied by the relevant colleagues. Prepare and submit approved payroll inputs to PM&M by agreed deadlines, retaining supporting authorisations and a clear audit trail. Check draft payroll reports against authorised source information, record changes and exceptions, and refer discrepancies to the Finance Controller for review. Liaise with PM&M on routine payroll queries, coordinate responses to employee pay enquiries and refer complex matters to the appropriate colleague or provider. Provide authorised pension information, maintain payroll-related pension records and support auto-enrolment and year-end payroll documentation. Keep payroll information secure and follow approval procedures, with final payroll authorisation and financial oversight retained by the Finance Controller.

About you

You will have:

A degree in Accounting, Finance, Business, Economics or another relevant subject. Strong numerical ability, accuracy and attention to detail. Confidence using Excel and digital systems, with the ability to learn accounting and payroll processes quickly. Clear written and verbal communication and a professional, sensitive approach to conversations about outstanding payments. Strong organisation and the ability to manage competing priorities and meet fixed deadlines. Integrity, discretion and a commitment to confidentiality and data security. A willingness to follow financial controls, seek guidance and work collaboratively with colleagues. An interest in developing a finance career; experience of credit control, accounts processing, payroll or Xero would be an advantage.

Westholme is committed to safeguarding and promoting the welfare of children. The successful candidate will be subject to the School’s safer recruitment procedures, including an enhanced DBS check.

Interested

Click “Apply” to complete your application with us