Administratration and Finance Officer

**THIS IS A TERM TIME ONLY POSITION**

**Administration Manager Job Description**
- Job title: _Administration and Finance Office WUFA CIO
- Responsible to: Jointly: _Manager and Chair of Management Committee
- Purpose of the job: _To provide administrative and finance support to the Manager
(Deputy in Managers absence) and Management committee

**Main role**

To maintain administrative and financial support where required this list is not exhaustive:

- Manage the administration of families wishing to register with WUFA CIO using the admissions process.
- Adhere to all Safeguarding procedures and maintain confidentiality outside and inside the setting.
- Distributing the up-to-date prospectus and all relevant documents when required.
- Liaise with the Manager and Chair (If appropriate) and abide by the Admissions Policy.
- Collect registration fees if appropriate.
- Send out appropriate training links to employees if required
- Ensure children’s registration is completed effectively and all information such as Birth

Certificates are in place.
- Ensure all Children’s information is correctly inputted into online systems.
- Maintain Family Information Service records, ensuring the group’s records on the database is up to date.
- Prepare and monitor the registers for all sessions weekly or as required.
- Ensure all records are kept in line with GDPR (Registers/Accident/Incident/Employee)
- Manage the Pre School milk ordering and supply.
- Purchase resources on-line and in person as authorised by the Manager/Chair/Committee.
- Maintain and order food shopping weekly, liaise with manager/deputy to ensure supplies are maintained.
- Maintain housekeeping supplies are ordered.
- Support in the setting if required ie to cover sickness
- Book visits at an appropriate time and ensure that the Manager or Deputy is available to greet visitors.
- Organise DBS checks for new staff and Committee and ensure DBS update records are maintained.

Ofsted Registration No.: EY316991

Registered Charity No.: 1041121
- Keep all staff records up to date online and paper copies if required.
- Update Central Records Termly in line with OFSTED Guidelines.
- Be aware of Pre School policies and assist with updating paper and computer copies of them.
- Back up computer system on a regular basis.
- Keep and organise paperwork and computer files in an effective and efficient manner to enable documentation to be readily available as and when needed by staff, or for inspection by Ofsted.
- Ensure office is kept efficient and plentiful supplies of ink/paper etc.
- Maintain office and online diaries and communicate with Manager and WUFA employees
- Manage council refuse collection.
- Prepare other documentation as required.
- Other administrative tasks as may be necessary to the smooth running of Pre School and AS

Club as requested by the Manager or Chair of Committee.

**Committee/Setting Finance**:

- Generate and send out invoices monthly or as required.
- Prepare employee letters as required by Committee.
- Collect Registration Fees in line with Admissions process.
- Oversee the setting utilities and suppliers, pay bills and monitor usage.
- Record all expenses on the accounting system and file invoices.
- Prepare a finance report in advance of each Committee meeting to include: fee income, income and expenditure; child numbers, bank account information
- EYLOG oversee and prepare payroll: Submit to Chair/Manager/Accountant monthly
- Oversee Bank Accounts with the Chair and make any payments required, including PAYE
- Liaise with accountant to ensure Payroll is effective, NEST is up to date and all tax bills are satisfied on time.
- Follow up on outstanding debtors and inform the Chair of any bad or doubtful debts.
- Contribute to business planning, particularly financial forecasts.
- Attend committee/staff meetings and take minutes if required.
- Update the Charity Constitution/OFSTED if required.
- Complete paperwork and necessary checks for new Committee members.
- Update Website when required.

**Health and safety**:

- Update Risk Assessments on a yearly basis.
- Discuss with SM any issues highlighted in setting Risk Assessments.
- Organising PAT Tests.
- Fire Extinguisher checks.

Ofsted Registration No.: EY316991

Registered Charity No.: 1041121
- Building and Ground checks.
- Report all the above at each Committee meeting

**Person Specification**:
**Essential**:
Proven skills and experience of an office environment

Knowledge of computer word processing and spreadsheets

Good communication and interpersonal skills

Ability to prioritise tasks, work to deadlines and deal with multiple demands on time

Ability to stay calm under pressure

Ability to work independently but ask for assistance when necessary

Experience of dealing with money and accounts

Ability to work using own initiative and as part of a team

An understanding of equal opportunities and safeguarding

Ability to be flexible and methodical: with a willingness