AAT Level 2 (Accoutancy Apprenticeship)

Sussex Downs College Apprenticeships
175.00 GBP Weekly
04 Aug 2017
13 Aug 2017
Contract Type
Full Time

Lewes Old Grammar School require for September 2017 an aspiring Apprentice Finance Administrator to join the Operations Department to provide fees and finance administration. You should have excellent interpersonal skills combined with the ability to react positively to situations as they arise, whilst retaining a sense of fun. Vacancy description

The key tasks as part of the apprenticeship will include:

Receivable control:

  • Responsible for the day to day running of the Fees Ledger module within the School database (SIMS Independent and FMS for ledger).
  • Using the information provided by the admissions team, set up pupil and payer details, including year group, method of payment and refundable entrance deposit.
  • Liaise with the relevant coordinators (transport, nursery, music, etc.) to obtain all charges for the termly invoices.
  • Enter onto the system, accurately and completely and in the most efficient manner.
  • During the last two weeks of each term run all the fee invoices for the following term and distribute them according to parent requests.
  • Invoice for non-fee items, such as examination, large school trips, lost access key, ad hoc transport, etc. as and when required.
  • For leavers ensure that all appropriate charges have been included and that the refundable entrance deposit has been released.
  • Answer invoice queries.
  • Record all fee receipts.
  • Administer credit card receipts.
  • Follow up overdue fees, send out statements, keep a record on the system of any correspondence and, on a weekly basis, report to the Bursar.
  • Issue statements for all overdue accounts in accordance with school policy and communicate with all overdue debtors both verbally and in writing.
  • Assist the Bursar and Finance Manager to provide details of relevant debts to the School's debt collection solicitor or collection agency.
  • Assist the Bursar and Finance Manager in the administration of the Advanced Fee quotations and administration of the accounts.
  • Check prior to each term's invoicing that the opt in choices recorded agree to supporting documentation.
  • Administer and invoice the booking of room lettings to external people entities.
  • Setting up and controlling the school's electronic parent payment system for trips and visits and ensure that all monies due are collected prior to the trip or visit taking place.

Nominal Ledger

  • Perform monthly reconciliation and closing of Fee Ledger to ensure control within the Nominal Ledger.
  • Book and control all non-fee related income through the cash book.
  • Ensure that the debtors, entrance deposit balances and advanced fees shown in the relevant control documents agree at all times to the relevant control accounts in the nominal ledger.

Cash Management

  • Collate all cash and cheques and bank on a regular basis. This includes monies received as part of any School charity collection.


  • Capture all Bursary applicants and hardship requests and liaise with the Bursar Arrange for external review for all applications and prepare the necessary paperwork for review by the Bursar and Headmaster.
  • Produce final paperwork for signing by the Bursar Administer approved bursaries and in-year applications for fee assistance.
  • Ensure bursaries given are correctly invoiced.

Other Duties

  • Provide assistance to the Bursar and other bursary staff when required.

Key skills sought:

  • Computer literacy.
  • Ability to work methodically with great accuracy.
  • Strong communication and interpersonal skills.
  • Empathy for pupils, parents, staff and the community.
  • Committed to continual personal and professional development.
  • Ability to work collaboratively and supportively.

Desired skills sought:

  • An attention to detail and accuracy.

Personal qualities

  • We are looking for a positive and proactive individual.
  • We are a friendly school and we are looking forward to supporting someone starting out in their career.
  • Flexibility, initiative and passion for problem solving are key.

This role is customer facing; the successful appointee will be required to liaise with parents regarding the payment of fees and to contact late payees. This requires tact and tenacity.

This position is part of a small and busy team. Working in a school requires a good sense of humour and a willingness to help others. Attitude is everything!

Qualifications required

  • It is essential to have GCSE (or equivalent) English and Maths at grade C or above.
  • It is desired that you have a minimum of grade B in GCSE (or equivalent) Maths. Future prospects

This role supports development within many aspects of financial administration and management. This role will support the annual audit and in forecasting the school's financial health. It is a genuine opportunity to learn about all the key functions within a finance team and to be 'hands on'. Credit control, receivables and forecasting expertise are key skills sought within the finance sector. Further, this role offers an insight into school business management. The Academies and Free Schools programme requires school to manage their budgets effectively and to be subject to great scrutiny.

Things to consider An interview day to be held on the 22 August. This will be a short panel interview and will include a tour of the school. This is a day release apprenticeship so one day per week, during term time you will attend Sussex Downs College for further teaching.

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