Finance Assistant - Purchase Ledger & Treasury at The Vale Academy

The Vale Academy; Dunstable; On-site; GBP 28,000 - 30,000; Full time

Job summary

The Vale Academy, conveniently located at our Trust Central Office, is seeking a Finance Assistant to manage the purchase ledger and treasury activities. You will process supplier invoices, assist with weekly payment runs, and handle bank reconciliations while maintaining accurate records and ensuring compliance with financial controls.

Based at The Vale Academy in Dunstable, you will work within the central finance team to support cash flow management, supplier communications, and monthly

Qualifications

• Review, match, and process supplier invoices against purchase orders and delivery notes to the appropriate cost centres and account codes.
• Verify invoice details and resolve discrepancies with suppliers or internal teams.
• Maintain an up-to-date purchase order log in the accounting system.
• Assist in weekly payment runs to suppliers.
• Reconcilie supplier accounts to ensure no outstanding payments or overpayments.

Responsibilities

• Process supplier invoices and payments accurately and timely.
• Maintain treasury and cash flow records as part of daily tasks.
• Support month-end close and audit preparation as required.
• Liaise with suppliers and internal teams to resolve queries related to purchases and payments.

Skills

Attention to detail

Communication

Organisational skills

Tools

Accounting software

Bank reconciliations

Purchase ledger

Job description

About this Role

Finance Assistant - Purchase Ledger & Treasury

Advantage Schools are seeking an enthusiastic and experienced Finance Assistant to join our dedicated Finance Team at our Trust Central Office located at The Vale Academy, Dunstable. You willplay a key role in managing the day-to-day treasury and purchase ledgeroperations within the Trust's central finance function. This will includesupporting effective cash flow management, completing bank reconciliations,processing supplier invoices and payments, maintaining accurate financialrecords, and resolving related queries.

You willensure that all transactions are processed accurately and promptly, inaccordance with the Trust's financial controls, internal policies, andregulatory requirements. The successful candidate will demonstrate strongcommunication and organisational skills, excellent attention to detail, andasound understanding of accounting principles, particularly in relation totreasury, accounts payable, and purchase ledger processes.

The successful candidate will demonstrate strongcommunication and organisational skills, excellent attention to detail, andasound understanding of accounting principles, particularly in relation totreasury, accounts payable, and purchase ledger processes.

MAIN DUTIES AND RESPONSIBILITIES

Invoice Processing

• Review,match, and process supplier invoices against purchase orders and delivery notesto the appropriate cost centres and account codes.
• Verify theaccuracy of invoice details and resolve any discrepancies with suppliers orinternal teams.
• Maintain anup-to-date purchase order log and ensure all purchase orders are accuratelyreflected in the accounting system.

Payment Processing

• Assist inthe preparation and execution of weekly payment runs to suppliers.
• Ensurepayments are made in accordance with agreed terms and accurately reflectoutstanding liabilities.
• Preparepayment lists and reconcile supplier accounts to ensure no outstanding paymentsor overpayments occur.

Supplier Account Reconciliation

• Reconcilesupplier statements to the Trust's records on a monthly basis.
• Investigateand resolve any discrepancies, ensuring that all discrepancies are addressedpromptly.
• Maintain andmonitor the accounts payable ledger, ensuring all transactions are accurate andup to date.

Data Entry and Record Keeping

• Ensure allfinancial data is entered into the accounting system accurately and timely.
• Maintainelectronic and paper records of invoices, payments, and supportingdocumentation in an organized manner.
• Assist withthe preparation of financial reports and internal audits as needed.

Communication with Suppliers andInternal Teams

• Build andmaintain strong relationships with suppliers, addressing inquiries related topayments, invoices, and discrepancies.
• Communicatewith internal departments, such as procurement and finance, to ensure timelyand accurate processing of invoices and payments.
• Collaboratewith team members and management to improve processes and address any purchaseledger-related issues.
• Work closelywith team members to create and implement a trust wide procurement strategy.

Compliance and Control

• Ensure allactivities are carried out in compliance with internal controls, Trustpolicies, and financial regulations.
• Assist withVAT reporting and ensure proper documentation is maintained for tax purposes.
• Assist inmaintaining accurate records for audit purposes and provide necessary supportto auditors as required.

GeneralAdministration

• Support thepurchase ledger team in various administrative tasks.
• Assist withmonth-end closing procedures, ensuring all relevant invoices and payments areprocessed.
• Providebackup support to other finance functions as needed, including accountsreceivable or payroll.

Supporting Finance Managers

• Raise sales invoices as requested by finance managers.
• Follow up on overdue sales invoices to ensure timely payment.
• Reconcile income and expenditure related to school trips.
• Reconcile charity funds, ensuring timely distribution to designated charities.
• Raise purchase orders (POs) as required.
• Undertake ad-hoc tasks as directed by finance managers.

Treasury & Cash Management

• Posting all transactions from all bank accounts into the accountingsystem. Determining income sources and applicable information.
• Posting all income from parent payment systems and preparingreconciliation
• Prepare and process daily/weekly/monthly bank reconciliations for all trust bank accounts, ensuring accuracy and completeness.
• Assist with cash flow forecasting and reporting to support financial planning.
• Generating all bank payments ensuring that all payment controls andprocesses are adhered to.
• Ensure timely and accurate processing of payments, including BACS, CHAPS, and other transactions.
• Monitor and manage bank accounts across the Trust to ensure optimal cash flow.
• Support the management of investment accounts and the allocation of funds across schools.
• Building and maintaining strong relationships with bank contacts.
• Ensuring compliance with all relevant treasury regulations and procedures.

Financial Processing &Controls

• Ensure financial transactions are processed in compliance with Trust policies and regulatory requirements.
• Assist in maintaining accurate financial records for treasury-related activities.
• Support the review and reconciliation of financial transactions related to banking and cash flow.
• Assist with internal and external audits, ensuring all treasury records are up to date and accurate.

Stakeholder Engagement &Support

• Act as a point of contact for finance-related queries from schools and suppliers regarding payments and banking matters.
• Work closely with the wider finance team to ensure smooth processing of financial transactions.
• Assist in developing and improving treasury processes and financial controls.
• Provide general support to the Finance Controller including handing mailand answering the telephone
• Appropriate storage and archiving of source documents
• Responding to ad hoc financial requests and analysis of income / expenditures as required
• Posting of journals onto the accounting system
• Undertaking any other treasury-related duties as require

Note

Please notethat the above list of duties is illustrative of the general nature and levelof responsibility of the role. It is nota comprehensive list of all tasks the finance assistant will carry out. The post holder may be required to do otherduties appropriate to the level of the role, as directed by their linemanager.

JOB SPECIFICS

Start Date: asap

Salary: AS 9-14 FTE £27,564-£29,850 dependent on experience

Job Role: Permanent, Full Time or Part Time - to be agreed,

This is an Office based role located at our Trust Central Office at The Vale Academy, LU5 4QP

The Trust reserves the right to interview and appoint a suitable candidate before the deadline date.

Safeguarding

The safeguarding and welfare of children is paramountand all our staff share this view. Applicants must be willing to undergosafeguarding and child protection checks including with past employers and the Disclosure and Barring Service.