Bursary Administrator

West House School is seeking a Bursary Administrator to assist the Bursar in the smooth running of the school’s finance office, with a focus on billing and orders. The ideal candidate will be experienced and professional, with the ability to multi-task and prioritise work, whilst remaining calm during busy periods. A calm and professional telephone manner and excellent written communication skills are essential, as well as strong attention to detail and the ability to see tasks through to the end by strict deadlines. The role will involve dealing with staff, parents and outside agencies, both face-to-face and on the phone. 

Job Description

Finance and Billing

• To enter parent and pupil details on the PASS accounting system.

• To record accurate personal information on the school’s MIS system.

• To produce termly fee invoices and extras, advances and arrears on the school’s account systems.

• To apply bursaries and discounts to pupil accounts and produce spreadsheets for bursaries, staff bursaries and sibling discounts.

• To produce interim bills and credit notes.

• To prepare after school care and club registers for billing.

• To prepare the holiday club register for billing,

• To ensure that parents are billed and the registers are correct.

• To enter receipts against accounts on PASS for nominal ledgers.

• To assist the Assistant Bursar in entering receipts against accounts on PASS for parent ledgers.

• To assist the Assistant Bursar in preparing the spreadsheet for the collection of fees, and to produce chase letters and chase late payers and outstanding fees.

• To deal with parent enquiries.

• To assist the Assistant Bursar in recording petty cash transactions.

• To assist the Assistant Bursar in registering bank transactions and recording money received from events.

• To assist the Assistant Bursar in taking cheques and cash recorded in the paying-in book to the bank. 

• To carry out credit and debit card transactions.

• To assist the Bursar in arranging routine maintenance and repairs of school equipment.

• To reimburse staff for petty cash transactions.

• To complete Nursery Grant funding applications.

• To administer Nursery vouchers.

• To complete Milk subsidy applications.

• To administer School fee plan returns relating to credit facilities for parents.

• To prepare invoices for funding and grants, PA events, and others as required.

• To produce hire and letting invoices and to ensure payment is collected.

• To complete child care costings for parents for funding.

Admissions

• To assist the Admissions department with monitoring and recording all admissions starting in Nursery or School, entering parent and pupil details on PASS.

Ordering

• To place orders for equipment and for school resources. 

• To monitor budgets for the teaching staff and their department budgets.

• To order stationery for general school use.

• To check dispatch notes and invoices.

• To chase overdue orders.

• To check deliveries against delivery notes, ensuring all orders and received in good condition and as per the order placed, and dispatch items to the relevant departments.

• To obtain authorization and approval for payment on all invoices. 

General

• To record photocopier meter readings.

• To carry out all aspects of general office administration e.g. typing, filing, faxes, e-mails, spreadsheets, post, franking machine upgrade and telephone enquiries.

• To work effectively as part of a team and to promote the smooth running and efficiency of the Bursar’s department and financial management of the school.

• To work within the agreed framework of the school’s policies and procedures.

• To attend staff meetings, staff development and training as appropriate to your position.

• To carry out such other duties which will enhance the fficiency and effectiveness of the department and school.

• To liaise with outside agencies as appropriate.

• To keep all data regarding the school, pupil, parents and staff confidential at all times. Personal and financial information relating to the school or others must not be disclosed outside of the department.

• Carry out any other tasks as directed by the Bursar.

Terms and Conditions

Salary: Competitive

Hours: 37.5 hours per week, 8.30am to 4.30pm

Type of position: Permanent, full time. West House operates an extended holiday contract with 8 weeks of holiday to be taken in school holidays.

Holidays: 40 days holiday a year (200 hours) and 8 bank holidays. 20 days holiday to be taken during school shutdown and 20 outside term time.

Benefits: Eligible for discount on school fees for pupils at West House School Nursery, West House School (for boys) and Edgbaston High School for Girls (subject to normal admissions procedures), discount on fees for Holiday Club provision, eligible to join a Contributory Pension Scheme, lunch in term time.

Start date: As soon as possible

How to apply

Download an application pack and application form from our website: https://www.westhouseprep.com/useful-info/vacancies/

To apply for this role, forward a completed application form and a covering letter addressed to Ann Doyle, Bursar, outlining why you feel that your skills and experience would equip you to take on this role, by email to: recruitment@westhouseprep.com

The deadline for applications is Monday 5th September 2022 at 9.00am

Short listed candidates will be contacted to arrange a suitable time for interview during the week beginning 12th September 2022.

West House School is committed to safeguarding and promoting the welfare of children and young people and expect all staff and volunteers to share this commitment. All successful candidates will be required to undergo all statutory checks including an enhanced DBS check. A copy of the Recruitment, Selection and Disclosure Policy is available on the website.  

This post involves working with children and is exempt from the Rehabilitation of the Offenders Act 1974 and all subsequent amendments. All convictions, police cautions or “bind overs”, including any that would otherwise be considered “spent” under the Act must be disclosed, and will be taken into account in deciding whether to make an appointment.