ELMHURST BALLET SCHOOL
15,000 - 28,000 per year
modern, purpose built, state of the art dance complex on the edge of Birmingham City centre
Full-time
Purchase Ledger and Payroll Officer The School is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. Post: Salary: Contract: Purchase Ledger and Payroll Officer £15,000 - £16,800 per annum (actual part-time salary), Full-time equivalent £25,000 - £28,000 3 month probationary period, followed by a permanent contract. Reporting to: Director of Finance and Operations Working closely with: Director of Finance and Operations, Finance team, Support Staff. Hours: Purpose of the job: 22.5 hours per week over 3-4 days. Majority of hours to be within school hours (8.20-5.30). 52- week contract (not term-time only). The purpose of this job is to work with the Management Accountant and the Director of Finance and Operations to ensure that supplier and staff payments are accurate and made in a timely manner, and to support the Management Accountant with other areas of general accounts including petty cash, expense claims and accounts preparation. This post holder will need to be able to work within a small finance team and will be responsible for the purchase ledger and the preparation of the school monthly payroll data including liaising with the payroll bureau for processing, checking the accuracy and completeness of payroll bureau reports, along with other finance related duties. The successful candidate will work towards fulfilling the school’s commitment to a high-quality provision for students and will promote and embody the school’s ethos: the Elmhurst Way. Based in a modern, purpose built, state of the art dance complex on the edge of Birmingham City centre, this post presents a unique opportunity to work with up to 200 of the most gifted and talented young dancers from the UK and beyond, most of whom are supported by specialist Government funding. : s e i t i l i b i s n o p s e R d n a s e i t u D n i a M Accountabilities: Payroll • Prepare monthly payroll and expenses for approximately 100 employees ready for submission to outsourced payroll bureau. The payroll comprises both salaried and hourly paid personnel, to include: 1. Liaison with HR Officer to process starters and leavers 2. Completion of monthly payroll amendments spreadsheet including pay changes, overtime, starters/leavers, hourly paid staff timesheets, pension adjustments, sickness pay, holiday pay and maternity/paternity/adoption pay. 3. Ensuring all amendments are appropriately authorised. 4. Chasing up missing timesheets. 5. Checking accuracy and completeness of payroll reports generated by the payroll bureau. 6. Posting all deductions to Sage 200 including HMRC and pensions. • Ensure National Living Wage increases are reflected in pay rates. • Liaise with payroll bureau to resolve staff payroll queries. • Provide information to pension and employee benefits providers. • Provide information to payroll bureau as required for pension auto- enrolment and re-enrolment purposes. • Upload pension contributions to the relevant online portals and set up any relevant payments. • Enrol new starters onto relevant pension schemes. • Preparation of P11Ds. • Attend relevant payroll CPD training. • Supply information for annual school census. School accounts End to end management of the Sage 200 Purchase Ledger, including: 1. Logging, coding and distributing purchase invoices for authorisation. 2. Flagging up invoices from new suppliers, price increases and other unusual items. 3. Setting up payment runs on the online banking system and via occasional cheques. 4. Ensuring prompt payment of suppliers via regular payment runs. 5. Setting up new supplier accounts on purchase ledger and verifying changes in supplier BACs details. 6. Handling supplier disputes and queries regarding invoices and payments. 7. Investigating debit balances and taking action to eliminate them. 8. Reconciliation of supplier statements. 9. Filing of purchase invoices. 10. Posting of payroll and supplier related bank payments to Sage. • Manage all aspects of petty cash and staff expense claims. • Support the Management Accountant with accounts preparation work. • Support the Management Accountant with preparing information for the external auditors. General • Attend and participate in staff and working group meetings and training as appropriate. • Adhere to and work within Elmhurst School practices and policies including those relating to Equal Opportunities. • Promote the Elmhurst Way In addition to the responsibilities outlined above, it is possible that there will be specific duties, tasks or responsibilities which may from time to time be required in line with school development priorities. The job description is non-contractual, which means that should the needs of the school change in the future, the Principal may require reasonable variations consistent with the job title. PROFESSIONAL DEVELOPMENT Elmhurst is committed to a continuing Staff Development Programme. Each year, all staff receive in-service training at the school and, for this purpose, they are required to take part in up to the equivalent of 5 days of INSET sessions which usually take place outside of students’ term dates. Through the Performance Management and annual review meetings, staff are encouraged to attend relevant courses to enhance and update their professional skills. In common with all employees of the school, the post-holder will: • Share the motivation to work with children and young people. • Have the ability to form and maintain appropriate relationships and personal boundaries with children and young people Person Specification: The School