Finance Assistant

FINANCE ASSISTANT (x 2)

THE SCHOOL

Fettes College is a leading HMC co-educational boarding and day school close to the heart of Edinburgh. It has a strong tradition of academic, sporting and cultural excellence underpinned by outstanding pastoral care. Fettes opened its doors in 1870 and became fully co-educational in 1980: it is now an independent school of some 780 students. There are 590 students in the Senior School (13-18 years) and 190 students in the Preparatory School (7-13 years). The academic staff in the College consists of the Head and 90 full-time members of the Common Room. Our Prep School shares the same site and consists of a further 30 teaching staff.

The school stands on a magnificent site of approximately 100 acres, but still within walking distance of Edinburgh’s city centre. The historic main building holds the Chapel, Library, the English, Classics and History Departments as well as the Medical Centre and two boarding houses. A large purpose-built teaching block (the Spens Building) houses Art, Modern Languages, Mathematics, Economics, Geography and Music. The Theatre, Science Laboratories and Dining Hall are adjacent. The Preparatory School and seven further boarding houses (including Craigleith, our U6th House, specifically designed to prepare students for university) are also on the campus. Our sports facilities (including extensive playing fields, two all-weather pitches and a private Health Club) are excellent

As well as our teaching staff, we employ over 220 Operational Staff across the many departments, including Estates, Security, Housekeeping, Finance, Admissions and Marketing with a pervading sense of community amongst staff, students and parents alike.

Fettes College aims to nurture the individual while fostering a happy, well-ordered and caring community with strong family values at its core. To this end, we will do our utmost to ensure our students:

• Receive the highest possible quality of education within a boarding environment.

• Feel safe, valued, have a sense of personal worth, are thoughtful and considerate of the needs of others, possessing a willingness to take on responsibility.

• Develop their self-confidence, integrity, emotional resilience, loyalty, good manners and humour, leadership skills and teamwork.

• Value a sense of community and service, and develop a clear sense of right and wrong, equipping them for life beyond Fettes.

• Are provided with equal opportunities regardless of gender and identity, sexual orientation, disability, ethnicity or religion.

• Are encouraged to stretch and challenge themselves in everything they undertake.

The Vision and Context

Fettes College’s vision and strategy (Fettes Moving Forward: A place to live. A place to learn. A place to grow.) are founded on the four key strands of learning, wellbeing, our community and our people, each of which is integral to the ongoing success and growth of the school. There are many parts to all these strands, including the design of a curriculum for the future, further broadening our engagement in and with the local community and, of course, our steadfast belief in promoting a full boarding ethos but crucial to each in some way is the improvement and/or development of facilities to allow the vision to be fully realised.

This is therefore an extraordinarily exciting time for Fettes College as it embarks on the delivery of our Head’s new vision for the school, which includes a very significant and ambitious facilities development programme over the next 5 to 7 years through a combination of new debt facilities, internal resources and philanthropy. A recently approved funding facility is now available to support those key projects and it is critical that the financial reporting is accurate and timely to allow the Bursar to oversee and manage that facility.

Finally, Fettes College has just concluded a significant restructure of its constitution, originally established as a body corporate under statute in 1870. The new entity, a company limited by guarantee and a charity, represents a much more modern approach to governance whilst retaining elements of the original Trust scheme under which it was originally created. This, coupled with the need to fully embed a new accounting system, offers an exciting opportunity for the right individual to make a real impact on the operational efficiency and success of Fettes College.

THE ROLE

An opportunity has arisen for two Finance Assistants to join the Finance team at Fettes College. Working as part of the Finance Operations team, you will undertake a wide range of finance operations processes including accounts payable, accounts receivable and banking.

