We are the National College for Digital Skills, established in 2016 as the first new Further Education College in England since 1993. We are a small, specialist college with c.500 students and apprentices on roll at present but with plans now well underway to grow to 850+ learners by Dec 2025 across our two new sites.
We received ‘Good’, with Outstanding features, in our first Ofsted inspection in October 2018 and again in March 2023.
Job Purpose
The post holder will provide essential administrative and transactional support to the Finance team, working collaboratively across departments. This role involves managing key processes, liaising with both internal and external stakeholders, and ensuring the smooth operation of financial systems and procedures. The successful candidate will be expected to demonstrate exceptional communication skills, meticulous attention to detail, and strong organizational capabilities. The role demands the ability to effectively manage multiple priorities, ensuring tasks are completed within deadlines and that the finance function operates efficiently.
We are seeking a post-holder who can either work substantial part time of full time in this role - applications for either will be considered.
To be successful in the role the post holder will:
* Have excellent organisation skills with the ability to structure processes and set up efficient systems to support Ada’s continued growth;
* Be consistent and accurate and have a keen eye for detail;
* Have experience in and be committed to following careful procedures to protect the sensitive personal data involved in this role;
* Have excellent numerical skills and good knowledge of Excel;
* Learn quickly, be adaptable, flexible and able to work in the ever-changing context of a growing organisation;
* Be able to take the initiative and demonstrate a creative problem-solving approach;
* Have well-developed interpersonal skills, working well independently and as part of a small team, and collaborating well with colleagues in person and remotely.
Role Responsibilities:
Support the Assistant Finance Manager in updating the Sales & Purchase Ledgers:
* Ensure that purchases are received and processed on the accounting system in a timely manner;
* Prepare the VAT statement for review by the Assistant Finance Manager;
* Ensure all suppliers’ invoices are attached to purchase requisitions on ApprovalMax and in Xero;
* Prepare mid and end of the month BACS payment run and ensure that suppliers are paid within payment terms;
* Receive, check and investigate and action any issues that arise with regards to creditors;
* Regular review and maintenance of the outstanding purchase orders;
* Ensure that all income is recorded against the relevant nominal code and cost account and that the correct VAT code is used;
* Ensure that all requests for sales invoices are monitored and chased so that the prompt payment is received.
Bank & Petty Cash:
* Ensure Budget holder charge cards & Bank accounts are reconciled;
* Ensure that the disbursement of the funds, keeping records of those disbursements and requesting replenishment of the fund is done accordingly to the Petty Cash Policy;
* Ensure that the reconciliation of the business petty cash transactions is done on the bi-weekly basis in the Xero finance system.
Stakeholders liaisons:
* Act as a key point of contact for internal departments, suppliers, and external stakeholders regarding financial matters;
* Monitoring finance account inbox and dealing with staff, students and supplier queries to ensure they are quickly and properly resolved;
* Collaborate with other departments to gather necessary information, resolve discrepancies, and ensure seamless communication between teams;
* Work closely with other team members, assisting them with day-to-day tasks as needed and helping to create a positive, productive team environment;
* Assist other team members during periods of absence or increased workload.
Other finance duties:
* Support staff in following the financial policies and procedures, such as: filling out charge card trackers, purchase orders, setting up new suppliers;
* Support the Finance team in setting up a Fixed Asset Register and making sure it is kept up to date on a regular basis.
Additional duties:
* Undertake confidential shredding and filling;
* Coordination Support for the Finance elements of staff on-site events.
Person Specification
* Previous Officer/Administrator experience ideal but not necessary;
* Ability to undertake administrative tasks and development of effective office systems and procedures;
* Ability to use information technology for, word processing, spreadsheets and databases and ideally you will have a typing speed of over 60 words per minute;
* Ability to pick up new applications and software quickly;
* Excellent written communication, interpersonal, organisational and time management skills;
* A good understanding of equal opportunities issues as they affect our stakeholders;
* Strong stakeholder management, working with individuals across an organisation;
* Aligned with the values of the College in their approach to their work;
* Perform duties with the highest level of confidentiality and have a strong sense of integrity.
Other Requirements:
* Passion for working with young people and adults to help improve their life chances
* A commitment to on-going personal development;
* A willingness to work flexibly and where necessary outside of normal working hours;
* Suitable to work with young people and vulnerable adults in accordance with Government guidelines for safeguarding.
Variation to this Job Description
This is a description of the job as it is at present. The duties and responsibilities described above are not exhaustive and additional assignments, duties or responsibilities may be required of this position. The job description will be reviewed and updated as necessary to ensure that appropriate revisions are incorporated, and that it relates to the job to be performed.
Safeguarding
We are committed to safeguarding and promoting the welfare of students and young people and we expect all staff to share this commitment. Any job offer will be conditional on various, appropriate, pre-employment checks including a satisfactory Enhanced DBS check & Barred List Check, having the legal right to work in the UK and having satisfactory overseas criminal records checks, if deemed necessary, and supportive references.
Equal opportunities
Ada. National College for Digital Skills recognises that equality of opportunity and the recognition and promotion of diversity are integral to its strengths.
Applicants with disabilities
Ada. National College for Digital Skills is keen to increase the number of disabled people it employs. We therefore encourage applications from individuals with a disability who are able to carry out the duties of the post. If you have special needs in relation to your application please write to us at jobs@ada.ac.uk.
Sponsorship
Unfortunately we are not able to sponsor candidates for this role and can only consider applicants who currently hold ongoing right to work permission in the UK.
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