ESTATES MANAGER PART-TIME FINANCE ADMINISTRATOR BIOLOGY LAB TECHNICIAN

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1 BELFAST ROYAL ACADEMY Cliftonville Road, Belfast BT14 6JL invites applications for the posts of ESTATES MANAGER (Mon-Fri 8:30am - 5:00pm) ( 30,785-33,437) PART-TIME FINANCE ADMINISTRATOR (Mon-Fri 9:00am - 2:00pm) BIOLOGY LAB TECHNICIAN (Mon-Fri 8:30am - 3:45pm) Further details, application forms and job descriptions may be downloaded from the School s web-site below or may be obtained by contacting Forms must be returned to the above address by WEDNESDAY 20TH SEPTEMBER AT 12 NOON. The Board of Governors is an Equal Opportunities Employer.

2 BELFAST ROYAL ACADEMY POST OF PART-TIME FINANCE ADMINISTRATOR This is an interesting and varied role, arising following the retirement of a member of the Finance team. We are seeking an enthusiastic and computer literate administrator, who will be an asset to our team. Background Belfast Royal Academy, founded in 1785, is the oldest school in the city and is a nondenominational, co-educational, voluntary grammar school, listed among the Public Schools of the United Kingdom. The management is vested in a Board of Governors, on which parents and teachers are represented, along with Governors elected by members of the Academy and nominees of the Department of Education. The school moved to its present site in 1880 and the grammar school has some 1450 pupils. Inside the past 30 years, seven new teaching blocks have been built and much of the accommodation has been refurbished. A 4 million project was completed in 2016, significantly enhancing facilities at the school. Ben Madigan is the Preparatory Department of Belfast Royal Academy. It is situated on the slopes of Cavehill, on the idyllic Castle Grounds site. Pupils are admitted from age 4 and, subject to the results in the assessments organised by the Association for Quality Education, move to the grammar school at age 11+. The Pre-Preparatory Department is a thriving purpose-built unit on the same site, constructed in 1998, with panoramic views over Belfast and Belfast Lough. This Department admits a maximum of 24 children per annum, around the age of 3 years old, who are likely to be enrolled in the Preparatory Department at age 4. There are approximately 140 pupils in the Preparatory Department. There is also an After School Club, which is open from 12:30pm until 5:30 pm each evening, to facilitate working parents. The grammar school is funded primarily from revenue grant received from the Department of Education, with grant currently amounting to in excess of 6 million. Grant income is paid directly to the school bank account. Capital fee income and voluntary contributions are also received from parents. Some grant is received from the Department towards the operating costs within the Preparatory Department but main income for this unit is from tuition fees. The Nursery Department and After School clubs are self-financing units.

3 A small grant from the Department of Education is allocated to the school for pupils entitled to Free School meals. These units are mainly funded through charges made for the provision of meals (a cashless system is operated at both units). Parents can also make payment for meals using credit or debit cards at the main school site.

4 PART-TIME FINANCE ADMINISTRATOR Responsible to: The Part-Time Finance Administrator will be directly responsible to the Finance Supervisor and is ultimately responsible to the Head of Finance & Corporate Services, who is responsible for all support staff. MAIN DUTIES AND RESPONSIBILITIES GENERAL INCOME RECEIVED Preparation of bank lodgements and supporting analyses Allocating ledger and cost centre codes for all cash receipts for review by the Finance Supervisor Coding and analysing petty cash as required FEES Preparation of secondary and preparatory department fee accounts and posting these to the computerised system Processing of fee payments made by direct debit to the computerised system on a monthly basis Reconciling debtors / receipts to financial management system Issuing fee accounts to those not paying by direct debit on a termly basis Preparing a bad debt analysis from the computer system and preparing and issuing relevant follow up letters for overdue debts based on School Policy Completing a computerised tax reclaim form for gift aid receipts (bi annually) Reviewing system for collection of fee income / other income at Ben Madigan and analysing how system can be improved and introducing changes as appropriate Reviewing income received from the Pre-Preparatory Department and After School club on a monthly basis and notifying the Finance Supervisor of any significant variations from prior year income. Reviewing income received from the Ben Madigan canteen and highlighting any significant discrepancies from prior year figures to the Finance Supervisor Analysing income for the year end accounts and comparing this to prior year figures, including income received from parental contributions and sundry income. Preparing relevant reports from the cashless system and analysing these as required. Analysing ways of increasing income from parental contributions, rental income etc. Assisting with transfer to a new fees system Preparing such reports as are requested by the Head of Finance & Corporate Services or Finance Supervisor

