Job title

Department

Reports to

Line manages

Job summary

Finance Administrator (part-time)

Business Support

Bursar

n/a

The Finance Administrator is a key member of school support staff and will liaise regularly with the Bursar
and members of the Senior Management Team.  The Finance Administrator will ensure that all aspects of
finance across the school are dealt with in a timely and efficient manner.

Key duties and responsibilities

  Work together with the Finance Manager to ensure that finance functions of the school are dealt



with in a timely and efficient manner
Liaise with the Admissions Registrar and add new pupil starters and joiners to the MIS system for
billing. You will be expected to keep the Billing Ledger up to date at all times, so that it accurately
reflects the number of pupils in school

  Record all deposits paid in respect of new pupils and arrange refunds for leavers, where applicable
  Assist in rolling over MIS system at the year end including return of deposits of pupils leaving
  Prepare and process all fee invoices
  Prepare and process direct debits in respect of fee payments
  Prepare and process the termly report for School Fee Plan, a scheme which enables parents to pay

fees on a monthly basis

  Process purchase orders and pay supplier invoices
  Assist in maintaining all payroll records, ensuring that tax codes, pension payments and other

deductions are correct

  Process payroll for all staff on a monthly basis, working closely with the Bursar
  Assist in producing all regulatory reporting in respect of payroll and pensions including real time

HMRC and pension reporting, P60s, P45s and the Year End Pension Certificate

  Assist in dealing with any staff queries in respect of pay
  Reconcile bank accounts and credit card statements on a monthly basis
  Undertake banking duties including paying in cash held at the nearest local branch


Input the annual budgets for the various departments in school and provide budget holders with
regular updates showing spending and funds available

  Deal with petty cash requests from members of staff, making sure the expenditure has been signed
off by the budget holder/line manager and maintain and reconcile petty cash float in both GBP and
EUROs

  Deal with all banking, including charity collections, fees payments etc
  Maintain the accounting entries in the Nominal Ledger
  Manage trip finances including reviewing costs, booking receipts, funding and post trip

reconciliations



Liaise with the St Aubyn’s School Society (parents association) processing payments and allocating
funds received via PayPal and Stripe. This also involves preparing reports to show the activity
generated by their events

  Maintain parent records in Parent Pay, setting up payment options and allocating funds received to

the correct department

  Maintain computerised records of expenditure against budget for all cost centres
  Support the Bursar in the preparation of annual budgets and the audited accounts
  Assist in the provision of monthly financial reports for the Bursar to submit to Governors
  Archive financial records ensuring that they are securely stored and disposed of according to the

legislation and best practice within the GDPR

  Attend training courses as required
  Attend relevant INSET courses
  Undertake other reasonable duties as required from time to time
  To assist in maintaining staff absence record

Safeguarding

  The postholder will be required to submit an Enhanced Disclosure and Barring Check (DBS).
  The postholder is responsible for promoting and safeguarding the welfare of all children and young

person’s they are responsible for, or come into contact with.

St Aubyn’s policy and procedure

  The postholder is required to actively follow and abide by all St Aubyn’s policies and procedures
including Equal Opportunities, Safer Recruitment and Child Protection, and will maintain an
awareness and observation of Fire and Health & Safety Regulations.

The postholder will carry out any other duties as are within the scope, spirit and purpose of this job
description as requested by the line manager or Head of Department/Section.

If during the course of time the duties and responsibilities should change, the job description will be
reviewed and amended in consultation with the postholder.

Job title

Finance Administrator

Department

Business Support

Criteria

Qualifications

GCSE English Grade 5 or above or equivalent (E)

GCSE Maths Grade 5 or above  or equivalent (E)

AAT Level 2 or above  (D)

Experience

Experience of payroll and financial systems and controls (E)

Basic accounting knowledge (E)

Experience of small business accounting (E)

Experience of working in school finance (D)

Knowledge and skills

Be able to comply with policies and procedures related to child protection and health and safety (E)

Excellent skills in oral and written communication (E)

Knowledge of Microsoft office and in particular word and excel (E)

Have an excellent standard of numeracy (E)

Knowledge of PASS for Windows (Finance MIS) and ISAMS (Academic MIS) (D)

Be able to maintain confidentiality when dealing with data of a personal and/or commercially confidential
nature (E)

Be able to work within time constraints and prioritise tasks (E)

Have a high level of attention to detail and accuracy (E)

The ability to comply with policies and procedures related to child protection and health and safety (E)

Aptitudes

The ability to remain calm under pressure (E)

The ability to multitask and not to be phased when unexpected tasks land on your desk (E)

Be able to work on your own initiative, as well as part of a busy team (E)

Discretion and tactfulness (E)

An appreciation of the School, its tradition and history (E)

Other

Current, valid UK driving licence and own vehicle (D)

E = Essential for post
D = Desirable

Nov/2025