Finance Officer

Woolmer Hill School; Birmingham; On-site; GBP 30,000 - 42,000; Full time

Job summary

Woolmer Hill School seeks a Finance Officer to support the Academy Trust’s financial processes. You will handle purchase orders, invoices, credits, and supplier communications while maintaining accurate records in PSF.

You will brief senior leaders on financial positions, process staff expenses, and monitor capitation spend with budget holders. DBS checks will be part of the recruitment process.

Qualifications

• Process financial documents including purchase orders, invoices and credit notes.
• Maintain accurate financial records within the finance system (PSF).
• Monitor budget expenditure and support funding claims for students/families.

Responsibilities

• Brief Headteacher and Deputy Headteacher on current financial information.
• Raise sales invoices and monitor debtors.
• Authorise purchase orders under £250 on PSF.
• Email POs to suppliers via automated systems with approvals.
• Manage supplier queries and reconcile invoice discrepancies.
• Ensure new Budget Holders are set up on the finance system.

Skills

Purchase orders

Invoices

Budget monitoring

Financial reporting

Procurement

MIS/PSF familiarity

Tools

PSF

MIS

PSF reporting suite

Job description

• Process purchase orders, invoices, delivery notes and credit notes in line with the Academy Trust's financial procedures
• Brief Headteacher and Deputy Headteacher on current financial information
• Maintain accurate financial records using the Academy Trust's finance management system (PSF)
• Process staff expense claims
• Raise sales invoices in line with procedures and monitor debtors
• Authorise purchase orders under £250 directly on PSF
• Email purchase orders to suppliers using the automated system after correct approval levels
• Contact suppliers to correct invoice discrepancies or raise queries
• Forward approved invoices to Trust Finance with codings, GRN numbers, and authorisation
• Manage order-related queries raised by Budget Holders (e.g., items not received)
• Check supplier accounts for unpaid invoices and chase corresponding authorisations
• Ensure new Budget Holders are set up on finance system and request user creation via Trust Finance
• Monitor departmental capitation spend using the PSF reporting suite and share capitation expenditure with budget holders.
• Manage funding claims by students/families and co-ordinate with other colleagues to ensure seamless information provided to stakeholders, ensuring compliance with DfE guidelines.
• Line management of finance administrator.

General responsibilities and duties Income & Receipts Management

• Reconcile income from our MIS.
• Handle cash and cheque payments, ensuring secure recording, storage, and bank deposits
• Oversee school trip finance on the MIS, monitor payments, posting income for trips
• Managing finance on the MIS; exam payments, student debt, fundraising,
• School's credit card; making purchases for staff or trips, retrieve approval from the headteacher, reconciling statements

Procurement & Compliance

• Ensure best value by obtaining quotes and supporting procurement processes.
• Assist with financial returns required by the Local Authority, Academy Trust or DfE (as applicable).

Wider Responsibilities

• To develop a clear understanding of the Academy Trust's vision, mission and strategic aims and to actively support these
• To remain up to date with the Academy Trust's policies, procedures and code of conduct and always uphold these
• To identify and undertake relevant training to enable continuing professional development, where resources allow
• To prepare for and proactively engage in the performance review cycle with your line manager
• To attend appropriate internal and external meetings, as directed by your line manager
• To undertake such other duties as are agreed as being in keeping with the general nature of the job and its grade

The successful candidate will be required to fulfil an enhanced DBS check.