FINANCE &

ADMINISTRATION

ASSISTANT MONDAY – FRIDAY (9.15AM-5.15PM)

FULL TIME

28 DAYS’ HOLIDAY

PLUS BANK HOLIDAYS

(TERM TIME PLUS 3 WEEKS

MAY BE CONSIDERED)

FULL TIME SALARY: £18,500 PER ANNUM

(TO BE PAID PRO RATA FOR

TERM TIME)

TO START: AS SOON AS

POSSIBLE

STAFF VACANCIES AT ST MICHAEL’S PREP SCHOOL

FINANCE & ADMINISTRATION ASSISTANT

St Michael's Prep School is a co-educational day school, rated ‘Excellent’ by the ISI in March

2017, with 440 children aged 2-13, enjoying a beautiful location, overlooking 90 acres of land.

Our state of the art Pre-Prep building sets each child on a learning journey that is rich, active

and inspiring. Children continue into the Prep School, taught by a large number of specialist

professionals who work throughout the school to provide a rich array of curricular and co-

curricular opportunities.

We require an exceptional person to join our team. The successful candidate will be flexible,

reliable, patient, discreet, good-humoured, with integrity and committed to the wellbeing of

pupils at our school. The ideal candidate will have a passion for working in a finance role in a

school, have a good knowledge of SIMS, with high levels of numeracy and literacy, be well

organised and able to prioritise a varied workload with a strong attention to detail. We would

also consider someone who is looking to develop their school administration skills into a finance

role.

The successful candidate will carry out a range of finance duties assisting the Finance Bursar and

the Director of Finance & Operations to ensure the day-to-day financial operations of the school

run efficiently. This will include running the purchase ledger, raising invoices for facility hire and

our swim school and wrap around care provision.

Application forms can be downloaded from the school website here

https://www.stmichaels.kent.sch.uk/vacancy/

Please send completed application forms with a covering letter to

Kim D’Albertanson, HR Officer at recruitment@stmichaels.kent.sch.uk

APPLICATION DEADLINE: Monday 17th September 2018

INTERVIEW DATE: Week commencing 24th September 2018

If you would like more information on this role, please contact the school on 01959

522137.

STAFF VACANCIES AT ST MICHAEL’S PREP SCHOOL

Job Description Responsible for: To work as part of a team in the Prep School office and provide

an outstanding financial and administrative support service.

Responsible to: Director of Finance & Operations (DFO) and the Office

Manager.

Purpose of Job

The successful candidate will have the opportunity to develop this role and will carry out a range of finance and admin duties to ensure the day-to-day operations of the school run efficiently. This includes operating a purchase ledger, placing orders for goods and services, securing best value, monitoring budgets and raising invoices as required for the hire of our facilities. This is a varied role and the successful candidate will support and assist the DFO and Finance Bursar as required. The main responsibilities are listed below but these are not exhaustive and may vary according to the needs of the school and as the role develops.

Key Responsibilities

Finance Tasks

To be responsible for the purchase order system. This will involve placing all orders, keeping the ordering spreadsheet up-to-date, entering orders onto SIMS FMS, verifying invoices and matching them to the order/delivery note before processing for payment

To distribute orders to staff

To issue and process cheque payments

To provide budget managers with termly budget report and answer any queries

To ensure items are matched to the correct budget code and that purchases are within budget

To reconcile catering, cleaning, telephone and energy invoices ensuring they are within agreed budget

To reconcile the company Barclaycard expenditure

To maintain stocks of teacher planners, printer paper and inks, ordering supplies as needed

To assist with pursuing overdue invoices in accordance with our credit control policy

To input the banking onto FMS and take it to the bank usually weekly

To review contracts for goods and services as required, always ensuring best value

To deal with supplier queries and set up new supplier credit accounts

To oversee debit card payments ensuring procedures are followed

STAFF VACANCIES AT ST MICHAEL’S PREP SCHOOL

To ensure all finance paperwork is filed correctly, including BACS payments

Health and Safety

To ensure contractors are shown the Asbestos Register before they commence work on site and that they sign it accordingly

Letting of School Facilities

To assist the Office Manager, administer the lettings contracts between St Michael’s and outside hirers and ensure new hirers are inducted, bookings are logged on the diary system.

To raise invoices for the hire of facilities, ensure payment is received promptly or follow up if not.

Office & Administrative Duties

To assist other members of the team with administration of Open Day, Sports Day, Parents’ Evenings, Prize Giving and other events

To assist with ensuring pupil registration, attendance and absence procedures are followed

To deal with enquiries, from staff, pupils, parent and visitors welcoming visitors and ensuring they sign in/out and are given a badge

To answer the telephone/voicemails and taking/relaying message to staff and pupils

To contact parents with messages using ‘In Touch’ email program and Clarion Call

To regularly check the generic finance and office email

To assist with the timely distribution of post and deliveries and help with franking the post

To assist with bookings for school trips and associated transport as needed

SIMS (Management Information System)

To be competent in the SIMS database, especially FMS, generating budget reports, maintaining the purchase ledger and updating pupil/parent or staff information. Training can be given.

To create new or produce existing reports as required, running mail merge when needed

Other Tasks

To take part in relevant training (school business management training could be offered to the right candidate) and to participate in regular performance management

To assist with First Aid if needed To undertake such other reasonable duties as may be required within the school To cover front of house reception when required, acting as first point of contact within the school

for parents, staff, governors and visitors, ensuring visitor protocol is followed and hospitality is offered as appropriate.

Person Specification

STAFF VACANCIES AT ST MICHAEL’S PREP SCHOOL

Qualifications and Experience

Committed to the aims and ethos of St Michael’s School Excellent written and verbal communication skills with a confident telephone manner Proved accounting experience preferred (AAT qualification or similar) Experience of SIMS and SIMS FMS is highly desirable Knowledge of SAGE payroll would be an advantage Technical skills and experience in Microsoft Office applications (Outlook, Word, Excel, & Power

Point) for document production to high standard Knowledge of purchase orders, obtaining best value and maintaining stock levels Trained first aider or willing to train Experience of working in an education environment would be beneficial

Personal Attributes

A team player with the temperament to thrive in a busy and sometimes pressured environment with a ‘can-do’ attitude

Ability to cope with a varied workload and fluctuating priorities with a flexible and calm attitude anticipating peaks in demand effectively so as to balance competing priorities

Tact and the ability to maintain confidentiality with sensitive and confidential information Highly-developed organisational and multi-tasking skills Excellent written and verbal communication skills and high standards of grammar Able to pay attention to detail, and produce accurate, and timely reports as required Self-motivated and forward thinking, able to use initiative to forward plan to meet deadlines Strong interpersonal skills, able to demonstrate a confident and effective rapport with all staff,

parents and most importantly, children Sound judgment and problem-solving capabilities to deal with telephone or face to face queries,

resolving the query, taking follow-up action, or redirecting the individual(s) as appropriate Efficient, punctual, polite and reliable A warm, welcoming personality, with a sense of humour

St Michael’s Prep is committed to the safeguarding and safety of its pupils. This position is subject to an enhanced DBS check. We welcome applications regardless of age, gender, sexual orientation, disability, ethnicity or religion. Your current or last employer will be asked for a reference and will be contacted prior to interview. Verification of right to work, and qualifications will be required at interview. Any personal data will be processed in accordance with the GDPR regulations.