Purpose 

To deliver efficient and accurate financial operations across the Trust, ensuring strong financial controls, compliance, and effective use of finance systems. The role focuses on maintaining the integrity of financial data, managing payments, managing and responding to payroll and pensions queries, supporting payroll accuracy, and contributing to the preparation of school and Trust budgets.  

Key Responsibilities

Financial Operations and Controls 

·         Maintain accurate financial records across the Trust, ensuring compliance with financial regulations and internal procedures.  

·         Oversee the end-to-end purchase-to-payment process, ensuring orders, invoices, and payment runs are processed accurately, authorised appropriately, and completed within agreed timescales.  

·         Oversee the BACS runs and other supplier payments in line with the Trust’s Financial Scheme of Delegation.  

·         Ensure suppliers are set up correctly and that due diligence, contract, and procurement checks are in place before payment.  

·         Monitor aged creditor reports, liaising with schools and suppliers to resolve queries promptly.  

·         Process income, expenditure, and balance sheet transactions accurately and consistently.  

·         Oversee and complete month-end and year-end routines including journals, reconciliations, accruals, and prepayments.  

·         Ensure all control accounts (including payroll, VAT, and bank) are reconciled and discrepancies investigated promptly.  

·         Support the preparation of audit schedules and documentation for both internal and external audit.  

·         Ensure compliance with the Academy Trust Handbook and the Trust’s Finance Policy.  

Budget Preparation and Support  

·         Support the Chief Financial and Operations Officer in the preparation of school and Trust budgets by providing accurate financial data, historical trends, and reconciliations.  

·         Update budget models (i.e. IMP/ICFP models) with current staffing, contractual, and operational information as required.  

·         Provide analysis of expenditure patterns to support informed decision-making by the Chief Financial and Operations Officer.  

·         Maintain accurate records of virements and budget adjustments throughout the year.  

Systems and Process Development  

·         Act as operational lead for financial systems (e.g., Hoge or equivalent).  

·         Support the Chief Financial and Operations Officer in embedding process efficiencies and ensuring consistency across schools.  

·         Maintain system documentation and provide guidance for users.  

·         Liaise with system providers to resolve issues and enhance functionality.  

·         Provide support to school-based staff on correct financial coding and system use.  

Payroll  

·         Provide an efficient payroll and pensions query service  

·         Undertake monthly payroll checks to ensure accuracy against staffing records.  

·         Ensure the posting and reconciling of payroll journals and control accounts is accurate.   

·         Investigate and resolve discrepancies in collaboration with HR and payroll providers.  

·         Maintain clear and auditable payroll documentation.  

Compliance and Audit  

·         Maintain accurate and complete financial records in line with Trust and regulatory requirements.  

·         Support audit preparation and implementation of audit recommendations.  

·         Promote a culture of accuracy, transparency, and compliance across the Trust’s financial operations.  

Other Duties 

·         Support the Chief Financial and Operations Officer with financial operations and reporting as required.  

·         Assist in implementing new systems, processes, or audit-related improvements.  

·         Provide support to the Chief Financial and Operations Officer in the tendering of services as and when required.  

·         Working with all Finance staff ensure an accurate and up to date contracts register is maintained and advise the CFOO when renewals become due.  

·         Undertake any other duties appropriate to the grade and nature of the post.