___JOB TITLE: Finance Assistant (Payroll & Commercial Lettings)
LOCATION: Giggleswick School
RESPONSIBLE TO: Finance Bursar
FTE: 0.5
HOURS OF WORK: 17.5 hours per week.
Monday – Friday 9am – 12.30pm (all year round)
SALARY: Grade B Points 10 – 14, depending on experience.
ANNUAL LEAVE: 25 days holiday (plus 8 Bank Holidays)
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Job Purpose
To provide effective financial, payroll and commercial accounting support to the School and its associated trading activities. The Finance Assistant is responsible for the accurate processing of payroll, financial transactions, invoicing, reconciliations and statutory returns, whilst supporting the financial management of the School's commercial and community lettings activities. The postholder will produce financial information and analysis to support decision-making, maintain accurate financial records, ensure compliance with relevant regulations and provide flexible support across the Finance and Commercial departments.
Main Duties and Responsibilities
Payroll Administration
- Administer monthly payroll process, ensuring employees are paid accurately and on time.
- Process new starters, leavers, contractual variations and other payroll adjustments.
- Undertake pension auto-enrolment activities and maintain pension records.
- Run payroll calculations, perform accuracy checks and prepare payroll analysis for review and authorisation.
- Prepare and submit BACS payment files.
- Upload payslips and P45s to the employee payslip portal.
- Submit FPS and EPS returns to HMRC.
- Prepare HMRC payment schedules, including analysis of PAYE, Tax and National Insurance liabilities.
- Prepare and upload pension contribution files to pension providers.
- Support payroll-related compliance activities and respond to audit and regulatory requirements.
- Complete annual payroll administration activities, including P60s, salary sacrifice scheme updates and annual salary and National Minimum Wage uplifts.
Commercial and Community Lets Finance
- Prepare costings and financial quotations for commercial events and lettings.
- Assist in the preparation of budgets for commercial contracts, events and lettings.
- Raise and process invoices for commercial and community lettings and ensure accurate recording within the finance system.
- Monitor income and expenditure against budgets and provide regular budget versus actual analysis.
- Produce financial reports and profitability analysis of commercial activities.
- Maintain accounting records and ledgers for Giggleswick Services Ltd.
Financial Administration and Reporting
- Carry out regular financial reconciliations, ensuring transactions are accurately recorded and investigated where necessary.
- Reconcile commercial income streams and supporting systems to the accounting records and bank accounts.
- Prepare monthly income and expenditure analyses for catering, retail and other revenue-generating activities.
- Analyse supplier invoices and prepare associated management information reports.
- Support the preparation and distribution of departmental budget reports and assist budget holders with financial queries.
- Undertake ad hoc financial analysis and reporting to support operational and strategic decision-making.
- Support financial year-end activities and audits as required.
Customer Accounts and Income
· Support the setup and financial administration of trips, events and other chargeable activities.
- Monitor income collection processes and maintain accurate customer account records.
- Respond to customer and stakeholder finance queries in a professional and timely manner.
- Help to resolve scheduling issues and respond effectively to last-minute changes to support the smooth and successful delivery of events and lettings.
- Ensure confidential information relating to events, lettings, and visitors is handled securely and professionally.
General Responsibilities
- Maintain accurate financial records, ensuring appropriate confidentiality and compliance with data protection requirements.
- Develop and maintain effective working relationships with colleagues, customers and external stakeholders.
- Participate in team meetings and contribute to the continuous improvement of Finance Department processes and services.
- Ensure compliance with the School's financial procedures, policies and internal controls.
- Adhere to the School's safeguarding, health and safety, equality, diversity and inclusion policies.
- Participate in appraisal, training and professional development activities.
- Provide flexible support across the Finance and Commercial departments as required.
- Undertake any other duties commensurate with the grade and responsibilities of the role.
Whilst every effort has been made to explain the main duties and responsibilities of the post, each individual task undertaken may not have been identified. Employees will be expected to comply with any reasonable request from the Bursar or Headmaster to undertake work of a similar level that is not specified in this job description.
This job description may be amended at any time following discussion between the Finance Bursar, Bursar and member of staff and will be reviewed annually.________________________________________________________________________________
JOB PURPOSE
Probation Period
The first three months of employment will be probationary. The probationary period may be extended at the School’s discretion.
Child Protection and Safeguarding Policy
Giggleswick School is committed to safeguarding and promoting the welfare of children, and applicants must be willing to undergo child protection screening appropriate to the post, including, but not limited to, reference checks with past employers, an Enhanced Disclosure from the Disclosure and Barring Service (including Barred List information), an online search and, where applicable, Prohibition checks.
If you are successful in your application, you will be required to complete a DBS Disclosure Application Form. Any information disclosed will be handled in accordance with any guidance and/or Code of Practice published by the DBS. The School is exempt from the Rehabilitation of Offenders Act 1974 and therefore all convictions, cautions, reprimands and final warnings (including those which would normally be considered as “spent” under the Act) must be declared, subject to the DBS filtering rules. It is a criminal offence for any person who is barred from working with children to attempt to apply for a position at the School.
Giggleswick School expects all staff and volunteers to share this commitment by complying with the School’s Child Protection Policyand Staff Code of Conduct at all times.
If while carrying out your duties you become aware of any actual or potential risks to the safety or welfare of children in the school, they must report any concerns to the school’s Designated Safeguarding Lead, or to the Head.
School Values
You must ensure your work, communication and approach conforms to the brand values and style of the School. You will need to be aware and comply with the Giggleswick school rules, policies and procedures at all times, as detailed in the handbook you will be provided with at induction.
Equal Opportunities Employer
Giggleswick School is committed to eliminating discrimination and encouraging diversity amongst our employees. We aim to provide quality and fairness for all job applicants and employees and not to discriminate, or to receive less favourable treatment, on grounds of age, disability, race, gender reassignment, marriage and civil partnership, pregnancy and maternity, religion or belief, sex or sexual orientation, or is disadvantaged by conditions or requirements which cannot be shown to be justifiable.
Employment decisions will be made on the basis of each applicant’s job qualifications, skills, experience, and abilities.
Benefits:
- Company pension
- Cycle to work scheme
- Discounted or free food
- Employee discount
- Free parking
- Gym membership
- Health & wellbeing programme
- Life insurance
- On-site gym
- On-site parking
- Sick pay
Work Location: In person
