Accounts Assistant

2 months ago

Buckingham, United Kingdom Stowe School Full time

**Contract type**: Permanent

**Salary**: £25k (FTE)

**Anticipated start date**: ASAP

**Closing date**: 21st August 2023

**Interviews Expcted**:TBC

**Location**:Buckingham, Buckinghamshire

**Job Overview**

The Finance department is looking for someone to join their team who has experience of independently running the purchase ledger function. This role will work with other Accounts Assistants.

The role will also include sales ledger (not pupil fee related) and cash transactions to provide variety. Experience is desirable but not essential.

Basic Microsoft Office Window essential, especially Excel.

Stowe School is committed to safeguarding and promoting the welfare of children. Applicants must be willing to undergo child protection screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service.

The School reserves the right to withdraw the advert before the closing date.

**Purpose of the job**:
To work as part of a team to maintain and reconcile the Purchase Ledger by processing invoices in line with the authorisation procedures and payment terms. To maintain and reconcile the Sales ledger (excluding fee billing), Bank Accounts, Credit Cards, Petty Cash and Cash transactions.

The role supports the Stowe Group, which comprises the Junior and Senior Schools, Stowe Enterprises and Stowe House.

To ensure a customer orientated service in an efficient, flexible and professional manner

**Key Responsibilities and Accountabilities**
- Ensuring all invoices and credit notes are authorised (in line with financial policies) and processed onto the Payable Ledger system accurately and within a timely manner for payment.
- Ensuring Sales Invoices, Bank and Cash transactions are processed and reconciled with the deadlines specified.
- Responsible for ensuring that accurate accounting and VAT treatment has been applied to all transactions.

**Key Tasks**:
**Purchase Ledger**
- Responsible for ensuring all invoices and credit notes are authorised and meet the internal financial policies requirements ie Purchase Order authorisation by managers and Finance over a certain value.
- Responsible for ensuring that accurate accounting and VAT treatment has been applied to all invoices and credit notes with the correct year and periods.
- Responsible for running and reconciling payment runs each week, within the deadlines and authorisation levels specified.
- Responsible for ensuring authorised direct debit invoices and payments are recorded, and then matched on the Purchase Ledger in the correct periods.
- Ensure at all times the Purchase Ledger equals the control accounts, any old credit balances and debit balances are reviewed and action taken. Manual allocation of direct debits and manual payments.
- Create new supplier accounts with all the necessary information, including bank account details, which are verified by someone other than the creater before making a payment.
- Reviewing the Purchase Orders regularly for goods received but no invoice and invoices not authorised and taking action by communicating to budget holders and escalating if needed.
- To support suppliers and budget holders with any training/queries that might arise in a timely manner.
- To reconcile supplier statements with Purchase Ledger records and action any invoices not accounted for etc.
- To verify nominal codes in conjunction with Accounts Assistant (Pupil Billing) and Finance Assistant (Fees Ledger) to ensure accurate and timely recharging to pupil expenditure.
- To present to the Financial Accountant the statistics needed to complete the purchasing survey, every six months.
- ps and bursaries awards spreadsheet for Stowe School and then contacting the agency and/or parents to obtain financial circumstances updates and academic staff to obtain pupil reports.***

**Sales Ledger**:

- To maintain the Sales Ledger by processing invoices as requested.
- Responsible for ensuring that accurate accounting and VAT treatment has been applied to all invoices and credit notes with the correct year and periods.
- Ensure at all times the Sales Ledger equals the control accounts.

**Bank Accounts and Cash Transactions**:

- Uploading and reconciling the Cashbooks to ensure completeness and accuracy at all times.
- Count, process and bank cash and cheques. Preparing manual payments online for authorisation and communicating with the bank as required.
- Maintenance of petty cash accounts, house pocket money accounts, credit cards, standing orders and direct debits.
- Monitoring and reconciliation of pupil trip accounts and escalate any under or over spend to the Financial Accountant for further action.
- Ensuring there is evidence for donations received and are processed in line with donor and gift aid requirements.
- Reporting to Stakeholders information they may require regarding collections, trips, donations, and charity collections.

**Other**:

- To refresh academic and support department budgets on a

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