Graduate Finance Administrator

Westholme School; Lancashire; On-site; GBP 27,000 - 33,000; Full time

Job summary

Westholme School is seeking a capable graduate to join the Finance Team as Graduate Finance Administrator. The role combines credit control, finance assistant duties and payroll administration, supporting accurate processing and timely collection of school fees.

Under the guidance of the Finance Controller, you will gain practical experience across school finance, liaising with parents, suppliers and the payroll provider to ensure confidentiality, accuracy and timely payroll submissions.

Qualifications

• Degree in Accounting, Finance, Business, Economics or other relevant subject.
• Strong numerical ability, accuracy and attention to detail.
• Confidence using Excel and digital systems, with ability to learn accounting and payroll processes quickly.
• Clear written and verbal communication and a professional, sensitive approach to conversations about outstanding payments.
• Strong organisation and the ability to manage priorities and meet fixed deadlines.
• Integrity, discretion and commitment to confidentiality and data security.
• Willingness to follow financial controls and work with colleagues.

Responsibilities

• Credit control: maintain debtor records, automate receipts, monitor payments and prepare aged-debt reports.
• Finance assistant duties: process supplier invoices, maintain supplier records, prepare payment schedules and reconcile bank activity.
• Payroll administration: collate information, prepare payroll inputs for PM&M and maintain audit trails.
• Support month-end and year-end processes with documentation and record keeping.
• Maintain Xero records and manage the Finance Team’s shared inbox.

Skills

Numerical accuracy

Attention to detail

Organisational skills

Communication skills

Confidentiality

Education

Degree in Accounting/Finance/Business/Economics

Tools

Excel

Xero

Job description

Graduate Finance Administrator

Permanent 40 hours per week Full Year GBP30,000

Reports to Finance Controller Start: As soon as possible

The role

Westholme is looking for a capable, organised and numerate graduate seeking an excellent first or early step in a finance career.

This is a varied role within the School s Finance Team, combining credit control, finance assistant duties and payroll administration. The Graduate Finance Administrator will support the timely collection of school fees, accurate financial processing and the preparation of payroll information for the School s external payroll provider, PM&M.

Working under the guidance of the Finance Controller, the role offers practical experience across school finance. It involves close liaison with parents, suppliers, colleagues and the payroll provider, with an emphasis on accuracy, confidentiality and meeting deadlines.

Key responsibilities

Credit control

• Maintain accurate fees and debtor records, record authorised charges and adjustments, allocate receipts and investigate account discrepancies.
• Administer direct-debit mandates and collection files to agreed timetables; monitor failed payments and reconcile collections to receipts.
• Produce aged-debt reports and contact parents about overdue balances by telephone, email and letter, following the School s procedures.
• Monitor approved payment plans, follow up missed instalments and maintain clear records of communications and agreed arrangements.
• Provide account statements and explain balances sensitively; refer hardship requests, disputed balances and high-risk accounts to the Finance Controller.
• Prepare collection updates and supporting information for authorised debt recovery. Obtain approval for payment concessions, credit notes, refunds and write-offs.

Finance assistant duties

• Process supplier invoices, match them to purchase orders and receipt records, check coding and approvals, and resolve routine queries.
• Maintain supplier records and independently verify changes to bank details in line with the School s procedures.
• Prepare supplier-payment schedules for approval; process authorised invoices, credit notes, refunds and employee expense claims.
• Process bank transactions, allocate cash, card and online receipts, complete routine bank reconciliations and investigate unmatched items.
• Check purchasing-card documentation and receipts, maintain financial records in Xero and help manage the Finance Team s shared inbox.
• Prepare routine supporting schedules and documents for month-end and audit, maintaining secure and orderly electronic records.

Payroll administration

• Maintain the monthly payroll timetable and collate authorised starter, leaver, pay change, overtime, deduction and absence information supplied by the relevant colleagues.
• Prepare and submit approved payroll inputs to PM&M by agreed deadlines, retaining supporting authorisations and a clear audit trail.
• Check draft payroll reports against authorised source information, record changes and exceptions, and refer discrepancies to the Finance Controller for review.
• Liaise with PM&M on routine payroll queries, coordinate responses to employee pay enquiries and refer complex matters to the appropriate colleague or provider.
• Provide authorised pension information, maintain payroll-related pension records and support auto-enrolment and year-end payroll documentation.
• Keep payroll information secure and follow approval procedures, with final payroll authorisation and financial oversight retained by the Finance Controller.

About you

You will have:

• A degree in Accounting, Finance, Business, Economics or another relevant subject.
• Strong numerical ability, accuracy and attention to detail.
• Confidence using Excel and digital systems, with the ability to learn accounting and payroll processes quickly.
• Clear written and verbal communication and a professional, sensitive approach to conversations about outstanding payments.
• Strong organisation and the ability to manage competing priorities and meet fixed deadlines.
• Integrity, discretion and a commitment to confidentiality and data security.
• A willingness to follow financial controls, seek guidance and work collaboratively with colleagues.
• An interest in developing a finance career; experience of credit control, accounts processing, payroll or Xero would be an advantage.

Westholme is committed to safeguarding and promoting the welfare of children. The successful candidate will be subject to the School s safer recruitment procedures, including an enhanced DBS check.