Downe House School - Temporary Finance Assistant

Summary

Downe House is looking for an experienced Finance Assistant (Accounts Payable) to join our team on temporary basis.

Detail

Part time position – Fixed term 3 months with possibility to extend. Required asap for 3 days per week, flexibility on days worked.

Salary Range: £26,000 - £28,000 FTE, pro-rata for part time hours, depending on experience.

We are looking for an experienced Finance Assistant to join our Finance team. In this role you will be responsible for taking day-to-day responsibility for the Purchase Ledger, under the guidance of the Head of Financial Operations and the Director of Finance and Operations and supporting the wider team as required.

The department plays a pivotal role in supporting the smooth financial operation of the school and wider group activities. Responsible for managing all aspects of financial planning, account, reporting, and control, the team ensures the effective stewardship of Charity resources to support the school’s strategic goals. Key functions include Accounts payable, Accounts receivable, Planning & Control, payroll, and compliance with statutory and regulatory requirements. The team works closely with other departments, parents, and external stakeholders to deliver a professional and efficient service, upholding the school’s commitment to excellence. With a focus on accuracy, transparency, and collaboration, the Finance Team underpins the school’s ability to provide an outstanding immersive education for all students.

Main duties and responsibilities

Manage the accounts inbox, forwarding invoices and statements to invoice capturing and processing system (Lightyear) and ensure timely, efficient responses to any queries.

Provide excellent service to internal colleagues and external stakeholders.

Register and manage invoices through the Lightyear invoice processing system, entering accurate budget codes and cost descriptions/references and obtaining budget holder approval.

Export approved invoices and staff expenses from Lightyear and import into the Accounting System.

Accurately reconcile supplier statements, requesting any missing invoices and raising any queries with suppliers.

Verify new supplier details and enter into Lightyear and the Accounting System.

Monitor and verify all changes to supplier details, including bank accounts and contact details, ensuring vigilance against erroneous or fraudulent changes.

Process staff expenses through the Lightyear system in a timely manner, assisting staff with any queries.

Raise timely weekly BACS payment runs for authorization using the Accounting system.

Access supplier portals to download invoices and statements for processing, such as utility providers.

Ensure accurate (soft and/or hard copy) filing invoices and other supplier documentation.

Follow month-end and year-end processes to facilitate period-end close on time.

Support key academic and support departments with purchasing, ensuring documentation is received and approved on time.

About You

Previous experience of working in a similar role within a busy Finance Department

Competence in using Excel and general IT skills

Excellent communication skills via email, phone and face to face

Good data entry accuracy and speed

Previous experience of using Lightyear or WCBS PASS an advantage

Applicants must have the right to work in the UK. Own transport is essential as the school is in a rural location with no public transport links.

For further details you can contact the HR Department on 01635 204712 or email recruitment@downehouse.net

We are committed to safeguarding and promoting the welfare of children and young people, and any offer of employment is subject to an Enhanced Disclosure Check (DBS), satisfactory references, and social media checks.

At Downe House we promote equality of opportunity for all pupils and staff, both current and prospective, and we actively support an environment and culture that values diversity and inclusion.

Documents

• Candidate Pack Temporary Finance Assistant PDF Document