JOB DESCRIPTION AND PERSON SPECIFICATION Job Title: Grade: Responsible to: Responsible for: Purchase Ledger Administrator AYR Up to £25,479 depending upon experience. (Pro rata for part-time) Finance Manager N/A Working Relationships and Contacts: All Staff, Students, and suppliers 1) Job Purpose: Under the direction of the Finance Manager to administer the systems and process within the Finance Department. To work flexibly across a range of functions, including but not limited to: Purchase Ledger control, BACS payments, petty cash, purchase order processing, general administration and reconciliation of school credit cards. 2) Key Performance Areas: • Purchasing Goods and Services Place orders for materials, equipment, or services needed by various departments, ensuring timely and accurate procurement. • Processing Supplier Invoices Accurately input high volumes of invoices into the accounting system, ensuring correct coding to general ledger accounts and cost centres. • Invoice Matching Match invoices to purchase orders and delivery notes (three-way matching), resolving discrepancies with relevant departments. • Payment Processing Prepare and execute monthly payment runs, ensuring payments are authorised and align with supplier terms and company cash flow. • VAT Calculations Calculate VAT owed on purchased items and ensure compliance with tax regulations. • Record Keeping Maintain accurate records of all transactions, filing invoices and payment documentation electronically or physically. • Communication with Suppliers Handle queries, resolve disputes, and maintain strong relationships with suppliers to ensure continued service. • Compliance and Internal Controls Follow company policies and financial regulations, identifying areas for process improvement and ensuring audit readiness. 3) General Duties: • To participate in the school’s staff appraisal system as appropriate • To take responsibility for promoting and safeguarding the welfare of children and young people • To present the best possible image of the school in general, and, in particular, in all contact and communications with the general public, visitors, parents, students, customers, suppliers and all other external organisations. • To undertake training and staff development as needed and as determined by the school management. • To undertake such other duties, commensurate with the post, which your managers, or other members of the Senior Management Team may reasonably and occasionally require, including working evenings and covering for absent colleagues. • To cover occasional term-time Saturday mornings in accordance with the rota determined by the Office Manager. 4) School Policies and Procedures: a) To adhere to all school policies and procedures, especially those relating to Students, Health and Safety, Equality of Opportunity and Human Resources, and the Financial Regulations and Procedures. Signed: [Bursar] Signed Postholder: Date: Date: PERSON SPECIFICATION FOR POST OF FINANCE ADMINISTRATOR ASSESSMENT METHOD Essential Desirable Certificate Application Documents Reference Selection Process Qualifications Good general level of education Relevant Vocational qualification Higher qualification (e.g. HND/C) Experience and Interests Use of a modern computer system Finance office work in medium sized organisation Worked in a school or college Skills and Understanding Good key board skills Good interpersonal skills Good communication skills Good people handling skills Practical problem solving skills Business software such as Excel, Access. Corero Resource 3200 Personal Attributes Suitable to work with children and young people Commitment to high standards of service Honesty Numerate Well organised Team player Able to time manage and prioritise Attention to detail Tidy approach to work Able to work under pressure/meet deadlines Adaptability/Enthusiasm Common sense Smart appearance Sense of humour ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ CRB/ISA ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