Birmingham Education Partnership (BEP) is a charity launched in 2013 by Birmingham Headteachers to secure a deeply good education for every child in Birmingham addressing the social and the civic as well as the academic needs of our children. It seeks to ensure that no school is left isolated, schools support each other, and that all schools have access to a broad range of school improvement support. Birmingham Education Partnership are committed to safeguarding and promoting the welfare of children and expect all staff, associates and volunteers to share this commitment. All offers of employment are subject to an Enhanced DBS check, and where applicable, a barring check will be completed for all applicants. We are an equal opportunities employer and as such promote the efficient, effective, fair and consistent recruitment and selection practices for all staff in the Organisation. It is our policy to recruit the best person for each vacancy regardless of age, disability, race, religion and belief, sex, sexual orientation, gender reassignment, pregnancy and maternity or marriage and civil partnership. Main purpose of the role To support the Finance & Admin Coordinator and the wider team with the operational and finance functions of the BEP office. This is an interesting and multi-faceted role which includes anything from ordering supplies, drafting and administering contracts to supporting individual projects with project schedules, progress reports, liaising with stakeholders as well as some monitoring of income and expenditure. Main Responsibilities 1. General Administration To support the Finance & Admin Coordinator in the delivery of core admin duties which include: Answer and direct calls as appropriate Receive and respond to emails including the maintenance of the office email box Assist in the preparation of regularly scheduled reports Carry out usual administrative duties such as filing, copying, binding and scanning as required Ensure continued operations of equipment by completing preventative maintenance requirements; arranging repairs, maintaining equipment inventories, evaluating new equipment and providing support to staff re usage where required Order office supplies Health & Safety admin duties Support effective usage and control of the organisation’s asset register Provide general support to visitors 2. Finance Using our finance platform, responsibility for processing of: o Purchase Orders (POs) o Purchase Invoices/Credits o Sales Invoices/Credits - for Membership and other services provided by BEP. o Bank payments o Bank reconciliations o Banking o Cheque Payments o Multipay Card Payments o Mileage/expense claims for staff o Project and fund income & expenditure Assisting Finance & Business Operations Manager and Accountant with information for month and year end reporting including accruals and prepayments Debt Chasing Assist with monitoring and reconciliation of project and fund movements Achieve financial objectives by participating in preparing an annual budget; scheduling expenditures; initiating corrective actions Support Management Accountant with the quarterly VAT return by ensuring correct tax and product codes are used Liaise with Finance & Business Operations Manager and Accountant to participate in the preparation of various financial statements and reports Directs the installation and maintenance of accounting records to show receipts and expenditures Liaise with Finance & Business Operations Manager and Accountant in preparation of external audit materials and external financial reporting Monitor and report on income received into BEP Daily finance transactions including Charge card expenditure Ensuring invoices received are authorised and paid Suggest changes or improvements to increase accuracy, efficiency and cost reductions Adhere to the company’s financial processes and procedures Answer questions and provide assistance to stakeholders, customers, clients and staff as needed Other duties To communicate effectively utilising different vehicles i.e. letter, email, phone or face to face, with all parties including external agents and/or partners, colleagues and associates at all times. The post holder may be required to lead or support other projects as required by the organisation. To undertake any other duty as required by the organisation, commensurate with pay grade, skills and experience. To work with BEP colleagues to: o Develop a shared knowledge of BEP projects and products and create opportunities for mutually beneficial linkages between them. o Provide mutual support to the development, marketing and delivery of all BEP projects and projects. Person Specification Experience & Qualifications Proven administrative experience Proven skills in working on a finance platform, preferably Xledger Bookkeeping or accountancy experience Key Skills & Knowledge Ability to work with others Ability to multi-task whilst maintaining good accuracy and strong attention to detail Proficiency in Microsoft Office and utilisation of databases Strong organisational, analytical and interpersonal skills Strong written and verbal communication skills Self-motivated to learn new concepts and participate in new projects Personal Qualities Flexible Energetic Empathetic Resilient Drive and determination Positivity Behaviours Linked to our Behavioural Framework with specific focus on: Leading by example Takes ownership Working collaboratively Delivering successful outcomes Developing self and others Effective communication Managing resources and risk Evaluating options and problem solving Championing change Note: The organisation reserves the right to make reasonable changes to this job description in consultation with the employee. Next Steps The closing date for this role is Friday 24 th January 2025 while shortlisting will hold on Tuesday 28 th January 2025. Interviews will take place Wednesday 5 th February 2025. To apply for this role, please send a CV and covering letter to humanresourcesbep.education with the subject line Finance & Administration Officer. Please note, in order for your application to be considered you must provide your CV and a covering letter detailing why you feel you are suitable for this role.