Senior Admin and Finance Officer Full Time

ABOUT ELMWOOD INFANT SCHOOL

Elmwood Infant School is a vibrant and inclusive school where children thrive in a supportive and nurturing environment. Our staff team is committed to maintaining high standards and ensuring that every child receives the best possible start to their education. We are looking for a dedicated individual to join our excellent team and contribute to the smooth and effective running of the school.

ABOUT THE ROLE

Elmwood Infant School is seeking a highly organised and efficient Senior Admin and Finance Officer to provide high-quality administrative and financial support within the school office. This is a rewarding opportunity for a motivated professional to join a collaborative and inclusive staff team and play a key role in supporting the effective day-to-day running and continued success of the school.

The role requires a strong understanding of financial processes, high levels of accuracy, and the ability to manage office functions within a busy school environment.

The postholder will report to the School Business Manager and will oversee day-to-day office operations, financial administration, communication systems and compliance tasks. The role requires discretion, reliability and high professional standards. We are looking for a confident and committed individual who will contribute positively to the school’s operational effectiveness.

Please click the website link below to visit the school’s website and download the application form; in line with KCSIE guidance, CVs are not accepted and all applicants must complete the school’s application form.

https://www.elmwood-inf.croydon.sch.uk/

Role Title: Senior Admin and Finance Officer

School: Elmwood Infant School

Spinal Column Points: SCP 13–15

Salary (Outer London FTE): £33,012 – £33,987 (depending on experience)

Actual salary will be pro-rata based on Term Time + 2 Weeks (41 weeks per year), in line with school support staff working patterns.

Contract: Full-time, all-year-round

Line Manager: School Business Manager

Location: School Office

ROLE PURPOSE AND DIMENSIONS

Working under the direction of the School Business Manager (SBM), the postholder will lead and coordinate the day-to-day operations of the school office. The role combines senior administrative responsibility with operational financial duties, ensuring that systems, procedures, and financial processes run efficiently, accurately, and in line with school policies.

The postholder will act as the senior point of contact in the office, supporting staff, ensuring a highly professional service to parents and visitors, and contributing to the effective operation of the school.

KEY RESPONSIBILITIES

1. FINANCE

• Process purchase orders, invoices, credit notes, and payments in accordance with financial regulations and audit requirements.

• Maintain accurate financial records, ledgers, and digital systems, supporting the SBM in preparing monitoring reports.

• Reconcile online payment platforms (e.g., ParentPay), process refunds, monitor outstanding balances, and produce termly reconciliations.

• Manage financial administration for trips, clubs, enrichment activities, and other chargeable services.

• Prepare payroll information including overtime, supply claims, and variations, ensuring accurate and timely submission.

• Support the SBM with procurement by obtaining quotes, maintaining contract information, and tracking renewal dates.

• Assist in preparing documentation for audits and year-end financial closedown.

• Ensure all financial practices meet local authority guidance and school finance procedures.

2. OFFICE LEADERSHIP AND SENIOR ADMINISTRATION

• Lead the daily operation of the school office, ensuring tasks are allocated effectively and deadlines are met.

• Provide direction, support, and guidance to the Admissions and Admin Officer and other office staff as required.

• Ensure high-quality communication across the school community, including letters, newsletters, website updates, and digital messages.

• Maintain efficient office systems, procedures, and filing structures, reviewing and improving processes where necessary.

• Oversee visitor reception processes, maintaining safeguarding compliance and ensuring the office presents a warm, professional environment at all times.

• Produce accurate documents, reports, and returns, including those linked to pupil records, staff administration, and compliance.

• Coordinate school-wide administrative tasks such as data updates, parent briefings, termly calendars, and preparation for events and meetings.

• Act as the central operational contact when the SBM is off-site, escalating issues appropriately.

3. DATA, RECORD-KEEPING AND COMPLIANCE

• Maintain up-to-date and accurate pupil, staff, and financial information across the school’s MIS and financial systems.

• Support statutory submissions (e.g., school census, workforce census, financial returns) by gathering data, completing designated sections, and ensuring accuracy.