is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. Essential These are qualities without which the Applicant could not be appointed Qualifications • Good general education appropriate to the post. Stakeholder Focus • Demonstrable understanding of Elmhurst as an organisation, school vision and needs. Desirable These are extra qualities which can be used to choose between applicants who meet all of the essential criteria Payroll qualification Sage qualification Bookkeeping qualification • • • • Other relevant Business or Finance qualifications Knowledge & Experience Skills • • • • • • • • • • • • Experience of managing end to end purchase ledger Experience of uploading payments to bank Experience of managing petty cash Experience of preparing payroll Experience of managing pension scheme administration. Experience of using accounts software to manage and control finance, preferably using Sage. I.T. literate including Microsoft office suite and internet. Experience of working with a variety of different professionals to ensure a positive outcome and ensure best interests of employers’ core purpose. Evidence and experience of responding positively to change. Experience of working with external services. Evidence of project management. Ability to quality assure work so that it is consistent and of a high standard. • High level of attention to detail. • Excellent ICT skills. • • • • • Experience of working in a school environment Experience of working in a charity/not-for-profit environment. Experience of auto-enrolment / re-enrolment. Experience of using Sage 200 accounts system Experience of accounts preparation Method of assessment Certificates Application form Interview Professional References Application Form Interview Professional references Application Form Interview Professional references Personal competencies and qualities Other • • • • Evidence of clear focused communication & active listening skills. Excellent command of English Language for writing emails, letters and other communications. Analytical Skills: Ability to provide and analyse reports. Pragmatic approach to problem solving. • High level of personal integrity. • Dynamic, charismatic, energetic and self- motivating. • Highly organised. • Methodical and high level of attention to detail. • Well presented & personable. • Genuine enthusiasm and the ability to work well within a wider staff team. Being proactive rather than reactive Ability to use initiative: solutions focussed Excellent interpersonal skills Excellent attendance & punctuality records. Flexible approach to the working day. • Can-do attitude • • • • • • Clear, firmly held values. • • An awareness, understanding and commitment to equal opportunities. Ability to establish and develop positive relationships throughout the school. Loyal and committed to the school. • • Interest in Dance and/or the Performing Arts. • Knowledge of Safeguarding and Child Protection. Application Form Interview Professional references Application Form Interview Professional references In common with all employees of the school, the post-holder will: Share the motivation to work with children and young people. Have the ability to form and maintain appropriate relationships and personal boundaries with children and young people. EQUAL OPPORTUNITIES POLICY STATEMENT Elmhurst Ballet School serves a diverse body of young people from different communities, backgrounds and experiences, brought together by their love and commitment to dance, their talent and their work ethic. It is a core value of this school that dance is for everyone. In the same way, we deeply recognise the importance of a diverse staff, which enriches our school with different experiences, ideas and ways of thinking. We uphold that sense of belonging is a key part of wellbeing and believe also that a diverse staff increases a sense of belonging for our diverse student body. We welcome applications from people of all backgrounds, ages, race, genders, sex, sexual orientation, family circumstances, and from all faiths or none. If you share our core values – caring, inclusive, inspiring, dynamic, courageous and proud – and you have the relevant experience and skills listed in our person specification – we want to hear from you! There is always more work to be done to make our school and workplace – and the wider world we all live in – more inclusive and more kind. We hope you can be part of this endeavour and that your own voice, experience and actions will build our knowledge even further. We aim to ensure that all people with whom we work are valued for their contribution and are given the opportunity to realise their full potential within the organisation. Elmhurst School believes that following a policy of equality of opportunity will benefit not only the individual but will also benefit and enrich the whole organisation. DISCLOSURE & BARRING SCHEME This post is classed as having a high degree of contact with children or vulnerable adults and is exempt from the Rehabilitation of Offenders Act 1974. An enhanced disclosure will be sought through the Disclosure and Barring Scheme as part of our pre-employment checks. ADDITIONAL INFORMATION The job holder is required to contribute to and support the overall aims and ethos of the school. All staff are required to participate in training and other learning activities, and in performance management and development as required by the schools’ policies and practices. The duties and responsibilities listed above are provisional. Further details may be supplied when the person is appointed. The post holder is expected to accept any reasonable alterations that may from time to time be necessary.