CAMPHILL COMMUNITIES THORNBURY
JOB DESCRIPTION
1. Job Title: Bookkeeper – Sheiling School
2. Responsible to: Accountant, School Business Manager, CEO & Principal
3. Role Summary:
· To maintain records to meet legal requirements and to manage, create and maintain a record of transactions for the Sheiling School. Provide bookkeeping services for use by the Accountant and School Business Manager in planning and controlling the work of the Charity, which includes financial accounting, management accounting, forecasting, budgeting and control systems.
· To prepare the School’s payroll.
· To prepare monthly draft management accounts.
· To provide high quality support service to the Accountant, School Business Manager, CEO and Heads of Departments in the organisation.
As a Camphill Community for children and adults with complex and multiple needs, working with the insights of Rudolf Steiner, the post holder will uphold the vision, values and goals of the Charity.
Main responsibilities:
1. Maintain the sales ledger by raising invoices for local authorities, clients and others, posting sales invoices to Sage Line 50, producing a debtor’s list and following up outstanding debtors as necessary.
2. Maintain the purchase ledger by processing authorised invoices, coding and posting purchase invoices, drawing up, issuing and recording supplier payments by BACS and cheque, reconciling supplier statements when issued and monitoring creditors.
3. Maintain the nominal ledger by processing journals and preparing accruals and prepayments.
4. With the support of the Accountant, prepare monthly accounts, post monthly journals, produce monthly management accounts including departmental reports and accompanying reports, monitor unusual activity, liaise with The Hatch regarding invoicing and payment of inter-company balances.
5. Take responsibility for weekly/monthly bank reconciliations, follow up on outstanding items, monitor bank balances requesting transfers if necessary and posting Business Cards transactions.
6. Take responsibility for payroll by:
a. producing monthly payroll information including salaries, overtime and deductions, ensuring preliminary payroll details produced are correct
b. providing full details of starters and leavers including adjustments, journal and reconciling salaries control account
c. maintaining relevant pension information
d. liaising with The Hatch for all matters of payroll and pensions
e. inputting, following approval from the School Business Manager and the CEO of The Hatch, all agreed data in Sage Payroll for the production of pay slips and all relevant information
f. preparing all payments by BACS to be authorised by the School Business Manager and the CEO of The Hatch.
7. Take responsibility for the volunteers’ allowances by producing monthly spreadsheets including pocket money, food allowance, travel costs and deductions to be agreed by the School Business Manager prior to payment by BACS.
8. Take responsibility for petty cash by maintaining the cash float, topping up when necessary and posting petty cash transactions.
9. Maintain the fixed assets register, record monthly depreciation and maintain a house inventory with all new purchases.
10. Assist with annual financial audit, liaising with the auditors.
11. Assist with regular quality and compliance audits.
12. Attend meetings related to the finance function of the charity.
13. Assist the Accountant and School Business Manager in the maintenance and development of the charity’s suite of policies and procedure, reflecting an understanding of finance protocols and legislation.
14. Assist in the general day to day running of the organisation’s office function and duties.
15. Monitor the Sheiling School bank accounts on a daily basis, ensuring all transactions are recorded in the School Accounting System. Investigate, with the assistance of the Accountant, any unknown items.
16. Process staff expense claims and ensure appropriately recorded in the School Accounting System
17. Deal with queries from customers, suppliers and school staff in a professional, supportive and timely manner. If in doubt about how to resolve any queries escalate to the Accountant or, in their absence, the School Business Manager.
18. Undertake additional tasks and projects as required by the Accountant, School Business Manager, CEO & Principal to ensure the sustainability and development of the Sheiling School.
19. Respect the confidential nature of all work undertaken within the office.
Training, management, compliance and personal development
1. You will endeavour, through further external or internal training sessions or courses, to enhance the professional quality of your work as Bookkeeper.
2. You will need to be familiar with the policies and procedures, e.g. on safeguarding, missing person, complaints procedures etc.
3. You will be involved in regular supervisions with the Accountant and/or School Business Manager. At these sessions your responsibilities will be reviewed and further training needs identified and agreed as necessary
Safeguarding
1. To implement and comply with the Charity’s Safeguarding policies and procedures.
2. To raise awareness of the protection of children and adults.
3. To encourage good practice and support of procedures to protect children and adults.
Mission Statement of Camphill Communities Thornbury
1. To work in accordance with the Mission Statement of Camphill Communities Thornbury.
2. To uphold the ideals, vision and values of the Camphill Communities Thornbury when undertaking your work.
This job description sets out the duties of the post at the time it was drawn up and is not part of the contract of employment. The post holder may be required from time to time to undertake other duties as may be reasonably expected, without changing the general character of the duties or the level of responsibility entailed. This is a common occurrence and would not justify a reconsideration of the grading of the post.
PERSON SPECIFICATION – Bookkeeper
Education, Training and Qualifications
A recognised professional bookkeeping qualification (will consider qualified by experience) with a thorough practical understanding of bookkeeping principles and techniques / E / Application form
Qualifications
Interview
A recognised professional accounting qualification or part qualification / D / Application form
Qualifications
Interview
Educated to Degree level or equivalent / D / Application form
Qualifications
Evidence of further recent relevant professional development / D / Application form
Qualifications
Experience
At least 2 years’ bookkeeping experience in a related field / E / Application form
Qualifications
References
Interview
Interview tasks
Experience of charity bookkeeping / D
Skills and abilities
Excellent working knowledge of Sage Accounts and Payroll / E / Application form
References
Interview
Interview tasks
Good working knowledge of payroll process / E
Excellent time management and organisation / E
Ability to manage and prioritise a varied work load / E
High level ICT skills including High Level Microsoft Excel / E
Personal qualities and attitude
Ability to maintain confidentiality / E / Application form
References
Interview
Interview tasks
Ability to work under pressure / E
Good communicator / E
Self motivated / E
Team player, inclusive and respectful / E
Support the ethos of the Charity / E
Problem solver / E
Sense of humour / E
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