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Assistant Bursar (Finance)

  • Hertfordshire

  • Duncombe School

  • Part-time


Reporting to the Business Manager, the Assistant Bursar (Finance) is a key part of our administration team, taking responsibility for fee billing and other administrative duties. The Assistant Bursar (Finance) will also provide all staff with a range


Key Responsibilities

Management of the Fee Ledger

• Timely preparation of the termly invoices; to be posted or emailed to parents in accordance with the agreed time schedules.

• Ensure that all fees and other charges are posted to the correct accounting period/term for accuracy.

• Ensure that all leavers are invoiced correctly, deposits returned and new pupils invoiced appropriately.

• Liaise with relevant staff for any additional charges to be invoiced.

• Ensure all bursaries, scholarships and fee discounts are recorded correctly.

• Record all cash receipts and bank all receipts timeously.

• Resolve queries from parents arising from the termly invoices

• Producing an aged debtors list for review by the Business Manager within a week of the start of term and monitoring the list throughout the term.

• Chasing the fee payers throughout the term via a phone call, email, copy invoices and letters. Keep the Business Manager up to date.

• Support with the annual audit by responding to questions providing documentation as requested.

• Keep a reconciliation of all deposits paid.

• Keep a record of the number of pupils on roll and ensure that the fees ledger correspond with the enrolment.

• Process bursary application and liaise with Headmaster and Business Manager on results.

• File copies of the bursaries/scholarships/fee discount awards.

• File correspondence from parents.

• Keep a record of the registration and acceptance fees paid by prospective pupils. Cross check with the Registrar on a regular basis.

• Deal with applications for School Fee Plan, update to parent accounts and liaison with School Fee Plan and parents

• Administration and record keeping of the Government Universal Free Early Education Entitlement (15 free hours) Scheme

Management of the Purchases Ledger

• Complete and submit new vendor forms as required.

• Assist with resolving supplier payment queries.

• Support the Business Manager to ensure the Purchase Order system is managed correctly.

• Ensure that the financial policy is adhered to.

• Reconciling supplier statements and resolve differences.

• Providing the auditors with appropriate documentation as requested by them in relation to the Purchases ledger.

• Filing the invoices in an orderly fashion.

Management of the Nominal Ledger

• Maintain the nominal ledger in an orderly fashion.

• Ensure records are kept of income received in advance, eg. trips.

• Ensure records are kept of prepaid expenses, eg. trips.


• Prepare monthly bank reconciliation in accordance with the agreed guidelines.

• Direct debits to be monitored and matched to known transactions and posted to the nominal ledger on a timely basis.

• Send direct debit collection amounts to the School Support Centre twice a month in line with the direct debit cycle.

• Reconcile credit card purchase transactions on a monthly basis.

• Monitor the bank account daily for suspicious activity.

• Write out cheques from the number 2 account at the request of the Business Manager

• Deal with staff petty cash expenses

• Monthly petty cash reconciliation and No 2 Account Reconciliation

Management Accounts

• Submit all necessary documentation to the School Support Centre in accordance with the monthly timetable.

• Assist the Business Manager in preparing the annual budget for submission to the School Support Centre.

• Maintain an up to date Discount Register and forward any changes to the school Support Centre when changes are made.

Parents Association

• Preparation and submission of Parents’ Association accounts to the Charities Commission website

Data Management

• To provide data reports when requested.

• Provide information for the annual School Census.


• To assist with recruitment, employment, induction and retention of admin support staff.

• Do performance management and review.

• Provide in house training based on needs identified.

• Assist parents, pupils and staff in problem resolution.

• Liaise with teachers and provide guidance on completing trip budgets.

• Manage payroll in accordance with guidance from the Business Manager and the School Support Centre.


• Undertake any other duties in connection with the level of the post to ensure the efficient and

effective running of the department.

• Support the Business Manager with other reasonable requests.

• Attend and participate in regular meetings and participate in training and other learning activities

as required.

• Take into account all matters of the published aims and objectives of the school.

• To carry out any other duties as may reasonably be requested by the Headmaster or Business Manager.

• This job description describes responsibilities, as they are currently required. It is anticipated duties will change over time and the job description may need to be reviewed in the future.


Further Information


Duncombe School

4 Warren Park Road, Bengeo, Hertfordshire, SG14 3JA


01992 414100

Closing Date: 14 June 2019

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