Vacancy – Finance Assistant Apprentice

Summary of the role:

The Finance Assistant Apprentice supports the day-to-day financial operations of the school, assisting with processing invoices,
maintaining financial records, reconciling accounts, and supporting budget monitoring. Working under the supervision of the Finance Manager, the role helps ensure accurate data entry, timely payments, and compliance with school financial procedures and safeguarding policies. The apprentice will also liaise with staff and suppliers, handle basic queries, and contribute to administrative tasks within the finance function, while gaining practical experience and working towards a relevant finance qualification.

Contract/Hours of Work:

37 ½ hours (including 7.5 hours for study)
Duration: 13 Months (inclusive of Apprenticeship Assessment) Fixed Term

Pay Grade:
Apprentice salary: £15,600 per annum.

Line Manager: Finance Manager

Main duties and responsibilities:
Cash recording – Counting of cash and recording within accountancy software.
ParentMail Administration – Manage the school’s ParentMail system, ensuring accurate setup of payment items, monitoring incoming payments, resolving queries, and maintaining up-to-date records.
Biostore Management – Oversee transactions processed through Biostore, reconcile income received, and proactively communicate with parents regarding overdue or overdrawn balances.
Catering Income Reporting – Produce and distribute daily catering takings reports, ensuring all income is accurately recorded and
reconciled.
Student File Maintenance – Maintain and update student financial and administrative records, ensuring accuracy and compliance with data protection requirements.
Credit Card Purchasing – Place authorised orders using the school credit card, ensuring compliance with procurement procedures and timely reconciliation of statements.
Online Purchasing (Amazon and Other Suppliers) – Process purchases via Amazon and other approved suppliers, ensuring value for money and appropriate authorisation.
Purchase Ledger Support – Assist with purchase ledger processes, including resolving supplier queries and reviewing creditor
balances.
Purchase Order Processing – Raise official purchase orders via Lightyear, monitor outstanding (O/S) orders, and follow up on
discrepancies or delays.
Petty Cash Management – Record, reconcile, and manage petty cash transactions in line with internal financial controls.
Travel Bookings – Arrange train travel via Trainline, ensuring cost-effectiveness and accurate record keeping.
Procurement Research – Conduct supplier and pricing research to secure best value purchasing in accordance with school financial
regulations.
Finance Team Cover – Provide administrative support and cover for Credit Control and Purchase Ledger functions during periods of annual leave.
Undertake any other reasonable duties as required by the Finance Manager.

Development Responsibility (to be introduced as the role progresses):
Bank Reconciliation – Assist with monthly bank reconciliations, ensuring all transactions are accurately recorded and discrepancies investigated.
Journal Posting – Post accounting journals accurately within the finance system.
Nominal Ledger Variance Investigation – Under supervision, investigate variances within nominal ledger codes and support corrective actions where required.
Cashflow Forecasting – Maintain accurate cash records and support short-term cashflow forecasting to assist with financial planning.

Review:
This Job Description is subject to annual review to reflect the evolving needs of the School. You may also be required to undertake
such other comparable duties as the Finance Manager requires from time to time.

Professional Recognition:
ICB (The Institute of Certified Bookkeepers)-Associate on completion at Academy Training.

Qualifications Essential:

GCSEs English & maths – Grades A-C

Skills:

Good Communication Skills – Able to communicate clearly and professionally with staff, parents, and suppliers, both verbally and in writing.
Team Player – Works collaboratively within the finance team while also being able to work independently when required.
Positive and Professional Attitude – Approaches tasks with reliability, integrity, and a proactive mindset.
Adaptable and Flexible – Willing to support wider administrative or finance functions as needed.

Interested?

Contact us: contactus@academytrainingltd.co.uk or register your interest on the vacancy which can be found: www.findapprenticeship.service.gov.uk