Job Title:                               Preschool Bookkeeper/Administrator.

Responsible to:          Management Committee.

Purpose of the role:
To maintain the financial records, administration and record keeping of 345 Preschools within the procedural framework set out by the trustees of the group and best practice.
Finance/book keeping
The post holder will be responsible for maintaining accurate financial records including payments, receipts, cash analysis, banking, cash withdrawals and raising cheques for authorised invoices to support the administration and maintain credit control.  This includes:

Keeping accurate records of petty cash and providing receipts for all purchases.
Running the bank account, i.e. Checking statements, paying in monies from fees, fundraising and uniforms, updating signatory lists.
Managing the nursery grant/free entitlement for all pupils on a termly basis.
Managing child care vouchers and Gift Aid.
Balancing books on a monthly basis, making records available to the committee on request and providing the Treasurer with monthly reconciliation files.
Invoicing, collecting and recording fees on a termly basis.
Paying all bills as required, keeping accurate records and receipts.
Provide financial information to be used by the pre-school for funding applications and in reports to funders.
To prepare cash flow forecasts and budget monitoring reports.  This includes the end of year accounts to present to the Auditor in September, and the financial position reports, forecasts and financial plans for the future.

Human Resources administration

To process and prepare salary for payment, email to Payroll company, distribute wage slips. To operate all HM Revenue and Customs procedures, and to inform the payroll agency of all changes or adjustments.  Record and monitor sickness and leave applications. Ensure all staff and committee members are appropriately DBS checked and keep mandatory training up to date. Issue contracts for new starts and amend contracts for existing staff as advised.

General Administration

To manage pupil admissions along with setting managers, managing the application process and waiting lists. Keeping the website updated. Check preschool email and phone regularly and respond appropriately. Purchase resources e.g. Bookbags. Maintain an up-to-date directory of all equipment for insurance purposes. Managing statutory returns including:

Renewing Ofsted registration in November
Renewing PLA membership and insurances
Making returns to Companies House and Charity Commission.

Maintain data-based information systems as necessary including files, policies, contracts, job descriptions, correspondence, in an orderly fashion. Co-ordinate and manage all pre-school returns and documentation to external bodies such as Ofsted and LB Haringey.

Liaising with the Pre-school Learning Alliance for updates on Pre-school policies. Organising the AGM. Help ensure that 345 meets its obligations in relation to health and safety, equal opportunities, diversity and discrimination and other relevant statutory obligations. Any other reasonable duties as discussed and directed by your line manager.

Person Specification
Essential

At least two years’ office management experience.
Highly computer literate in all Microsoft office applications, particularly Excel.
Good level of understanding and experience of working with financial systems for a small organisation.
Excellent organisational skills and ability to work to deadlines.
Good attention to detail.
Evidence of knowledge and experience of book keeping.
Ability to work on own initiative and to work as part of a team.
Good communication skills (oral and written).
Able to be flexible and creative in ways of working.

Desirable

Good working knowledge of the Pre-school Sector / voluntary sector.
Ability to work flexibly with varied hours.
Ability to work proactively within a small business.
Able to manage own time and prioritise tasks.
Excellent oral and written communication skills and strong inter-personal skills.
Willingness to contribute to the work of the Preschool as a whole.
Accounting qualification

This post will require enhanced CRB and medical clearance.
345 Preschools is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.
This post is exempt from the Rehabilitation of Offenders Act 1974.  Applicants must be prepared to disclose any convictions they may have and any orders that have been made against them.

Revised July 2022