School Finance & Front Desk Administrator

Pertemps Education Network; Guildford; On-site; GBP 23,000 - 29,000; Full time

Job summary

Pertemps Education Network is seeking a dedicated School Finance Administrator & Front of House Receptionist to support a busy school environment in Guildford. The role combines financial administration with front-of-house duties, providing a professional first point of contact for staff, parents and visitors.

You'll work closely with the School Business Manager and Senior Leadership Team, handling purchasing, invoices, Arbor records and educational visits, while maintaining calm organisation in

Qualifications

• Minimum of 2 years' administrative experience, ideally within a school or education setting.
• Strong administrative and organisational skills.
• Experience with financial administration and purchase orders.
• Good working knowledge of IT systems.
• Experience using Arbor, Access and/or Evolve would be advantageous.
• Excellent attention to detail and accuracy.
• Strong verbal and written communication skills.
• Confident communicating with staff, parents, visitors and external suppliers.
• Ability to remain calm and professional under pressure.
• Proactive, reliable and well organised.
• Able to manage competing priorities and work independently.

Responsibilities

• Manage the school's ordering system, creating purchase orders for staff requirements.
• Order school supplies, including stationery and general resources.
• Approve and process invoices and Goods Received Notes (GRNs).
• Liaise with the Finance Team regarding outstanding invoices and payments.
• Set up new suppliers on the school's financial system.
• Communicate with suppliers to resolve invoice and payment queries.
• Reconcile school credit card receipts.
• Book courses, venues and other arrangements on behalf of the SLT.
• Organise educational visits and support with trip logistics.
• Liaise with relevant staff to ensure payments for trips and visits have been received.
• Maintain and update pupil information on Arbor.
• Liaise with the SENCO regarding relevant pupil information.
• Support the School Business Manager with the School Census.
• Manage payment arrangements for school trips.
• Send communications to parents and Governors.
• Ensure pupil and administrative records are maintained accurately and appropriately.
• Oversee the school's educational visit process using Evolve.
• Ensure relevant risk assessments and documentation are uploaded correctly.
• Monitor trip payments and ensure all required payments have been received.
• Liaise with staff regarding trip arrangements, documentation and logistics.
• Provide a warm, welcoming and professional first point of contact for visitors, parents, pupils and staff.
• Manage the school's visitor sign-in system, ensuring all safeguarding and visitor procedures are followed.
• Answer incoming telephone calls promptly and professionally.
• Take accurate messages and ensure they are passed to the appropriate member of staff.
• Receive and distribute incoming post and correspondence.
• Manage outgoing post and ensure it is collected or taken to the Post Office as required.
• Manage the school's keys and access fob system, including Net2/Paxton.
• Ensure reception information, literature and displays remain accurate, current and compliant.
• Manage staff and pupil uniform requirements.
• Provide first-line administrative support to the Senior Leadership Team.
• Maintain accurate and compliant reception and administrative materials.
• Work closely with the SBM to prepare and distribute communications to staff and parents.
• Support the Attendance Officer with administrative matters, including pupils and taxis arriving late.
• Monitor and manage the school's general email inbox, ensuring enquiries are responded to or directed appropriately.
• Maintain staff course and CPD records.
• Liaise with the Site Manager to ensure meter readings are recorded and kept up to date.
• Assist with the organisation of staff events and wider school activities.
• Support general administrative requirements across the school as required.
• Maintain and update the school's website with relevant information.
• Support the management and updating of school social media platforms.
• Manage bookings and administration relating to the school's 3G football pitch.
• Liaise with external football clubs and organisations using the facility.
• Maintain and update relevant contracts and booking information.

Skills

Administrative experience

Strong organisational skills

Excellent communication

Attention to detail

Experience with financial admin

Purchase orders

IT systems

Interpersonal skills

Tools

Arbor

Access

Evolve

Job description

Pertemps Education Network is seeking a dedicated School Finance Administrator & Front of House Receptionist to support a busy school environment in Guildford. The role combines financial administration with front-of-house duties, providing a professional first point of contact for staff, parents and visitors.

You'll work closely with the School Business Manager and Senior Leadership Team, handling purchasing, invoices, Arbor records and educational visits, while maintaining calm organisation in