Finance Assistant in Sunbury-on-Thames, Middlesex, UK

Employer: Pavilion Day Nursery

Location: Sunbury-on-Thames, Middlesex, UK

Hours:

Salary: £9.46 - £9.99 per hour

HOURS: 8:00am- 14:00pm

SALARY:£9.46-£9.99 per hour

REPORT TO: NURSERY MANAGER

START DATE: As soon as possible

Job Purpose: To work closely with the Finance Manager in the completion of finance and administration functions for the Nursery. To aid the Nursery Manager in administration duties.

RESPONSIBILITIES

General Duties/Administration

  1. Respond to parent queries in a timely manner

  2. Ensure adequate prospectus paperwork is always available for show rounds i.e. application form, terms & conditions etc

  3. Ensure adequate registration paperwork is always available for new parents i.e. registration form, parent handbook

  4. Shred all internal confidential paperwork on a timely basis

  5. Process FEE and FEET applications to Surrey County Council; ensuring all relevant paperwork has been completed by parents and the portal is kept up to date

  6. Order supplies i.e. cleaning supplies, stationery, educational supplies etc; checking suppliers for competitive quotes

  7. Organise correspondence to new parents; confirming sessions, fees etc

  8. Update the Cool Milk website monthly to apply for free milk for under 5’s

Personnel Administration

  1. Ensure all induction pack documentation is returned completed fully and with copies of all relevant paperwork

  2. Issue Contracts of Employment

  3. Obtain DBS checks for new personnel and ensure all DBS checks are current for existing personnel

  4. Obtain new personnel references from previous employers

  5. Maintain employee files in accordance with the Data Protection Act

Financial Administration

Sales Ledger

  1. Use reports from the Nursery database software to issue accurate monthly invoices to parents for both the Nursery and After School Club; ensuring all new starters and session changes are accounted for, as well as deposits

  2. Organise the addition of new customer records to Sage Line 50 Software

  3. Organise the processing of cheque/cash receipts on Sage Line 50

  4. Organise the banking of cheque/cash receipts at a local HSBC bank

  5. Chase aged debtors

  6. Liaison with debt collection agency to recover bad debts where necessary

Purchase Ledger

  1. Ensure orders for purchases of goods and services are posted on system with correct authorisation and emailed to suppliers

  2. Organise the adding of new supplier records to Sage Line 50

  3. Post supplier invoices on Sage Line 50 when received; accurately recording ledger codes, audit trail number & amounts

  4. Match all invoices to delivery/service notes ensuring any queries resolved with suppliers

  5. Obtain management authorisation on all invoices

  6. Maintain files of invoices, remittances etc.

Misc

  1. Cover in the rooms when necessary; primarily in the mornings and during lunch breaks.

  2. Obtain benchmarking information on:

    1. Nursery fees

    2. After School Club fees

    3. Staff Salaries

Any other duties as instructed from time to time appropriate to the grading of the post.

PERSON SPECIFICATION

Knowledge, skills, qualifications and experience
  1. Good level of general education including GCSE Maths and English

  2. Good working knowledge of Sage Line 50 and Microsoft Office; especially Excel

  3. Two years experience working in administration/accounts

  4. Excellent organisation skills; able to manage a busy, varied workload

  5. Excellent communication skills, both oral and written with parents, suppliers and colleagues

  6. Experience of typing professional documentation including letters, agendas etc

  7. Experience of working within a confidential personnel environment

  8. Strong attention to detail in both accounting and documentation

  9. Understanding of and commitment to equal opportunities and the ability to apply this to the work of the post

  10. Good customer care skills

  11. Willing to work flexibly around the demands of the role

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