Finance and Exams Assistant
Grade: NJC Scale 3
Responsible to: Senior Finance and Exams Officer
Hours Per Week: 30 (Term Time only plus up to 5 days paid overtime during the summer
holidays).
Main Purpose of Post
To provide an effective financial support role to Senior finance staff at school ensuring that local financial processes support the overall policy and performance of the Trust.
The post holder also supports the Business Manager, the Treasurer of Worcestershire Association of School Business Management (WASBM) with financial administration.
To assist the Exams Officer in managing the effective and efficient administration of internal and external examinations in accordance with the Joint Council for Qualifications (JCQ) regulations.
Specific Duties:
School Finance
• To arrange orders for goods and services.
• To process invoices on the school finance system and arrange payment accordingly.
• To organise and process school fund transactions (pupil trips/events) and associated financial work.
• To raise invoices where the school has supplied goods or services.
• To organise the banking of cash.
• To maintain the petty cash system.
• To deal with financial queries and support users of the finance system.
• To maintain the Civica finance system data.
• To assist with the lockers system.
• To maintain the school inventory
• To support month-end processes as required.
• Other financial duties as the Senior Finance Officer or Business Manager assigned.
WASBM Finance
• To reconcile member subscriptions using the WASBM website to ensure payment is received and member invoices are cleared.
• Liaising with website administrators and WASBM committee members as required.
• To invoice individuals and organisations in relation to WASBM income e.g. conference fees and to chase payments not received.
• To pay WASBM invoices and use Lloyds online banking process when appropriate.
• To maintain the WASBM finance system (Xero) ensuring the database is up to date and reconciles with website transactions.
• To carry out monthly reporting and reconciliation of bank accounts, debtors and creditors.
• Other financial duties as assigned by the WASBM Treasurer or Chair.
Exams Support
• Assist with the management and coordination of all aspects of the exam admin process
• Manage time effectively to ensure key tasks are completed and deadlines are met.
• Support arrangements to receive, check and store question papers and exam material securely
• Comply with JCQ and awarding body regulations, guidance and instructions and keep up to date with developments and changes
• Use IT systems to submit and manage awarding body registration, entry data, awarding body results information and post-results services in accordance with the regulations to the published deadlines
• Support the arrangements for the timetabling, rooming, seating, resourcing and invigilation of examinations in accordance with the regulations
• Assist with procedures to ensure all candidates are notified of their exam entries and the dates and times of their exams/assessments in accordance with the regulations
• Assist with administrative tasks associated with centre-assessed work in an accurate and timely manner in accordance with the requirements of awarding bodies and moderators
• Support the Special Educational Needs Coordinator (SENCo) in implementing exam access arrangements or reasonable adjustments for eligible candidates
• Support arrangements for the secure storage and dispatch of exam scripts for marking
• Ensure all exam accommodation is prepared in accordance with the requirements
• Deploy fully trained invigilators to exam rooms according to the requirements
• Support emergency access arrangements for eligible candidates as the need arises
• Maintain the confidentiality and security of candidates' responses and assist with the dispatch of scripts according to the requirements
• Assist with the planning, preparation and management of the restricted release of results and the distribution of provisional statements of results in accordance with the regulations
• Administer the receipt, distribution and retention of exam certificates
• Undertake training, update or review sessions as required
• Undertake other duties appropriate to the grade and responsibilities of the role as may be required by the Exams Officer / Head of Centre
Qualifications and Training
The post holder must have:
• A good standard of education
• Can demonstrate relevant training courses.
• A willingness to undertake new training as required.
The post holder should have:
• A formal work-related finance/admin. qualification e.g. AAT, BTec
Experience and Knowledge
The post holder must have:
• Previous financial experience in the workplace.
• Previous office experience.
• Previous experience with Microsoft packages particularly Excel and Word
• Previous experience of Financial Software.
The post holder should have:
• Previous experience working in a school finance role.
Skills and Abilities
The post holder must have:
• Strong finance skills.
• Excellent organisation skills.
• Excellent communication skills.
• Excellent interpersonal skills.
• Ability to remain calm under pressure.
• Ability to deal with sensitive information professionally.
• Good I.T. skills.
ADDITIONAL FACTORS
The post holder must have:
• A professional approach to work, being punctual and smart in appearance.
• A flexible approach to work when necessary.
• A commitment to providing a high-quality service to the school's 'customers'.
• A desire to work with children as well as adults.
Apply now to be considered for this rewarding role.