JOB TITLE: Finance & Property Administrator

Working hours: 9am – 2pm Monday to Friday, term time, plus two weeks during non-term time (0.6142FTE)

GRADE: Bristol Grade 6-7 (depending on school experience) £21,968 - £24,054 1.0FTE (pro-rata £13,492 - £14,773)

MANAGED BY: School Business Manager

Purpose of the Job

To provide accounting and administrative support in the provision of financial, property maintenance and office services to the school. Reporting directly to the School Business Manager (SBM).

Hotwells Primary School is part of Cathedral Schools Trust (CST). The new employee will need to be able to work with staff across our school as well as with the central team at CST and other school offices across the Trust.

Key Job Requirements

Finance responsibilities

Dealing with written, telephone and personal enquiries

Raising and processing of purchase orders to feed through to the central finance office

Reconciling the School Comms banking

Reconciling credit card purchases

Processing staff expenses claims

Chasing any school debt

Letting income: invoicing for all lettings and additional income, such as additional nursery hours

Adhoc requirements to source school items / suppliers.

Maintaining spreadsheets with costs that have been incurred in the academic year

Assisting SBM with information required for management accounts & the budget setting process.

School office administration responsibilities

Dealing with written, telephone and personal enquiries from parents, staff, suppliers and the central CST administration

Staff training records administration: maintaining the records and booking courses as required, including the first aiders

First aid records: maintaining the online records and keeping SBM updated with incidences

School dinners: report daily dinner requirements of pupils and staff for the catering team

SIMS updates

Single Central Record maintenance (SCR)

Helping manage the Inventry (entrance) system

First aid to pupils. The relevant training for this will be provided.

Some of these responsibilities will be shared with the Office Administrator, who will take the lead role with them. However, it is essential that the two administrators can shadow each other on key daily tasks, such as dinner administration.

Property maintenance responsibilities

Maintaining and monitoring iAmCompliant (property maintenance software) for property issues & maintenance

Booking routine maintenance visits

Obtaining quotes for property projects

Adhoc monitoring of property issues that occur, such as heating issues and co-ordinating with the caretaker on such issues.

Keeping SBM informed on all things property!

General knowledge & skill set required

Basic bookkeeping knowledge: the role will involve raising adhoc and routine purchase orders

Experience in the use of computer systems and keyboard skills

Experience in office administration, including SIMS.

Good working knowledge of Excel

Working knowledge of word processing

Some experience/understanding of finance packages

Abilities and aptitudes

Able to communicate effectively with colleagues, parents and visitors as well as children

Ability to organise and prioritise work and to adhere to deadlines and targets

A flexible approach to the working day

Great people skills

When will the job start?

Ideally the job will commence as soon as possible and is a fixed term contract until 14th May 2024 unless there is the earlier return of the post holder (who is covering maternity leave elsewhere in the Trust). We can be flexible with the start date.

Closing date: 12pm on Friday 19th May 2023

Interview date: Wednesday 24th May 2023