We are looking for an experienced Finance Officer to work as part of the Westminster School Finance Team to be responsible for the accounts receivable function for the School for an immediate start.

The role is a key member of the Finance team, currently consisting of eight people at Westminster School, providing accounting services largely based from school offices. The team comprises a financial accounting team lead by the Senior Financial Controller who together with Finance Planning and Analysis Manager report into the Finance Bursar who is head of the department.

Responsible To: Senior Financial Controller

Purpose:

• Prepare termly fee bills for the School ensuring that all fees and recharges are included on the parent’s fee bill. Raise ad hoc sales invoices.
• Identify overdue accounts and ensure that the School Policy and terms for the collection of accounts receivable are followed.
• Respond to parent and staff queries about fee related matters by telephone, email or in person in a helpful, supportive and proactive manner.

Fee Billing

• Prepare termly fees bills for parents and use the appropriate charge levels and applicable VAT rates.
• Liaise with trip leaders and other members of staff to ensure that all additional charges are invoiced on time.
• Ensure that any change to fees due, such as pupil moves to boarding, are picked up and charged appropriately.
• Ensure any additional charges such as the Alumni joining fee, healthcare scheme and critical illness policies are charged and administered with the relevant organisations.
• Ensure all bursaries, scholarships and fee discounts are recorded correctly.
• Ensure that all leavers are invoiced and deposits returned as appropriate.
• Respond to and resolve queries from parents arising from the termly invoices.
• Prepare a termly reconciliation of pupil fees with the school management information system.

Sales invoice

• Prepare monthly sales invoices for customers and enter onto the sales ledger.
• Liaise with the relevant members of staff to ensure that all additional charges are invoiced on time and cash collected.

Cash Collection

• Manage the setup of new direct debit agreements for all parents who want to start paying by direct debit.
• Process the direct debit files for the School, following up with parents on failed collections.
• Allocate cash received via bank transfer or by direct debit to parent’s accounts.

Overdue Accounts

• Produce an aged debtors list and monitor the list throughout the term in conjunction with the Senior Financial Controller.
• Initiate standard reminders adhering to the School policy for Fees Collections.
• Negotiate with late payers via letter, email, and telephone according to the School policy for Fees Collections.
• Draft and send non-standard letters and emails related to arrears, disputes, and queries.
• Regular referral and communication with debt collection agencies.
• Escalate to manager, Finance Bursar or Head of Legal and Compliance as necessary.

Other

• Prepare all documentation with regard to the fees ledger for the annual audit.
• Ensure that pupil and ‘bill payer’ information is up to date in the finance systems.
• Keep a record of the registration fees, acceptance fees and deposits paid by prospective students. Cross check with the Admissions department on a regular basis.
• Arrange for repayment of deposits and ensure the fees account is cleared on leaving the School.
• Ensure that the schools data protection policy is followed at all times.
• Undertake any other duties as are agreed as being in keeping with the general nature of the role as required by the Senior Financial Controller.

Please refer to the below (attached) person specification.

Equal Opportunities

We are an equal opportunities employer. We therefore encourage candidates to apply irrespective of age, disability, marriage or civil partnership status, pregnancy or maternity, race, religion and belief, gender identity, sex or sexual orientation.

Safeguarding and Child Protection

Westminster Under School is committed to safeguarding and promoting the welfare of children. Applicants must be willing to undergo child protection screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service.

Required for: as soon as possible

Location: Deans Yard - Westminster School

Hours of work: 09:00 - 17:00, Monday to Friday with an hour lunchbreak

Contract: full-time, permanent

Salary: £40,000 per annum.

The deadline for applications is midday on Tuesday 25th March 2025. Interviews will take place in-person w/c Monday 31st March 2025.