MAIDSTONE GRAMMAR SCHOOL

FINANCE OFFICER

Job Title:Finance Officer

Reports to: The Finance and Business Administrator

Scale KR6 £19,223 – £21,085

Full Time:37 hours per week for 52 weeks per year

  1. PURPOSE OF JOB

To assist the Business and Finance Administrator and Bursar in the smooth running of the Bursary office.

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  1. DIMENSIONS

This post has no particular budget responsibilities.

Subordinates: None

  1. PRINCIPAL ACCOUNTABILITIES
  • Support the Business and Finance Administrator in all financial processes to meet the requirements stated in the finance policy. This includes using the various finance software packages (PFM,FMS6,SIMS,SBPS,Excel spreadsheets and Handsam):

Processing orders, invoicing, cheque and BACSs payments, income received, reconciling bank statements, processing and recording petty cash, sales to students, monthly cost centre reports, dealing with queries in all areas. Keeping PPG records.

  • Take the leading rolein the administration of trips and visits in conjunction with the Educational Visits Coordinator and Trip Leaders including:-

Sending notifications to parents, using Parentmail, recording income, expenditure and permission slips received. To work in conjunction with other members of the bursary team in ensuring that trips/visits are financially viable, best value is achieved and trips are completed within budget.Ensuring authorised GOF forms are received, and all information is completed on the eGO system meeting H&S and other legal requirements.

  • Place orders for training courses and keep training logs ensuring first aid and minibus renewals are kept up to date.
  • Assist with processingsalaryand expenses claims and record on excel spreadsheets.

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  • Process claims for Gift Aid for voluntary contributions.
  • Assist with the supervision and training of an apprentice.
  • Assist with counting and banking charity collections and ensure payments are made to the relevant charitable institutions and recorded.
  • Assist with the administration of the Extended Learning Week activities.
  • Assist in the administration and production of the Endowments, Development and Trust Funds.
  • Arrange Lettings ensuring all events are suitable and that school and financial procedures are adhered to at all times including:

Operating a sound charging system on FMS; producing invoices, recording payments received and sending reminders for overdue items to ensure all monies due is collected.

  • Assist with the administration of the summer school including:

Advertising, recording payments received, confirming bookings andliaising with the Head of PE re confirmation of groups, ages and health and safety information.

  • Assist with the administration of the 16-19 Bursary Awards and 16+ bus passes or any other transport schemes that should become the responsibility of the school.
  • Carry out filing as necessary.
  • Assist, when necessary, in supervision/invigilation.
  • Assist with events in the school.
  • Assist with the reception duties in the Bursary and carry out associated tasks.
  • Undertake training in all aspects of the Bursary to provide the ability to assist with all day to day activities and ensure smooth running of the Bursary in the event of other staff absence.
  1. SCOPE FOR IMPACT

Provision of accurate and up to date records for trips and visits will ensure that trips are safe and financially viable which will ultimately assist trip leaders in the smooth running of their trips.

As part of the finance team the Finance Officer will have responsibility for assisting with the monitoring of the school budgets, by providing good, accurate and timely information to the Business and Finance administrator and budget holders to ensure that the school is managed effectively.

  1. JOB CONTEXT

The Finance Officer is a member of the school’s finance team and would be expected to use their knowledge to resolve basic problems. There is regular support and supervision available but the Finance Officer will need to apply their knowledge, experience and training to develop and improve the financial support services to the school.

February 2016