Finance Administrator

Mar 28, 2018 by

Al-Khair School Published: 28 March 2018
Croydon, United Kingdom
Job Type


Al-Khair Secondary School is a high achieving school, which has an excellent academic as well as pastoral record. We place the utmost importance on nurturing our students in a holistic manner to be the best they can whatever their chosen specialisation may be in the future. We would like our students to realise their individual potential and live as valuable and beneficial members of society that will bring benefit to all who they come across.  If you share our values and would like to be a part of our exciting, rewarding and demanding vision, please complete an application form and return it with a covering letter to: The application form is available to download from our website.

Deadline to submit application: Monday 1st May

Applications will be reviewed upon receipt and shortlisted candidates will be invited to an interview from the week beginning Tuesday 2nd May – Fri 11th May 2018.

Start date: September 2018


Responsible to:           Finance Manager


Competitive salary depending upon qualifications and experience


Main Responsibilities:

  • Providing support and leadership for the school across all aspects of the school’s admin duties and finances
  • To be the key interface between the Primary School & AKS Accounts
  • To be responsible for the effective management of Admin policy, controls, procedures and governance so that the school is fully prepared to meet the demands of audit, Ofsted and admin/financial standards.
  • To support the administrative function of the school during the school holidays by taking telephone calls, relaying important communications to school staff, manage admission enquiries and process.
  • Engender effective communication and team working approach across the school.
  • Attending meetings, liaising and communicating with colleagues in the school as appropriate.

The post holder is required to carry out the following tasks:


School fees & other income management

  • Maintain up to date and accurate school fees record
  • Raise Annual fees letter, Annual Invoice and Statement of Account for all on roll Family Accounts
  • Raise Term 2 & 3 Statement of Accounts for all on roll Family Accounts
  • Manage Fee & Deposit refunds authorisation and oversee processing by Accounts
  • Ensure collection of the correct level of Advance Fee Deposits
  • Process any refund donated back to the school
  • Maintain Primary & Secondary cash/cheque school receipts book
  • Process Early Years Funding claims and receipts reconciliation
  • Process Early Years Funding impact on Family Accounts and issue revised Statement of Account
  • Implement school fee increases by updating school information sources, policies, contracts and databases.
  • Managing and monitor and reconcile all non fee income
  • Perform end of accounting year reconciliation of fees and deposit accounts reconciliations for AKF Accounts
  • Provide end of accounting year debt provision proposal to AKF Accounts
  • Provide end of accounting year debt write-off proposal, authorised by Heads, to AKF Accounts
  • Investigate options for implementation of automated school fees payment /credit control system.

Credit control

  • Maintain up to date and accurate school fees debt record
  • Undertake timely bank statement reconciliation to monitor and the match fee income with dues as per Fees Database in line with debt action timetable
  • Ensure the proper collection, reconciliation and banking of monies received by the school including the reconciliation of the school bank account and petty cash
  • Apply the schools monthly 7 Step Debt Action Policy to pursue overdue fees with payment reminders, demand notice, final demand, exclusions, withdrawal notice, debt collectors, legal action.
  • Maintain dated audit trail of credit control procedures applied
  • Manage contract with Debt collectors – monitor performance, costs and undertake regular reconciliations on receipts
  • Annual closure of accounts with zero balance and no on roll students

Expenditure / Purchase Order Management

  • Implement purchase order system and oversee purchase ordering
  • Reconcile invoices to purchase orders
  • Coding and authorisation of Invoices
  • Ensure all invoices are filed and audit trial maintained
  • Match receipts to expense claims, provide coding and send to AKF Accounts for payment processing
  • Match receipts to credit card expenses and provide coding and send to AKF Accounts for payment processing
  • Maintain contract / contractor expenditure accounts to monitor vs contract
  • Research and benchmark regular suppliers for best value
  • Ensure any expenditure over £1000 is authorised by SMT only after 2 other quotes are obtained, and ensure these quotes along with the goods delivery note is provided to AKF Accounts for Invoice payment processing
  • Monitor and manage school direct debits
  • Monitor and manage school lease agreements


Annual Budget & Compliance

  • Assist Finance Manager in the preparation of the School’s annual budget
  • Assist Finance Manager with annual statutory reporting requirements



This job description is not intended to be a complete list of duties and responsibilities, but indicates the major requirements of the post. It may be amended at a future time, to take account of the developing needs of the service.


Al-Khair School is committed to safeguarding and promoting the welfare of children and young people and all posts will be subject to satisfactory references and an enhanced DBS checks

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