Accounts Assistant

**Accounts Assistant**

Port Regis is one of the country’s leading co-educational day and boarding schools for children aged two to thirteen. A school in which tradition and innovation have gone hand in hand for more than a century, we provide a thoughtful, rounded education that enables children to thrive. This education goes well beyond our beautiful buildings and outstanding facilities - it is rooted in our culture and values.

**Role Profile**

**Remuneration and Benefits**
- Competitive salary, pension and holiday benefits.
- An employee assistance programme with extensive support in relation to wellbeing and wellness, finance and legal, work and personal issues, as well as a wide range of rewards and discounts.
- Complimentary use of the School’s staff gym and Sports Centre.
- Delicious meals in our Dining Hall during term time.
- Generous staff school fees discount.
- To join a delightful team and exceptional working environment.

**Hours of Work**

This is a full-time role during term time but there is potential for the hours to reduce to part-time (no less than 3 days a week) during school holidays.

**Start Date**

As soon as possible.

Reports to: Financial Controller
- Responsible for the day to-day running and co-ordination of all accounts payable. Responsible for planning own daily workload, ensuring that the chain of events from receiving an invoice or expense claim to payment are met with speed and accuracy.
- Ensure all invoices are registered on the system, then sent to the appropriate delegated signatory for authorisation and matched on the system promptly to enable payment.
- Ensure that all relevant documentation related to payment of invoices is accurate and attached before payment is made, such as purchase orders and delivery notes, bank details and company addresses.
- First point of contact with all creditors who may have queries regarding outstanding invoices, or staff

/ non staff expenses.
- Ensure all batch payments are accurate and match to payment information recorded on invoice register. Raise one off payments when required.
- Ensure all invoices are correctly coded on the nominal, authorised and paid within creditors time restrictions.
- Update all supplier statements, liaise, negotiate, retain copy invoices when necessary and ensure information is maintained and filed.
- Responsible for all employee and non-employee expenses including registering, calculations, coding and mileage are correct and receipts are present before preparing for payment.
- Ensure all supplier account details such as account number, sort code and account name are up to date and maintained.
- Raise petty cash when required. Process and reconcile petty cash account.
- Enter credit card and Paypal transactions, code and reconcile statements, when required.
- Financial coding of documents with nominal codes. Nominal journal posting as required.
- Assist with preparation of year end transactions and audit.
- Maintain pre-payments file.
- Maintain in-year capital expenditure file.
- Complete weekly bank reconciliations, to include cash postings from the bank statement, when required.
- Enter and allocate internal issues from the catering department.
- Manage mobile phone contracts.
- Manage hire of external minibuses. Update insurance policy to include additional vehicles.
- Place orders requested by Heads of Departments and/or Bursar, with suppliers or online.
- Submit meter readings to suppliers and update spreadsheet for Bursar.
- Annual archiving of invoices and documentation, to include disposal of previous years.
- Assist the Bursar with any tasks/queries as required.
- From time to time, general office duties in support of your colleagues, or when cover is required, to include (but not limited to):

- Secretarial and administrative duties for the Bursar as required.
- General reception duties.
- Postal arrangements for outgoing mail, including the franking machine and recording details of recoverable postage items.
- Maintaining the key cabinets and the issue and receipt of keys to buildings on the school campus.
- Organisation of driving tests for minibuses.
- Arrangements for the taxing of vehicles, MOT testing and regular servicing of the four minibuses and the maintenance and grounds vehicles.
- Keeping a register of all staff vehicles numbers.
- Maintenance of stationary cupboard and associated stock control.
- Telephone system: ensure call logging system is operational, monthly printout, liaising with the system manager regarding faults, raising invoices to staff for private calls.
- Raising purchase orders for authorisation by the Bursar.
- Maintenance of the Bursary filing systems for general administration.
- Such other administrative, secretarial or accounting duties as may from time to time be required by the Bursar.

**Person Specification**

**_Essential _**
- A commitment to promoting and safeguarding the welfare of children
- Excellent communicator (verbal and written) and ability