• Ensure full compliance with GDPR and data protection regulations in all record-keeping.

• Maintain administrative policies, templates, and manuals to ensure consistency and compliance.

• Uphold robust audit trails for procurement, finance, contracts, and record-keeping processes.

4. CONTRIBUTION TO SCHOOL ETHOS

• Provide a professional, courteous, and high-quality service to parents, carers, staff, governors, and all visitors.

• Model the school’s values through positive communication, confidentiality, and inclusive practice.

• Work collaboratively as part of the school’s support team, contributing to a welcoming and supportive atmosphere.

• Participate in relevant training to maintain high standards of professional knowledge, particularly relating to finance systems, administration, safeguarding, and compliance.

ELMWOOD INFANT SCHOOL Person Specification

Role Title: Senior Admin and Finance Officer

School: Elmwood Infant School

Spinal Column Points: SCP 13–15

The person specification below outlines the essential and desirable qualities required for the role.

QUALIFICATIONS AND TRAINING

ESSENTIAL

• GCSE English and Maths (Grade A–C / Level 4–9 or equivalent).

• Proven training or experience in administrative and/or financial roles.

• Strong IT skills, including proficiency in Microsoft Word, Excel, email systems, and digital platforms.

• Willingness to undertake further training relevant to the role (e.g., GDPR, safeguarding, finance systems).

DESIRABLE

• A recognised bookkeeping, finance, or business administration qualification (e.g., AAT Level 2/3, NVQ Level 3 in Business Administration).

• Training in school systems such as SIMS, Arbor, Access Finance or equivalent.

EXPERIENCE

ESSENTIAL

• Experience working in an administrative role in a busy office environment.

• Experience of financial administration, including processing invoices, monitoring payments, and maintaining financial records.

• Experience handling sensitive or confidential information in line with GDPR requirements.

• Experience supporting customer service functions such as reception, parent communication, or staff enquiries.

• Experience of working to deadlines and managing competing priorities.

DESIRABLE

• Experience of working in a school office or educational setting.

• Experience maintaining or contributing to statutory data returns (such as census or workforce data).

• Experience coordinating or supporting whole-school administration (e.g., trips, clubs, events).

• Experience overseeing or supporting other administrative staff.

KNOWLEDGE AND UNDERSTANDING

ESSENTIAL

• Understanding of financial procedures, recordkeeping, and audit trails.

• Awareness of safeguarding responsibilities within a school setting.

• Understanding of the importance of confidentiality and data protection in administrative and financial work.

• Knowledge of effective office systems, including filing, communication, and administration workflows.

• Awareness of the school’s role within the community and commitment to inclusive practice.

DESIRABLE

• Knowledge of local authority financial guidance and school finance policies.

• Understanding of procurement processes and contract monitoring.

• Awareness of statutory school reporting (census, workforce data, budget monitoring cycles).

SKILLS AND ABILITIES

ESSENTIAL

• Excellent organisational skills with the ability to manage workloads, prioritise tasks, and meet deadlines.

• High level of accuracy and attention to detail, particularly in financial and data-related tasks.

• Strong communication skills, both written and verbal, with the ability to communicate professionally with staff, parents, governors, and external agencies.

• Ability to maintain calm and professionalism in a busy school office.

• Ability to manage confidential information discreetly and appropriately.

• Strong problem-solving skills and ability to adapt to changing demands.

• Ability to work effectively as a team member, including delegating tasks appropriately, supporting colleagues, and contributing to a positive, collaborative office environment.

DESIRABLE

• Ability to create high-quality written documentation such as reports, letters, and monitoring summaries.

• Ability to support office staff through guidance, delegation, and encouragement.

• Confidence in learning new digital systems quickly.

PERSONAL QUALITIES

ESSENTIAL

• Reliable, trustworthy, and committed to high professional standards.

• Approachable and welcoming, with excellent interpersonal skills.

• Committed to Elmwood Infant School’s values, ethos, and nurturing environment.

• Flexible and adaptable to the needs of the school.

• Positive attitude, willingness to learn, and commitment to continuous improvement.

• Commitment to equality, inclusion, and safeguarding.