5 PAYROLL Assisting the Finance Supervisor with the preparation of the monthly payroll and grant claims as required Preparing and processing payroll if cover is required. (The package used is currently Pegasus). Posting of payroll journals as required. OTHER Records / data management in line with the School Policy, including retention and destruction of data. Reviewing of processes for collection of data and the reason for collection of data, in line with legislative requirements Preparing financial analyses as required, particularly for year end accounts. Assisting the Finance Supervisor in completing relevant financial returns / posting of journals to the computerised system Such other financial / administrative duties as may be allocated by the Head of Finance & Corporate Services or Finance Supervisor

6 PART-TIME FINANCE ADMINISTRATOR ESSENTIAL CRITERIA A minimum of 2 A Levels (at grade C or above or equivalent) and a minimum of 7 GCSEs at Grade C or above or equivalent, with a C or above in Maths and English A minimum of 2 years experience in a finance-related role within the last ten years Experience of operating computerised financial accounting packages Evidence of IT literacy (including in Microsoft Word and Excel) Evidence of ability to analyse data and prepare reports. DESIRABLE Relevant financial qualifications (e.g accounting technician IATI or other relevant financial qualification) Experience in cash handling and the preparation of lodgements Experience in processing payroll More than 5 years experience in a similar role in a large organisation within the last ten years Relevant experience within the education sector Knowledge of fee packages and credit control Evidence of ability to carry out reviews, prepare reports and manage data in line with the school s Records Retention Policy. Depending on the number of applications for this post, the school reserves the right to upgrade the essential criteria to the desirable criteria, for the purposes of shortlisting.

7 SUMMARY OR MAIN TERMS AND CONDITIONS OR EMPLOYMENT Hours Standard hours will be Monday Friday 9:00 am to 2:00 pm (25 hours per week). (On occasion, it might be necessary to work extra hours (eg for completion of the fee accounts by set timescales it might be necessary to work a number of full days). The hours worked may be subject to review and may be increased, if required. Salary scale Salary scale will be based on the National Joint Council scale point 23-25, pro-rata (the pro-rata equivalent is 14,667-15,626). The point on which the successful applicant is placed will depend on experience. Pension The successful applicant will be automatically enrolled in an attractive pension scheme, the Northern Ireland Local Government Officers Pension Scheme (the employer contribution rates are currently 18%). Sick Pay A Sick Pay Scheme is applicable and is in accordance with the Scheme of Conditions of Service of the National Joint Council for Local Authorities. Probationary Period There is a six month probationary period which may be extended to nine months at the discretion of the employer. Annual leave Annual leave is 8 weeks including public holidays in the holiday year (4 weeks during July, 1 week at Easter and 1 week at Christmas, 1 week at half-term in October and 1 week at half-term in February. APPLICATION PROCESS 1. Application forms may be downloaded from the school web-site ( Application forms must be completed and returned to the school (3-17 Cliftonville Road, Belfast, BT14 6JL) by no later than Wednesday 20 th September. Forms may be returned electronically to gboyd707@c2kni.net or posted. Late applications will not be accepted. 2. The Monitoring Form must also be completed and returned to the school at the same time. 3. It is intended to interview at the main school site on Tuesday 26 th September.

8 CHILD PROTECTION Posts involving work in educational institutions are subject to the provisions of the Safeguarding Vulnerable Groups (NI) Order The successful applicant will require an enhanced disclosure check which at present costs 33. Further details regarding the payment of this check will be issued if an offer of employment is made. Belfast Royal Academy treats with the utmost seriousness its responsibility to protect pupils by preventing unsuitable people from working with them in paid or voluntary positions. Posts involving work with children and young people in educational institutions are subject to the provisions of the Safeguarding Vulnerable Groups (NI) Order The process whereby applicants are vetted for employment is set out by AccessNI as an Enhanced Disclosure; see Hence, applicants should be aware that any offer of employment will only be confirmed when the school has: received two satisfactory references, one of which must be from the most recent employer; verified proof of identity as specified by AccessNI; Received an Enhanced Disclosure Certificate from AccessNI confirming the eligibility of the applicant to work in the school; Viewed originals of qualifications recorded on the application form. With effect from 1 April 2011 the Department of Education ceased to fund preemployment checks carried out by AccessNI. As a result, any applicant offered paid employment in a regulated activity will be required to pay 33 for the Enhanced Disclosure Certificate (EDC). AccessNI regulations do not allow for individuals to apply direct to AccessNI for an EDC and therefore the application will be made through Belfast Royal Academy. Process Applicants called for interview will be required to bring with them: Relevant ID Original qualifications and copies of same. When an offer of employment is made the preferred applicant must: Apply for an Enhanced Disclosure certificate by registering at Provide a cheque for 33 made payable to Belfast Royal Academy. Complete a pre-employment Health Check. Contact the school as soon as the AccessNI certificate is received The appointment will only be confirmed after all pre-employment checks have been completed satisfactorily.