Finance Administrator

Purpose of the role

The King Edward VI Academy Trust Birmingham (“the Academy Trust”) was established in 2017 and is made up of the twelve academies - six selective academies and six non-selective academies.  Our overarching mission is “to make Birmingham the best place to be educated in the UK”. 

To provide efficient, accurate, and timely financial administrative support within the school, ensuring compliance with school policies, financial regulations, and statutory requirements. The postholder will support the smooth running of financial operations, helping the school maintain strong financial governance and value for money.

This role is based within the school, and there are dual line management responsibilities to both the school and the Academy Trust Finance Team.

Principle responsibilities and duties

Financial Administration

• Process purchase orders, invoices, delivery notes and credit notes in line with the Academy Trust’s financial procedures

• Maintain accurate financial records using the Academy Trust’s finance management system (PSF)

• Assist with monitoring departmental budgets and provide up-to-date budget information to budget holders

• Support bank reconciliations and petty cash management

• Process staff expense claims and assist with payroll administration where required

• Monitor and action the orders inbox (in addition to own inbox)

• Authorise purchase orders under £250 directly on PSF

• Email purchase orders to suppliers using the automated system after correct approval levels

• Record incoming invoices on an Excel spreadsheet

• Contact suppliers to correct invoice discrepancies or raise queries

• Forward approved invoices to Trust Finance with codings, GRN numbers, and authorisation

• Deal with order‑related queries raised by Budget Holders (e.g., items not received)

• Deal with supplier queries relating to outstanding invoice payments

General responsibilities and duties

Income & Receipts Management

·         Reconcile income from ParentPay

·         Handle cash and cheque payments, ensuring secure recording, storage, and bank deposits

·         Oversee school trip finance on Parent/Arbor, monitor payments, posting income for trips

·         Managing finance on ParentPay/Arbor; exam payments, student debt, fundraising,

·         School’s credit card; making purchases for staff or trips, retrieve approval from the headmaster, reconciling statements

Procurement & Compliance

·         Ensure best value by obtaining quotes and supporting procurement processes.

·         Assist with financial returns required by the Local Authority, Academy Trust, DfE or ESFA (as applicable).

General Administrative Duties

·         Work on the reception desk 1 day a week

·         Maintain filing systems, including digital records, in accordance with GDPR

·         Provide general office support when required, including reception cover or administrative tasks during busy periods

·         Adhere to school policies, including safeguarding, financial regulations, and data protection requirements

·         Carry out first aid duties for students (first call and second call on a rota basis)

·         Check supplier statements and request missing invoices or chase authorisation

·         Check Amazon account for unpaid invoices and chase corresponding authorisations

·         Monitor open commitments (using Commitment Reports) and resolve anomalies or escalate to Trust Finance

·         Ensure new Budget Holders are set up on PSF and request user creation via Trust Finance

·         Provide PSF training for new Budget Holders

·         Deliver refresher training for all Budget Holders as needed

·         Monitor general stationery supplies and raise purchase orders as required

·         Monitor departmental capitation spend using the PSF reporting suite

·         Provide backup cover for telephone calls and reception visitors

      Wider Responsibilities

·         To develop a clear understanding of the Academy Trust’s vision, mission and strategic aims and to actively support these

·         To remain up to date with the Academy Trust’s policies, procedures and code of conduct and always uphold these

·         To identify and undertake relevant training to enable continuing professional development, where resources allow

·         To prepare for and proactively engage in the performance review cycle with your line manager

·         To attend appropriate internal and external meetings, as directed by your line manager

·         To undertake such other duties as are agreed as being in keeping with the general nature of the job and its grade

The successful candidate will be required to fulfil an enhanced DBS check.

This job description reflects the current requirements of the post. As duties and responsibilities change and develop due to changes in organisational and other circumstances, so the actual duties and responsibilities will vary from the particulars of this job description. Job descriptions will be updated or amended from time to time to reflect such changes.

Person Specification

Essential

Knowledge and experience

· Experience working in a finance or administrative role

· Ability to work independently and as part of a team

· Proficient in Microsoft Excel, Word, and general IT systems

· Strong numeracy skills and accuracy in financial data entry

· Strong numeracy skills and accuracy in financial data entry

· High attention to detail and commitment to maintaining accuracy

· Strong communication skills and a professional manner

· Excellent organisational skills and ability to prioritise workload.

 Desirable

· Experience working in a school or education setting

· Familiarity with SIMS, FMS, Arbor, PSF, or similar school systems

· Understanding of school financial procedures, DfE guidance, or academy handbook requirements

· Experience handling confidential data and working within GDPR guidelines

· Experience using finance software or MIS systems (training can be provided)

AAT Level 2 or above (or willingness to work towards).

Qualifications                                                                   

GCSEs (or equivalent) including English and Maths at Grade C/4 or above.

Evidence of continuous professional development.

Business administration or finance-related qualification.

Training in safeguarding, GDPR, or school finance systems (can be provided after appointment).

Competencies                           

Building capacity

Influencing and persuading

Acting on integrity

Delivering at pace

Delivering quality

Team focussed

Coaching management style

Proactivity

Flexibility

Reliable and adaptable