Assistant Finance & Administration Manager

Gunn Financial Appointments Ltd; City of Edinburgh; On-site; GBP 40,000 - 55,000; Full time

Benefits offered by this job

45 days annual leave

On-site role

Salary and benefits package

Job summary

Merchiston Castle School invites applications for an Assistant Finance & Administration Manager. You will support the Director of Finance and School Office Manager in fee billing, payroll support, purchase ledger and financial reporting, helping maintain high governance standards for an independent school.

The ideal candidate will have at least 5 years’ hands-on experience, ideally in education or a regulated charity.

Qualifications

• Minimum 5 years experience in a hands-on finance role, preferably in an independent school or charity.
• Fully Qualified, Part-Qualified or Qualified by Experience will be considered.
• Strong governance, audit readiness and financial reporting capabilities.

Responsibilities

• Assist in preparing monthly management accounts.
• Support the preparation of termly and annual budgets and monitor actuals against budget.
• Maintain accurate financial records to satisfy governance, Charity Commission, and audit requirements.
• Assist Director of Finance in papers for Finance Committee and Board of Governors meetings.
• Operate and enhance the financial system and manage fee invoicing, receipts, and credit control.
• Process supplier invoices, purchase orders, and staff expense claims.
• Perform bank reconciliations, petty cash management, and general ledger maintenance.
• Support payroll processing for staff and liaison with HR and payroll parties.

Skills

Financial management

Payroll support

Billing & invoicing

Budgeting

Governance & compliance

Ledger maintenance

Stakeholder liaison

Tools

PASS system

Accounting software

Job description

We are delighted to be retained and working in partnership with Merchiston Castle School as they look to appoint an Assistant Finance & Administration Manager.

Merchiston Castle School is a prestigious independent boys' boarding and day school, known for its strong academic results, personalised pastoral support, and exceptional sporting pedigree. It offers a tailored education for boys aged 7–18, with a co‑educational nursery and junior provision, and is recognised for its small, close‑knit community where every pupil is known as an individual.

The school combines high academic expectations with extensive co‑curricular opportunities, including elite tennis and golf academies and a long‑standing reputation in rugby, producing more than 60 international players. Its mission centres on nurturing confidence, character, and ambition, preparing students not just for exams but for life.

The Assistant Finance & Administration Manager will play a key role in supporting the Director of Finance and School Office Manager in the effective management of the school, covering fee billing, payroll support, purchase ledger, and financial reporting, helping to maintain the strong governance expected of an independent school.

Key responsibilities:

• Assist in preparing monthly management accounts
• Assist in preparing termly and annual budgets, monitoring actuals against budget for departments
• Maintain accurate financial records to satisfy governance requirements, Charity Commission, and audit requirements
• Assist the Director of Finance in preparing papers for Finance Committee and Board of Governors meetings
• Operate and enhance the core PASS system covering pupil, staff and financial operations and management
• Manage termly fee invoicing, receipts, and credit control, liaising sensitively with parents/guardians on outstanding balances
• Administer bursaries, scholarships, and fee remissions in line with school policy
• Support monthly payroll processing for teaching and support staff, liaising with HR and external payroll parties
• Process supplier invoices, purchase orders, and staff/departmental expense claims
• Perform bank reconciliations, petty cash management, and general ledger maintenance
• Support trip, boarding (if applicable), and extracurricular activity finances, including deposits and refunds
• Liaise professionally and discreetly with parents, staff, and suppliers on financial matters
• Provide wider administrative support to the DoF and SOM

The ideal candidate for the role will have at least 5yrs experience in a similar hands‑on role, ideally within an independent school or similarly regulated charitable organisation. Those who are Fully Qualified, Part‑Qualified or Qualified by Experience will all be considered.

The role comes with an attractive salary, total remuneration and benefits inc. 45 days annual leave. The role will be based on site, allowing daily interaction and provision of support to key stakeholders across the organisation.