Finance & Educational Visits Officer

West Sussex County Council; Crawley; On-site; GBP 13,000 - 14,000; Full time

Benefits offered by this job

Crawley Allowance

Job summary

St Wilfrid's Catholic School in Crawley, part of West Sussex County Council, is seeking an organised finance/education trips administrator. The role supports the Finance & Business Manager with daily financial systems, invoicing, and trip administration, requiring discretion and strong Microsoft Office knowledge.

You will handle income, payments, vouchers, and records, liaising with staff and external bodies while upholding safeguarding guidelines and confidentiality.

Qualifications

• Accounting/bookkeeping qualification with 1+ year in accounts (desirable)
• Knowledge of Microsoft Office is essential
• Good ICT skills including Word/Excel
• GCSE English & Maths (Grade C) or equivalent

Responsibilities

• Process invoices and payments; book expenses and income.
• Manage trip billing and fundraising income; count and reconcile cash.
• Liaise with staff and external agencies; maintain confidentiality.
• Support updating stock lists and administering petty cash.
• Prepare floats and set up card machines for events.
• Assist Finance & Business Manager with day-to-day financial tasks.

Skills

Microsoft Office

ICT skills

Interpersonal skills

Discretion

Self-motivation

Organisation

Communication

Education

Accounting/bookkeeping qualification

GCSE English & Maths

Tools

ParentPay

Bromcom

Microsoft Word

Excel

Job description

£13,335-£13,980 (actual salary) inclusive of Crawley Allowance. Line Manager: Hayley Brinkley, Finance & Business Manager.

Overall Purpose of the Role

To undertake financial and educational trips administration duties within the school. To support the Finance & Business Manager with the day to day running of the School's financial systems and to undertake financial and administration duties in accordance with financial regulations. The successful applicant should be self‑motivated and able to organise their work efficiently with good interpersonal skills, be able to work under pressure, have a sympathetic nature and the ability to exercise discretion and confidentiality. Knowledge of Microsoft Office is essential.

Safeguarding Statement

St Wilfrid's Catholic School and West Sussex County Council are committed to safeguarding and promoting the welfare of children and young people and expect all staff and volunteers to share this commitment. We will ensure that all our recruitment and selection practices reflect this commitment. All successful candidates will be subject to an appropriate Disclosure and Barring Service check along with other relevant employment checks, including satisfactory references.

Finance Responsibilities

• Ordering of goods/services
• Booking staff courses
• Processing invoices
• Process income for trips, uniform, fundraising, sales of books etc. using ParentPay
• Chasing overdue dinner money balances
• Petty cash; counting and reconciling all cash received
• Updating stock lists
• Send reminders to parents and staff of monies due or outstanding
• Preparing floats and card machines for fundraising and other events
• To assist the Finance & Business Manager and Director of Finance & Operations with other tasks as required
• To liaise with school staff and outside agencies as appropriate

Educational Visits Administration Responsibilities

• Liaising with staff to ensure that educational visits meet the school's requirement including those of risk assessment.
• Supporting the Headteacher and Deputy Headteacher (EVC) with the process of approval and decisions.
• Ensuring competent staff are leading or supervising a visit and with the EVC assess the competence of leaders and other adults proposed for the trip. This will commonly be done with reference to accreditations from an awarding body and may include practical observations or verification of experience.
• Organising the training of leaders and other adults going on a visit, such as first aid etc.
• Ensuring DBS disclosures are in place when necessary.
• Working with the group leader to obtain consent of parents/carers and to ensure full details of the visit are provided beforehand so that parents/carers are giving consent on a fully informed basis.
• Organising the emergency arrangements and ensure there is an emergency contact for each trip.
• Ensuring records are kept of individual visits including reports of accidents and any near misses.
• Reviewing systems with the EVC and report to the Leadership Team on a yearly basis.
• Supporting Teaching Staff by the booking of venues, transport etc., ensuring that best value is obtained.
• Ensuring that requests including risk assessments, letter to parents, itineraries and all relevant paper work are sent to Governors when necessary for approval.
• Create and manage trip registers on Bromcom ensuring attendance registers are accurate and available for staff, safeguarding and reporting purposes.
• Responsible for processing and updating trip details on the Evolve system, ensuring compliance with all relevant policies, approvals and reporting requirements. Exceptional organisational skills.
• An accounting or book keeping qualification with a minimum of 1 years' experience within an accounts department (desirable)
• Experience of using ParentPay alongside Bromcom (desirable but not essential)
• Good ICT skills - Microsoft Word, Excel and have familiarity with commercial database applications and standard accounting software, email and internet.
• To maintain confidentiality at all times.
• The ability to work under pressure.
• Good interpersonal skills, flexibility and the ability to liaise effectively with students, staff and outside agencies.
• Self-reliance and self-motivation.
• The ability to be accurate and methodical.
• Previous experience of working in a school could be an advantage but training will be provided., GCSE English & Maths (Grade C) or equivalent, good numeracy skills. An accounting or book keeping qualification with a minimum of 1 years' experience within an accounts department (desirable, not essential).