Finance Officer (Payroll)

Job Purpose

To be the primary contact for the school’s payroll, ensuing that data is input and the payroll is processed in accordance with the relevant deadlines each month. 

To assist in the day to day operation of the Finance Department, maintaining a robust system of financial controls that meet applicable statutory requirements and agreed internal procedures. 

To provide timely and accurate financial information and analysis to all internal and external stakeholders including staff, school governors and external agencies. 

To promote a culture of excellent customer service and continuous improvement.

Main Duties:

• Payroll:

• To maintain accurate payroll records ensuring that all changes are appropriately authorised and reflected in the school’s payroll software, Edupay and the budget planning software (BPS). 

• To inform staff of monthly processing dates to ensure that any claims are processed in the correct payroll period 

• To validate all staff monthly payroll claims ensuring that they are appropriately authorised and that calculations are accurate. 

• To calculate and submit for approval payroll adjustments that are required to amend or correct individual’s prior pay periods as advised. 

• To reconcile the monthly costing report against the approved staffing budget, identifying reasons for any variances, and resolving any differences where necessary. 

• To resolve any non-contractual queries raised by staff making appropriate referrals where necessary.

• To assist in the preparation of the staffing annual budget costs using BPS.

• To ensure that annual pension contribution changes are processed correctly on the system.

• To maintain the central payroll email inbox and respond to queries in a timely manner.

• To deal with staff queries relating to their e-payslips and access to the employee portal.

 Purchasing

 To manage the day-to-day purchasing of goods and services.

 To provide support to staff using the purchasing system.

 To ensure that all invoices and orders are appropriately authorised prior to release.

 To ensure that all supplier invoices are matched to approved purchase orders, where applicable, authorised and coded prior to being entered onto PS Financials and released for payment.

 To reconcile the open item balances against supplier statements as required.

 To monitor supplier open item balances to identify any overdue payments or debit balances and to resolve any issues.

 To maintain the register of invoices received but not yet approved.

 To monitor the commitments and ensure these are cleared down as appropriate on a timely basis.

 To authorise purchases where authority has been delegated, up to a maximum value of £5,000.

Other Requirements:

• To assist with Pupil Premium funding queries as necessary.

• To complete monthly reconciliations of the debit and credit cards, ensuring that all transactions have been appropriately authorised and accurately recorded on the finance system.

• To maintain the sQuid, finance and payroll email accounts and respond to queries in a timely manner.

• To undertake other such duties as required from time to time by the Finance and Business Manager

All staff employed by Lord Williams’s School are expected to work within the following policies and procedures:

Safeguarding

• Ensure that all School child protection policies are adhered to and concerns are raised in accordance with these policies.

Health and Safety

• Take reasonable care of their own Health, Safety and Welfare and that of others who may be affected by what they do or do not do.

• Be familiar with emergency and First Aid procedures.

• Cooperate with all issues involving Health, Safety and Welfare.

• Use work items provided correctly and in accordance with training, instructions and policies.

• Not interfere with or misuse anything provided for protection of Health, Safety or welfare.

• Report any Health, Safety or Welfare concerns to their line managers as soon as is practicable.

• Ensure tasks are completed in a safe manner.

• Adhere to the School’s Information Communication Technology (ICT) and Health Safety and Welfare Safety policies.

Security and data protection

• Work within the confines of the General Data Protection Regulations and to take appropriate measures to ensure the security and confidentiality of data.

Other duties:

• Attend an annual Appraisal Interview, school and departmental meetings and training or INSET sessions as directed by the Finance Manager or the School Manager.

• Undertake any other reasonable tasks.

Reporting lines:

• This post reports to the Finance Manager

• This post has no responsibility for the management of other staff.