Finance and Operations Administrator

Package Description

The Finance and Operations Administrator is a part time permanent role (15 hours per week - the days these hours are worked will be determined with the successful candidate). 

At St Margaret’s employees benefit from a close knit school community as well as:

• the opportunity to join a pension scheme
• school fee remission after one year's service
• access to an Employee Assistance Programme which offers free and confidential advice on both work and personal issues.

Main Responsibilities

1. Purchase Ledger maintenance

• Code purchase invoices and match to purchase orders or if not available obtain appropriate authorisations from staff
• Post invoices to purchase ledger
• Manage twice monthly payment of invoices and sending out of remittances to suppliers
• Match purchase invoices to direct debits where appropriate
• Handle queries from suppliers and questions from staff
• Maintain purchase ledger files

2. Credit card and expense analysis and posting

• Prepare monthly credit card analyse schedules
• Prepare monthly expense analyse schedules
• Ensure appropriate VAT invoices or receipts have been obtained to support transactions and follow up with staff if any are missing
• Post journal of credit card transactions to the nominal ledger from the credit card analyse schedules
• Post journal of expenses analysis to the nominal ledger

3. Health and Safety administration

• Work with the Head of Finance and Operations to develop appropriate health and safety files and maintain these going forward
• Coordinate rolling review and actioning of findings from annual health and safety review by member of the School Council and from RBS Mentor
• Maintain a record of all servicing and compliance requirements and ensure this is kept up to date
• Maintain Accident records and support Head of Finance and Operations to prepare Facilities report for School Council
• Work with Head of Finance and Operations and Janitors to maintain and track work and servicing required

4. Gift Aid

• Identify donations eligible for Gift Aid and update the claims spreadsheet accordingly
• Collaborate with the Development Office to ensure all eligible donors complete a Gift Aid declaration
• Maintain accurate records of Gift Aid declarations and renewals

5. Homework club

• Supervise small number of pupils attending homework club
• Oversee pupils signing in and out of homework club

6. Reception cover

• Answer telephones and provide reception cover when needed

The Ideal Candidate

The ideal candidate will be sympathetic to the values of our all through independent girls school. They will have strong numeracy skills, demonstrate attention to detail and have experience in working with confidential information. They will be proactive, have a can-do attitude along with having a flexible and adaptive approach to tackle challenges with a positive mindset. They will thrive both working independently and as part of a collaborative team.

About the school/organisation

Founded in 1846, St Margaret’s School for Girls is the oldest all-through girls’ school in Scotland and the only single sex school in Aberdeen. Today, it provides an exceptional all-round education to around 370 pupils aged 3-18. Recognised by The Sunday Times as the Scottish Independent School of the Year 2020, the school enjoys a fine reputation for academic excellence, is committed to extending access and offers a challenging and enriching education within a warm and inclusive environment.

Further details may be found on our website: www.st-margaret.aberdeen.sch.uk.