Principal & Artistic Director and Finance Director at Rambert School. CV and covering letter to

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1 JOB DESCRIPTION POST: REPORTING TO: SALARY: HOURS: TO APPLY: DEADLINE: INTERVIEWS: Estates and Finance Administrator (Full time) Principal & Artistic Director and Finance Director at Rambert School Up to 28,675 per annum 8.30am to 4.30pm, Monday to Friday CV and covering letter to Monday 9 th March, 5pm First interviews Monday 16 th March Second Interviews Thursday 19 th March PURPOSE OF THE POST To effectively and proactively manage and administrate all aspects of the estate and finance, including building maintenance and contents, security, health and safety, informationtechnology, cleaning and all financial administration. The split of responsibilities is 60% facilities and 40% finance. The post holder plays a key role in providing a professional image of the school at all times, both externally and internally. KEY WORKING RELATIONSHIPS OUTSIDE THE SCHOOL Payroll services provider The School s bankers External facilities services companies and contractors The Student Loans Company The Conservatoire for Dance and Drama (CDD) University of Kent KEY WORKING RELATIONSHIPS WITHIN THE SCHOOL Ross McKim Principal & Artistic Director

2 Clare Buckle Finance Director JOB DESCRIPTION BUILDING MAINTENANCE & CONTENTS Researching and employing suppliers (including the setting up of contracts and accounts) for services and purchases of building related materials, to facilitate repairs required to maintain both the interior and exterior of the building. Regularly review the maintenance contracts and utilities to ensure value for money and undertake any new tendering processes when required. Arranging regular maintenance checks are undertaken on boilers and all electrical/ mechanical equipment. Organising the repair and replacement of all building items (from light bulbs, mirrors, curtains, flooring etc to major building repairs). Monitoring, arranging maintenance and changing settings on the BMS System control unit for Heating and Air Conditioning in the studios. Organising, setting up and progressing special building projects, ensuring these are completed in an efficient and timely manner. Arrange callouts and repairs on office equipment e.g. Franking Machine, Photocopier, Telephones etc. Assisting with room preparation for meetings and other school events to ensure tables, chairs and other requirements such as conference equipment are set-up and ready for use. FINANCE Sage BACS All data entry work Bank reconciliations Raising cheque and BACS payments Production of P&L and balance sheet reports (quarterly) For year-end accounts (31 July) general review of each ledger account, journals once agreed, various analyses etc. (Finance Director prepares quarterly management accounts and also final accounts from SAGE print-outs) Process staff and student expenses Inputting supplier and staff bank details as templates Inputting salary data and supplier payments Petty Cash Inputting cash received and paid out onto Sage Regular cash reconciliations Transfer of surplus cash to bank account/topping up cash as required. Salaries Maintenance of spreadsheet of part time staff hours worked - send to Payroll Service Input salary data into Sage Update excel salary data Enter salary and HMRC payments into BACS

3 Pensions Remit monthly submission forms to USS and Pensions Trust online Enter USS payment on BACS ( Pensions Trust is claimed by Direct Debit) Student Fees Raise student invoices for fees and raise statements each time a payment is received Record payments on Sage and in fees spreadsheet. Chase outstanding fees and alert Management to accounts in arrears. Assist with Student Loan Company queries Student Bursaries Establish student eligibility for fee waivers/bursaries by downloading Household income data from the Higher Education Portal. Raising of bursary BACS payments Student Shows Produce cash floats for each show Record all performance income on Sage. Banking Pay all surplus cash and cheques into bank (NatWest Richmond) Request any overseas payments. Produce paperwork required to change signatories etc. Invoicing & Debtors Raise sale invoices for studio hires etc. and ensuring prompt payment Report on and pursue any outstanding debtors HEALTH & SAFETY Ensuring regular maintenance checks (both in-house checks and via external companies) and other related monitoring of the buildings and contents to comply with current Health and Safety legislation. Checking organisations working for us have staff who are DBS checked and their employees are aware of Health and Safety issues for the work they do and the equipment they use on our site. Keeping accurate records of all work undertaken and documentation needed to comply with legislation e.g. PAT testing certificates, Mansafe inspections, public liability and tests on relevant equipment and systems. Ensuring all fire drills and log books are completed and up to date. SECURITY Organising security cover for the premises, including making special arrange ments for adequate cover for events, performances and room bookings. CLEANING

4 Arranging contracts and monitoring cleaning of buildings. Employing relevant pest control services as required. INFORMATION TECHNOLOGY Management of IT support company to provide and maintain suitable IT systems within budgets se. Liaison with support company on a regular basis to ensure the smooth running of IT provision with regards to operating system software, hardware (student macs, staff and student PC s and laptops),daily data back-up, anti-virus protection. Assist with review of service levels provided and value for money of IT support company on an annual basis Ensure that the School s IT provision is working efficiently and periodically review the maintenance, training and updating of programs and equipment. Provide IT support and induction to staff and students, dealing with issues as necessary. Maintenance of other IT equipment such as printers and scanners as required. OTHER Ad hoc exercises as, and when, required

5 PERSON SPECIFICATION ESSENTIAL SKILLS & EXPERIENCE - Educated to A Level or above. - Facilities administration experience. - At least two year s financial experience in a similar role. - Experience with Sage 50 accounting software. - A hands on approach and ability to solve problems as they arise. - Good working IT knowledge including Microsoft Office, Windows operating systems and basic hardware connections. - Effective and efficient communication skills. - Ability to work independently and as part of a small office team. - Ability to establish good working relations at all levels of the Institution with students, teachers, senior management, Board of Trustees etc. - Ability to multi-task, prioritise effectively and work to tight deadlines. - Ability to work with suppliers, contractors and affiliated bodies - Ability to maintain clear records, implementing new systems of record keeping and archiving as required. - A willingness to extend skills through appropriate training. DESIRABLE SKILLS & EXPERIENCE - Specific experience of Student Finance and SLC. - Experience of using WordPress, Moodle and FileMaker. - First Aid qualification. - Knowledge and understanding of best practice, particularly in Health and Safety. - Finance qualification such as AAT or ACCA. - Apple Macintosh knowledge. The above serves as a guide and is not exhaustive; all professional staff are expected to undertake other duties and projects as may be reasonably required by the Principal in accordance with the grade of the post. You will be working as part of a small, friendly, administrative team and may be asked to provide extra support within the office during busy periods, working together in a mutually supportive way towards shared priorities.

6 Rights to work in the United Kingdom Applicants for this role must be eligible to work legally in the United Kingdom. The successful applicant will be asked to evidence of their right to work in the UK before being formally offered the role. If you do not have the right to work in the UK we will not be able to consider you for this role. If you are uncertain about your eligibility to work in the UK, you are encouraged to contact the UK Borders agency. DBS checks This role meets the requirements in respect of exempted questions under the Rehabilitation of Offenders Act All applicants who are offered employment will be subject to a criminal record check from the Disclosure & Barring Service (DBS) before the appointment is confirmed. This will include details of cautions, reprimands or final warnings as well as convictions

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