Main duties and responsibilities will include:

Accounts Payable

• Carry out checking of electronically processed transactions

• Prepare payments to suppliers and other parties, and assist with treasury payments where necessary

• Check, prepare and input new customer and supplier accounts, or process amendments to existing accounts

• Input, check and post purchase ledger transactions by matching invoices to orders, issuing invoices and credit notes, and match bank payments

• Verify transactions batches and resolve discrepancies prior to processing timetable deadlines

• Ensure remittances are received by suppliers on a timely basis

• Contribute to reconciliation of individual supplier and customer accounts, monthly reconciliations and collection of statistics

• Review credit card statements for monthly reconciliation and prepare journals for posting

• Check expense claims are in line with policy and approval limits

• Receive and respond to supplier and colleague enquiries relating to finance processes, transactions, errors and issues – judging when to seek further assistance in order to provide an effect service

Accounts Receivable

• Maintaining fee recovery and billing by keeping accurate pupil records and processing any changes to status and/or remission level as appropriate

• Maintain billing records and cash matching

• Produce termly bills for current pupils and ensure additional charges are added

• Produce leaver bills and ensure outstanding balances are refunded or transferred as appropriate

• Maintain, track and process deposits and registration fees as required

• Ensuring billing for all other commercial activity undertaken by Fettes College and its subsidiaries is processed on a timely and accurate basis

• Support credit control by updating accounts as cash is remitted and identifying/querying/escalating as necessary

• Assist parents and customers with queries, including supporting usage of any payment portals

General

• Receive and respond to supplier and colleague enquiries relating to finance processes, transactions, errors and issues – judging when to seek further assistance in order to provide an effect service

• Contribute to the preparation of reports and management information relating to finance processes as required

• Play a role in identifying trends, problems and contributing towards an environment of continuous improvement

• Post all petty cash payments, direct debits and receipts to nominal account. Ensure that sufficient funds are in place for the issuing of cash on a regular basis.

• Provide ad hoc reports to appropriate managers on request.

• Undertake any other duties as requested in accordance with the scope and responsibilities of the role.

PERSON SPECIFICATION

Knowledge and Experience

Essential

• Extensive experience working within a fast-paced transactional environment.

• A comprehensive understanding of the key processes required in Accounts Payable and Receivable teams

• Able to identify ways in which processes can be improved

• Highly competent in the use of Excel

Desirable

• Experience of using PTX, iSAMS and iFinance software packages

• Finance or accountancy qualifications (or study undertaken)

• Familiarity with educational and/or charity sectors

Skills and Attributes

• Highly organised and able to prioritise workload

• Excellent communication and interpersonal skills

• Exceptional attention to detail

• Proactive and able to work on own initiative

• Team player

• IT literate across a broad range of common Microsoft applications

• Professional and confidential manner and approach

BENEFITS

The remuneration package will be competitive and will, to an extent, depend on the experience of the successful candidate.

In addition to being part of a great team you will be entitled to a range of benefits that include:

• Free parking within the campus grounds. The campus is easily accessed by car and bus; there is a bus stop located outside the campus serving several routes across the city and to rail stations.

• Membership of Westwoods gym and health club which offers a range of excellent fitness and leisure facilities including a 25m swimming pool.

• Free lunchtime meals

• Death in service cover.

• Excellent Employee Assistance Programme (EAP).

• You will be opted into the Fettes College Non-Teaching Staff Pension Scheme after 3 months service.

APPLICATION PROCESS

The closing date is Friday, 24th February 2023 at 12 noon, with interviews planned to be held the following week, however, applications will be reviewed as and when submitted. Interviews may be scheduled, and we reserve the right to appoint, prior to the closing date.

If you would like further information prior to applying for this role Mr David Hancock, Financial Controller is available for a phone call by arrangement (dg.hancock@fettes.com).

To apply please go to our website and follow the link for this vacancy: https://www.fettes.com/about-us/vacancies

An offer of employment will be subject to two satisfactory references being obtained from your referees and a clean report being obtained on you from the Disclosure Scotland PVG Scheme in view of the contact you will have with children during your normal duties.

New staff at Fettes join a friendly and supportive team with a vibrant mixture of age and experience. We value every member of staff’s contribution to the life of the school. We are committed to equality of opportunity for all staff and applications from individuals are encouraged regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief and marriage and civil partnerships.

We are keen to welcome applicants from diverse backgrounds into our staff body. If you would like a friendly conversation with an employee who identifies as an ethnic minority, please feel free to contact Sara Medel Jiménez (s.medeljimenez@fettes.com) who will be happy to share her experience of Fettes.