Finance Assistant

4 months ago

Dundee, United Kingdom High School of Dundee Full time

**POST **Finance Assistant - Full time, Permanent (35 hours per week)

**SALARY** £25,000 - £28,000 pa

**RESPONSIBLE TO**: Head of Finance

**MAIN OBJECTIVE**: This role is primarily responsible for the preparation and processing of school fees and the operation of the sales ledger to ensure accuracy at all times.

Performing daily bank reconciliations and ad hoc bank postings to nominal accounts to ensure postings are complete and accurate.

**JOB DESCRIPTION**:
**1. Fee Administration**
- _Responsible for maintaining the Fee Ledger: _
- *1. Annually issue Parental Fee Schedule to all parents whose children will be attending the school and ensure all tuition fees and any other costs are charged correctly.
2. Set up and manage the payments from parents.
3. Process credit notes, bursaries, remissions and refunds where required.
4. Perform regular monitoring of pupil accounts and ensure iSAMS is always up to date.5. Prepare and issue lunch passes and issue at the appropriate time. Maintain reports of all pupils by year group issued with lunch passes and provide to relevant parties.
6. Maintain reports of all pupils by year group issued with bus passes and provide the relevant parties with schedules of the pupils travelling on each service and the basis of their travel.
7. Prepare and issue fee notes for Music Tuition, Instrument Hire, After and Before School Care and for any other charges as may be required.8. Prepare fee notes for external trusts providing bursary grants to pupils and ensure funds are subsequently collected.
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9. Day to day maintenance of the Nominal Ledger on iFinance, including importing billing and payments from iSAMS to iFinance. Prepare monthly reconciliation of DD transfer to ensure the payments are complete.
10. Reconciliation of the nominal ledger to the control account monthly.
**2. Credit Control **_

11. On receipt of details of any failed direct debits immediately contact the individual concerned and arrange settlement.

12. Produce accurate aged debtor reports monthly. Follow the credit control procedure in discussion with the Head of Finance.

13. Maintain appropriate records to ensure the regular follow-up of accounts in arrears.

14. Raise awareness of potential bad and doubtful debts.

**3. Enquiries and Accounts Information**

15. Deal with all parent enquiries relating to the fee ledger and fee enquiries in a courteous and professional manner.

17. Process payments which parents wish to make using Direct Debit/Credit card.

**4. Administration**
- _Parental Contracts _
- *18. Each year, obtain details of pupils in every year group and ensure a parental contract is held for every pupil.
19. Each year, remove leavers and archive in pupil file.20. Where a parental contract has not been received, advise the Admissions Coordinator and arrange for the contract to be obtained. Provide the Chief Operating Officer with details of missing contracts.
**_Pupil Files _**_
- _
21. Maintain individual pupil files as necessary.

22. Ensure all relevant documents are kept in the pupil files.

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**5. Bank Payments and Reconciliation**
*
- Responsible for daily bank reconciliations:

- _ *23. On a daily basis, download the bank statement from RBOS Bankline, enter any non-posted items in our financial software and reconcile.
**5. Other Duties **_**_

24. Incoming Mail: Collect Finance Office mail from the School Office and distribute daily.

25. After/Before Care Clubs: Record all pupil activity on a weekly basis to be used for feeing on a half-term basis.

26. Foundation Direct Debits: Each month collect all Direct Debits as requested by the Development office via PTX for both donations and the Lottery scheme.

**6. Finance Team Support**
*
- *27. Provide assistance to other members of the Finance Office staff as may be necessary from time to time as the workload dictates and as directed by the Head of Finance.
28. Provide cover for other Finance Office staff during holiday periods to ensure the smooth workflow of the Finance Office.
29. Assist with year-end audit file and liaise with school auditors.
30. Assist the Head of Finance with any accounts and related support that may be required.
**7. Archives **_

*
- **31. Assist with archiving old records as directed by the Head of Finance. ** _ _ _
*_

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**PERSON SPECIFICATION**

**Qualifications, Skills and Experience**

2. Excellent interpersonal and communication skills are essential.

3. Excellent organisational skills.

4. Prior experience of using a Management Information System is desirable.

5. High level of computer literacy (particularly Microsoft Office Excel) is essential.

6. Flexible approach to work including the ability to work well within a team and support where required.

**Personal**

8. Close attention to detail and accuracy is vital.

9. An enquiring mind and use of initiative would be desirable to minimise the likelihood of errors.

10. An approachable personality with an ability to lia

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