Payroll and Accounts Assistant

**Job Description and Person Specification**

**Job title** Payroll and Accounts Assistant

**Employment Status **18 month Fixed Term, Full Time

**Working Pattern **37 hours per week all year round (52 weeks)

8.30am to 5.00pm Monday to Thursday (4.30pm Friday)

(1 hour unpaid lunch break daily)

**Annual Salary** A23 - £25,589

King Edward’s School is committed to safeguarding and promoting the welfare of children and young people and expects all staff to adhere to the School’s Safeguarding Policies and Procedures.

**Responsible to**:
Finance Manager for line management responsibilities and the Bursar & Chief Operating Officer, who has overall responsibility for support staff.

**Responsible for**:
Supporting the Finance Manager in processing the payroll for staff across all 3 Schools in a timely and accurate manner and be responsible for managing the school’s payroll operations ensuring that each stage of the payroll process is actioned properly; that staff are paid correctly; that appropriate and accurate information is provided to the Finance Manager and that correct information and payments are made to the HMRC, pension providers and other statutory bodies. In addition, the role will carry out additional accounting and finance activities on both the Sales Ledger and Purchase Ledger.

The monthly payroll is processed in-house using _Payroll Plus_, part of the _PASS _software system, on which training will be provided.

**Main Responsibilities**:
**Payroll Duties**

Completing payroll processing for each pay period, ensuring that staff are paid on time and receive the correct payments.

Understanding and following payroll procedures and payroll related forms.

Inputting, maintaining and updating all employee records on the payroll system.

Assisting the HR department in reviewing all salary information for new employees or amendments to contract

Processing overtime and expense claims or payroll deductions for employees.

Preparing the payroll BACS file for authorisation.

Complying with relevant legislation and regulations (eg Pension reporting, HMRC reporting).

Assisting with month-end processes essential for statutory and other returns (eg reconciliation of Payroll, filing of Pension returns, RTI reporting to HMRC etc)

Assisting with year-end processes (eg reporting to HMRC, pension reports for all schemes operated by the School and preparation of P60s).

Dealing with payroll queries from employees.

Maintaining confidentiality of employee’s pay records

Completing payroll reports for review by Finance Manager and Bursar

13. Preparing budgetary information from the payroll as required by the Finance Manager and provide support to the Finance Manager and Bursar during the annual budgeting process

14. In conjunction with the Finance Manager and HR Manager, planning the best way to implement legislative changes and ensure that standard procedures are developed to support any such changes

15. Participating in any projects to develop the payroll processes, taking a lead on identifying improvements and playing a key role in implementing any resultant changes

**Billing Duties**

Providing assistance with the charging of termly fees and other income.

Maintaining digital records of all termly fee bills and charging batches

Preparing termly and monthly BACS files for authorisation.

Calculating salary deduction for staff who are parents at school.

Administrating and reconciliation of school trips and tours.

Undertaking pupil charging and refunding not included within the cashless portal.

Assisting and attending with the Debtor meeting.

Preparing and calculating the Fees in Advance schedules as and when required.

**Other Duties**

Providing assistance to the Purchase Ledger team, matching invoices to purchase orders, batching and coding of invoices, investigating discrepancies in accordance with agreed procedures.

Preparing the Monthly bank reconciliation as required.

Participating in Office filing, photocopying and any other ad hoc duties as directed by the Finance Manager.

The above list is not exhaustive but summarises the key roles to be performed and other duties may be required and directed by the Finance Manager. A willingness to respond supportively to changing circumstances and/or the changing needs of the School is part of working in a school environment and is expected of the postholder.

**Pension Scheme**

You will be automatically enrolled into the School’s Support Staff Personal Pension Scheme with an employer’s contribution of 6% of salary, to be matched by a 2% employee contribution.

**DBS Clearance**

**Safeguarding**

All staff are in a position of trust and have a duty to keep children and young people safe and to protect them from neglect and physical and emotional harm. This duty is in part exercised through the development of respectful caring and professional relationships between staff, children, and young people. Staff are expected to be familiar with the