Finance Officer (small Primary)
Purpose of the job:
Green Lane Primary Academy are looking to appoint a Finance Officer to join our academy team in October 2021. The role involves supporting the Principal through the provision of financial support and information. To ensure the academy’s financial management is sound and procedures are adhered to with relevant reports submitted to the central Delta finance department in accordance with deadlines.
Green Lane Primary Academy is a high achieving academy with results above national figures. We are a two form entry school with approximately 450 children. We have a well-deserved reputation for PE and Sport, having achieved School Games Gold status in 2018 and the Yorkshire PE and Sports Award in 2019 for Broader Sporting Experiences as a result of our Let’s Try Programme. This allows parents and children to try a new sport together, this year we have offered fencing, American football, lacrosse, synchronised swimming and horse riding as examples. A broad and balanced curriculum is taught through our GLAM (Green Lane Academy Missions) and a quarter of our school population learn a musical instrument through our links with Garforth Academy and Roundhay Music. Whilst we are proud of our academic outcomes, this is underpinned by strong nurture and pastoral support (we have a full time Pupil and Parent Support Worker), a knowledge driven broad curriculum and very active learning.
We have a strong ethos with highly qualified and dedicated staff who believe in supporting the development of successful, well-rounded children who will become positive members of the community.
Visits to the academy would be warmly welcomed by appointment. Please contact the academy on 01132 127107 if you would like to arrange a visit.
1. To liaise and work with the Trust to undertake relevant administration at the academy, advising as appropriate to both management and staff of best practice and procedure to be followed;
2. To improve the efficiency of the academy facilities and communication, advising the Academy Advisory Body (AAB) and Senior Management Team (SLT) as appropriate;
3. To manage the processing of orders, invoices and payment for goods and services, using the Trust’s chosen finance software;
4. To ensure purchase order and/or invoice related queries are dealt with speedily and effectively and are appropriately authorised;
5. To check financial transactions to ensure that correct procedures are adhered to;
6. To assist in ensuring effective procurement practice and ensuring best value principles are met;
7. To obtain quotes for goods and services where necessary and in line with the Trust tender process where applicable;
8. To regularly review service level agreements (SLAs) and contracts to ensure best value and value for money;
9. To ensure all orders are delivered in the agreed timescales, deliveries match with the orders placed and any discrepancies are queried with the supplier in a timely fashion;
10. To update and maintain the asset register for the academy in accordance with the Trust’s financial procedures;
11. To maintain appropriate filing systems to fulfil audit requirements;
12. To manage the daily running of the Petty Cash account, issuing cheques and handling cash;
13. To ensure procedures are followed in collecting, receipting and banking all monies received;
14. To raise sales invoices, in particular for lettings and receipt payments;
15. To be responsible for banking of funds received in the academy;
16. To process cashbook payments and receipts on the Trust’s chosen financial system;
17. To produce monthly management accounts including bank, purchase ledger and sales ledger reconciliations;
18. To produce monthly variance analysis of actuals to budget;
19. To develop 5 year forecasts using HCSS in conjunction with the central Delta finance team;
20. To ensure all staff in the academy adhere to financial regulations;
21. To liaise with budget holders in the academy and provide advice where required;
22. To check monthly payroll reports and report any discrepancies;
23. To complete payroll returns for casual, supply and overtime hours;
24. To prompt SLT with the dates for review of policies, update hard copies and the academy online policy folder;
25. To monitor academy trips/visits ensuring they are self-funding;
26. To manage Every (an online tool to manage premises, compliance, contracts, procurement and suppliers);
27. To work with the Trust’s Facilities Manager on planned maintenance projects and agree a schedule ensuring value for money, including submitting bids for Capital Funding to the Trust;
28. To liaise with the PA/HR in the academy regarding recruitment activity to ensure a financial review is completed prior to ELT submission demonstrating financial impact of request on budgets;
29. To liaise with the PA/HR in the academy to ensure all employee records are kept up to date including changes to personal details, contract changes, salaries, leaver notifications, etc. and that the central payroll department are informed in a timely fashion;
30. To liaise with the PA/HR in the academy to ensure all employee sickness records are accurate and appropriate paperwork submitted to the central payroll department are informed in a timely fashion;
31. To maintain the Academy’s Single Central Record (SCR) and ensure all relevant pre-employment checks are completed and recorded appropriately for staff (remove if this is carried out by another post in the Academy);
