Finance and Business Operations Assistant at IPMAT (Year in Industry Placement)

Contract Type: Temporary - Fixed Term/Full Time
Post Title:Finance and Business Operations Assistant (Year in Industry Placement) - Fixed Term until 31 August 2025 - All Year Round - Part/Full Time - 32-37 hours per weekReporting to: Chief Operations Officer
Overall Purpose of the Post:
To support the Central Finance and Business Operation Teams delivering efficient and effective financial and support
services to all schools.
To undertake specific finance and business projects as defined by the Chief Operations Officer and Chief Finance Officer.
To uphold and promote the Trust’s child protection and safeguarding policies and procedures and ensure they are adhered to by all staff.
Requirements for the post
Qualifications / Training
5 good GCSE’s or equivalent including English and Maths
3 good A Levels or equivalent
AND
Undertaking a degree in a finance or business studies topic (general business admin, finance, economics, accountancy)
Knowledge / Experience
Understanding of the requirement for accurate record keeping.
Knowledge of office systems such as Microsoft Word and Excel
Awareness and respect for the highly sensitive status of information and its confidentiality.
Working within an educational setting.
Competencies and other skills required
Committed to the highest standards of
Professional life.
Excellent written and verbal communication
skills
High levels of accuracy in literacy and
numeracy.
Ability to learn from own mistakes
Excellent Microsoft skills
Ability to relate well to children and adults.
Ability to self-evaluate learning needs and
actively seek learning opportunities.
Goodkeyboard skillsand able to send
professional emails
Confidence to use the telephone
Ability to manage own time effectively
Able to maintain confidentiality
Full clean driving licence
Responsibilities and Accountabilities:
Key Outcomes / Activities
The Trustrequires a high-level finance and business support function to ensure that it meets it’s statutory obligations as well asprovidingsupport forTrust leaders andteachingand learning staff
This role will supportthosefunctionsby providing general business and finance support to theCentral Team.
Finance
With the support of themembers of the Finance Team, the role will involve undertaking the followingtasks:
To deal with the finance inbox
To process orders and invoices for the central function and schools
To post journals for all settings
To support with the month end process
To update the school and trust contract registers
To undertake the Trust bank reconciliation
To process credit card transactions
HR/Payroll
To coordinate digital recruitment campaigns for all vacancies across the Trust, effectively using social media
Ensure the HR system (Access People) is maintained in an accurate and timely manner
Support the administration process for new/existing employees including preparing contracts of employment, variation and leaver letters
Assist the HR/Payroll Officer with all new Business Cases ensuring fixed staffing structures are maintained and aligned to budget
Review new starter packs ensuring all required pre-employment checks are complete prior to the employee’s date of commencement. Alert the HR/Payroll Officer to any issues with checks received.
General Business Support
Provide support to the School Business Officers as required (could be based on school sites on occasions)
Provide administrative and organisational support to the central team
To send emails, letters and make telephone calls as required
Other general clerical and administrative duties commensurate with the post
Take a lead role in marketing and promoting the Multi Academy Trust
Maintain Trust website
Support the Head of Estates with the development of the Trust wide compliance system
Work with the School Business Officers on procurement managing service contracts
Professional Development / Training
To attend a regular mentoring session
with senior staff.
ResponsibilitiesBe aware of and comply with policies and procedures relating to child protection, health & safety, security and confidentiality/data protection reporting all concerns to an appropriate person.Be aware of and support difference ensuringequal opportunities for all.Contribute to the overall ethos/work/aims of the school.
To attend meetings within the Trust and external events as required.
Tomaintainconstructive relationships and communicate with other agencies/professionals/parents and pupils.
To participate in training and other learning activities and performance development asrequired.
To recognise own strengths and areas of expertise and use thesetosupport
the Central Team
To maintain confidentialityalwaysin respect of school-related matters and to preventdisclosure of confidential and sensitive information
To understand and comply with relevant data protection legislation and regulations, especially the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR).
The duties and responsibilities highlighted in this Job Specification are indicative and may vary over time. Post holders are expected to undertake other duties and responsibilities relevant to the nature, level and scope of the post and the grade has been established on this basis.
Responsibility for Resources
Employees (Supervision): None
Physical Resources: Effective use of resources as determined by the Chief Operations Officer. Responsibility for maintaining accurate data, information systems and Academy records as applicable to the role.
Customers and Clients:School staff and external suppliers. Ensure commitment to customer care at all times.
Safeguarding:Maintain safer working practices and undertake any specific duties allocated to you under the Trust's Health and Safety Policies and Procedures. Be responsible for promoting and safeguarding the welfare of all learners for whom you have responsibility or with whom you come into contact.
Working Conditions:May be require to attend various school locations across the Trust.
Characteristics of the Post:
The Post involves dealing with private and confidential information, the post holder needs to be able to deal with this information in a professional manor and not divulge information to inappropriate personnel.
Attention to detail and the ability to organise and prioritise work pro-actively.
The post is 32-37 hours per week all year round.
Employees are encouraged to participate in training activities in order to enhance their own personal development.
Employment checks required of this post:
Evidence of entitlement to work in the U.K.
Evidence of essential qualifications - see Qualification/Training Section.
Two satisfactory references
An Enhanced DBS certificate
Confirmation of medical fitness for employment
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