Assistant Bursar (Finance)

Duncombe School are looking to appoint a full-time all year round Assistant Bursar (Finance). The Assistant Bursar reports to the Business Manager and works independently on the day-to-day management of all aspects of the School’s finances and provides support and advice as part of the Business Team. Furthermore they work with the Business Manager on budgetary control and the preparation of monthly submissions to the Cognita School Support Centre.

MAIN RESPONSIBILITIES  

Management of the Fee Ledger  

• Timely preparation of the termly invoices; to be posted or emailed to parents in accordance with the agreed time schedules.  

• Ensure that all fees and other charges are posted to the correct accounting period/term for accuracy.  

• Ensure that all leavers are invoiced correctly, deposits returned and new pupils invoiced appropriately.  

• Liaise with relevant staff for any additional charges to be invoiced.  

• Ensure all bursaries, scholarships and fee discounts are recorded correctly.  

• Record all cash receipts in the remittance register and bank all receipts timeously.  

• Resolve queries from parents arising from the termly invoices  

• Producing an aged debtors list to the Business Manager within a week of the start of term and monitoring the list throughout the term.  

• Chasing the fee payers throughout the term via a phone call, email, copy invoices and letters. Keep the Business Manager up to date.  

• Prepare all documentation with regard to the fees ledger for the annual audit.  

• Keep a record of all deposits paid.  

• Keep a record of the number of pupil on roll and ensure that the fees ledger correspond with the enrolment.  

• File copies of the bursaries/scholarships/fee discount awards.  

• File correspondence from parents.  

• Keep a record of the registration and acceptance fees paid by prospective pupils. Cross check with the Registrar on a regular basis.  

• Ensure that the parent contract is submitted, signed and dated to indicate the acceptance fee paid.  

Management of the Purchases Ledger  

• Processing of supplier invoices. Obtain authorisation for payments to be made and ensure that invoices are paid according to the credit terms.  

• Ensure the Purchase Order system is managed correctly.  

• Ensure that the financial policy is adhered to.  

• Reconciling supplier statements and resolve differences.  

• Providing the auditors with appropriate documentation as requested by them in relation to the Purchases ledger.  

• Filing the invoices and purchase orders in an orderly fashion.  

Management of the Nominal Ledger  

• Maintain the nominal ledger in an orderly fashion.  

• Ensure records are kept of income received in advance, eg. trips.  

• Ensure records are kept of prepaid expenses, eg. trips. Provide files to the external auditors.   Bank  

• Prepare monthly bank reconciliation in accordance with the agreed guidelines.  

• Direct debits to be monitored and matched to known transactions and posted to the nominal ledger on a timely basis.  

• Reconcile credit card purchase transactions on a monthly basis.  

• Monitor the bank account daily for suspicious activity.  

• Monthly petty cash reconciliation.    

Management Accounts  

• Submit all necessary documentation to the School Support Centre in accordance with the monthly timetable. 

• Assist the Business Manager in preparing the annual budget for submission and presentation to the School Support Centre.  

• Monitor budgets and inform the Business Manager of any risks or opportunities.  

• Assist with the preparation of budgets and regular up-dates for budget holders and stakeholders within the School.   

Data Management  

• To provide data reports when requested.  

• Provide information for the annual School Census.   

WELFARE OF CHILDREN  

Duncombe School is committed to safeguarding and prompting the welfare of children and applications must be willing to undergo child protection screening appropriate to the job, including checks with past employers, and an Enhanced Disclosure via the Disclosure & Barring Service.  The job holder’s responsibility for promoting and safeguarding the welfare of children and young person’s for whom s/he is responsible, or with whom s/he comes into contact will be to adhere to and ensure compliance with the relevant Cognita Safeguarding; Child Protection Policy and Procedures at all times.  If in the course of carrying out the duties of the role, the job holder identifies any instance that a child is suffering or likely to suffer significant harm either at school or at home, s/he must report any concerns to the School’s Child Protection Officer/Designated Safeguarding Lead or to the Head or indeed to the Regional CEO so that a referral can be made accordingly to the relevant third party services.