32. To manage contractors working on site, including catering/cleaning where appropriate (if these services are in house please remove the outsourced provision from this line);
33. To manage academy lettings (remove if this role is contracted out);
34. To line manage the Finance Assistant (remove if there is no Finance Assistant in place);
35. To line manage support staff members within site, catering and cleaning departments If catering/cleaning services are in house, include this / if not please delete;
36. To report on catering income and expenditure on a monthly basis to ensure breakeven/surplus position;
37. To be responsible for site management, including line management of Site Supervisory staff and Health and Safety (remove it this is not part of their duties);
38. To participate in relevant training and development to maintain up to date knowledge/practice;
39. To ensure strict confidentiality in all areas of work;
40. To work and process personal and sensitive information in accordance with Data Protection Act 2018 including the General Data Protection Regulations (GDPR) 2018;
41. To ensure work is conducted in a way that protects the safety and security of information (e.g. strong passwords, reporting breaches, securing paper records, securely disposing of records);
42. To understand and comply with the statutory guidance regarding safeguarding of children, ensuring the safeguarding and promotion of children’s welfare at all times, reporting any concerns to the Designated Safeguarding Officer immediately;
43. To comply with the Trust and Academy’s policies and procedures at all times;
44. To undertake other reasonable duties (with competence and experience) as requested, in accordance with the changing needs of the Trust/Academy.
CONTACTS AND RELATIONSHIPS:
Managers - in daily contact with senior leaders/Principal within the academy
Support Staff – in daily contact with support staff who are involved in finance, cleaning, catering, site supervision and health and safety.
Trust Staff – in regular contact with Trust staff within finance, facilities, and human resources.
External – in regular contact with suppliers, contractors as required.
This post involves considerable direct responsibility for financial resources. The work involves accounting for large sums of money, in the form of cash, cheques, direct debits, invoices, or equivalent, where care, accuracy and security are important. The responsibility may include contributing to the setting and monitoring of the relevant budget and ensuring effective spend of budgeted sums.
This post involves considerable direct responsibility for physical resources. The work involves handling and processing of considerable amounts of manual or computerised information, where care, accuracy, confidentiality and security are important. The work involves ordering or stock control of a range of equipment and supplies including procurement.
The post involves working within recognised procedures, within which the post holder is required to organise their own workload. The work involves making decisions as to how and when duties are carried out, and responding independently to unanticipated problems and situations.
The post holder generally has access to the Principal in the academy and a central Finance Manager for advice and guidance on serious problems.
Tasks or activities are undertaken mainly in a sedentary position and allow for considerable flexibility in movement. There is limited requirements for standing, walking, bending or stretching. There may be an occasional need to lift or carry items.
The post requires general awareness and sensory attention with some prolonged periods of concentrated sensory attention, prolonged periods of enhanced mental attention, lengthy periods of concentrated mental attention and high levels of work related pressures (e.g. deadlines, conflicting demands and interruptions).
This post involves contact with, or work for, people which through their circumstances or behaviour occasionally place emotional demands on the post holder.
This post involves minimal exposure to disagreeable, unpleasant or hazardous environmental working conditions or people related behaviour.
Experience and Knowledge
Key: A = Application, I = Interview And Assessment, R = Reference, C = Certificate
- AAT qualified, or working towards (C)
- NVQ Level 2 or equivalent qualification in Finance (C)
- GCSE Grade A*-C or equivalent in both English and Maths (C)
- Experience of using accounts and budgetary software (A/I/R)
- Experience of using Excel/Word (A/I)
- Experience working in a busy finance department (A/R)
- Experience of cash handling (A/R)
- Ability to form and maintain appropriate and effective relationships with others (R)
- Excellent numeracy and literacy skills (I)
- Good ICT skills (I/R)
- Excellent presentation skills (A/I/R)
- Ability to communicate effectively with all stakeholders (I/R)
- Motivation to support staff in achieving the best outcomes for children and young people by advising on appropriate allocation of financial resources (I)
- Understanding of the Academy Financial Handbook (A/I/R)
- Knowledge of best value and financial regulations (A/I/R)
- Experience of working in finance within an education setting (A/R)
- Experiencing of line managing people (A/R)
- Experience of office administration (A/R)
- Knowledge of safeguarding children and young people (A/I/R)