Job Description - St Thomas Aquinas



ENGLISH MARTYRS’ CATHOLIC SCHOOL

Job Description

Job title: Finance/HR Administrator – Band 3, point 6-9

Responsible to: Business Operations Manager

Purpose: To support the Business Operations Manager with the day to day financial management of the school (ensuring compliance with the requirements of the Academies financial handbook)

To support the school in achieving and maintaining positive and effective lines of communication with all customer and supplier groups.

To assist the Business Operations Manager undertaking duties across a range of HR activities including data input and general HR administration.

To ensure that the school’s purchases and goods receipts are entered accurately and in a timely manner.

To assist in all other required administration duties as directed.

Hours : 37 hours per week, 42 weeks per year

|MAIN DUTIES AND RESPONSIBILITIES: |

| |Finance: |

| |Processing purchase orders in accordance with the schools’ financial procedures. |

| |Seeking quotes to obtain best value in all areas of procurement. |

| |Ensuring all purchase orders receive appropriate goods received notes. Where goods are received on site, ensuring that |

| |goods are checked and received. |

| |Resolve discrepancies and ensure distribution of goods on receipt. |

| |Administration and management of monthly expenses claims and ensuring all trust expense policies are adhered to. |

| |Raising sales invoice requisitions. |

| |Chasing outstanding debtors in relation to the schools’ sales invoices. |

| |Managing the schools’ ParentPay System, ensuring cash/payments received for catering, visits and school shop items are |

| |appropriately monitored. |

| |Credit control administration and assisting with debt collection. |

| |Assisting in the smooth running of the school’s based finance function e.g. ensuring any finance issues are raised to |

| |relevant person in a timely manner. |

| |Responsible for liaising with other school staff in relation to finance duties. |

| |Ensuring any banking of cash received at the school is completed and banked (collected by authorised security services)|

| |on a weekly basis. |

| |Maintain an efficient filing system for all financial documents and contracts. |

| |Ensure all invoices are accurate and that an official purchase order is quoted before passing to the central finance |

| |team for processing. |

| |Liaise with suppliers on all queries, resolving any discrepancies and ensuring they are dealt with timely and |

| |efficiently. |

| |HR: |

| |To ensure that electronic employee records are accurate and up to date. |

| |To administer absence reporting and recording processes, ensuring all absence is reported, recorded and followed up in |

| |accordance with the school’s policies and procedures. |

| |To prepare monthly casual overtime claims to be authorised by the Business Operations Manager |

| |Any other duties required by the Principal/Business Operations Manager |

SPECIAL FACTORS:

Subject to the duration of the need, the special conditions given below apply:

• The post holder may be required to attend, from time to time, training courses, conferences, seminars or other meetings as required by his/her own training needs and the needs of the school and disseminate as required

• Expenses will be paid in accordance with the CMAT policy

• Work to promote and apply the school’s Safeguarding and Child Protection policy and practices

Work to promote and apply the school’s Equality and Diversity policy and practices

• The post holder will respect confidentiality issues linked to home/student/teacher/school work and to keep confidentiality as appropriate

• As a member of staff working in a school setting the post holder will have a duty to help keep young people safe and to protect them from sexual, physical and emotional harm and to take reasonable steps to ensure the safety and well-being of students

• The post holder will ensure awareness of and compliance with personal responsibilities and requirements communicated by school policies and procedures including Health and Safety

• The post holder will be required to undertake general administrative tasks as required

Subject to the duration of the need and by negotiation, the special conditions given below apply:

• The post holder will proactively undertake student supervision as required as part of a wider staff team, e.g. fire drill duty, bus duty, lunch duty

• The post holder may be required to be an appointed person for first aid and medical duties

• The post holder may be occasionally required to accompany and supervise students on educational visits

It is vital to the ethos of the Support Team that the post holder is flexible in taking on additional tasks, willing to offer help to, and cover for, other members of the Team, and treats co-operation and support for colleagues as a top priority.

This job description sets out the duties and responsibilities of the post at the time when it was drawn up. Such duties and responsibilities may vary from time to time without changing the general character of the duties or the level of responsibility entailed. Such variations are a common occurrence and cannot themselves justify a reconsideration of the grading of the post.

November 2020

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