Post:                           Administration Assistant (with Finance Responsibility)

Salary:                       OAT Grade 2 £16,710

Status:                       Term Time Only, plus 2 weeks 

Hours:                        Monday to Thursday 8.00am – 4.30pm, Friday 8.00am – 4.00pm   

Reports to:                Administration Manager/Operations Manager

Applications close 9am 19th April with interview to take place 22nd/23rd April

Job purpose

Under the direction of the Operations Manager, this role will assist in providing a financial support service to the academy by undertaking a range of financial, administrative and clerical support functions.  You will support and undertake the day to day operations of financial systems, in accordance with the practice and procedures of the Academy.

The role includes occasional days during the summer holidays, particularly at the end of August.

Main roles and responsibilities

  • To ensure the efficient, accurate and timely recording of all financial transactions relating to academy activities using both manual and computerised systems.
  • To maintain robust systems of internal financial control appropriate to the needs of the academy, the requirements of accounting for public funds and operation as an academy.
  • General office administration duties.

Financial processing

  • Processing of invoices, checking to purchase orders and good’s received notes, ensuring appropriate authorisation and payment in accordance with agreed procedures and timescales.
  • Manage BACS runs, ensuring all payments are entered and verified by the Operations Manager and the appropriate reports are run.
  • To record and reconcile all of the academy’s cash income and direct bank payments.
  • Assist with month-end procedures, ensuring all accounts are inputted in a timely manner.
  • Dealing with queries from suppliers (including statements), debtors, budget holders and other academy staff.
  • To ensure that all payments made by the academy are completed within supplier terms and that income due to the academy is received within a timely manner.
  • Ordering all equipment and resources for the academy and entering details within the agreed systems.

Financial Management & Control 

  • Maintain adequate records for audit and compliance requirements.
  • To liaise with the academy accountants, providing assistance and support during internal and statutory audits.
  • Ensure accuracy and completeness of postings.
  • Ensure all expenditure is correctly coded and value for money sought.
  • Maintaining an effective filing system for the storage and retrieval of financial information and ensuring the security and confidentiality of the administrative and financial data held within the academy.


  • Developing an understanding of academy policies and procedures, complying with their contents and raising concerns in a timely manner.
  • To contribute to the provision of an effective academy environment.
  • To represent the academy as appropriate at meetings and in dealing with suppliers, external agencies and other stakeholders when required.
  • To care for your own and other people’s health and safety.
  • To be aware of the confidential nature of academy business.
  • To actively model and promote the values and ethos of the academy.
  • Identify personal training needs and other learning activities as required.
  • To recognise own strengths and areas of expertise and use these to advise and support others.
  • The post holder may be required to undertake other duties that are commensurate to the post holder’s abilities, position & grade.
  • The duties listed above are examples of duties at this level and other duties of a similar level/nature may be undertaken by individuals and are not excluded simply because they are not itemised.

Finance and Administration Assistant Person

Job description Finance Assistant


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