Accounts Administrator

 
 

Job description

Job Title: Part-Time Accounts Administrator

Location:  Artemis Head Office, South Hill Park, Bracknell, RG12 7PA

Salary: £14ph plus paid holiday pro rata, and pension contribution. 

Additional Benefits: Free onsite parking, ongoing CPD,  free or discounted places on Artemis classes, courses and events.

Hours:  8 hours per week term time plus 3 additional reconciliation/prep weeks (39 weeks per year).

Contract: Part-time, term time (36 weeks) plus end of year accounts times (additional weeks in late July,  August and mid December). This is a fixed one year contract initially.

Reports to: Studio Manager and Executive Director.

We are open to applications from self employed contractors, if the ‘in-person’ and regular hours of the position can still be met.

Start date:  ASAP March 2025.

About Us:
Artemis Studios is a charity-based performing arts school in Bracknell, dedicated to nurturing talent and building confidence in young people and the wider community and working with around 600 students a week term time.  We pride ourselves on creating a positive, inclusive environment for children, young people and adult learners to thrive.  You will be part of a small team of six mostly part time staff who ensure the smooth running of our classes and courses. We are based at South Hill Park Arts Centre in Bracknell, Berkshire.

The Role:
We are seeking an organised, friendly and detail-oriented Accounts Administrator to support the charity by managing the invoicing, bank reconciliation and collection of school class fee payments and other parental payments during term time.

The successful candidate will also be responsible for tracking outstanding invoices and following up on late payments with clients until accounts are settled in full, setting up and managing payment plans, issuing supporting paperwork for clients who claim fees back from a third party and other ad hoc duties that support the class fee income so it is kept on time.

The hours are expected to be 8 per week, and can be spread over three or four days. The role is an ‘in person’ one due to the confidential nature of the records and need to collaborate with colleagues in real time.

Hours and days will be agreed in advance, and will be between 9am and 1pm Monday to Friday to allow for collaboration with the Studio Manager and executive team.

During very busy periods - the (first week and last weeks of term) hours may increase upon demand to allow for invoicing for the new term and closing off the end of a term.

To facilitate the smooth set up and closing off of each new term with fees, you will also be needed;

  • Last week of August (the week before Autumn term)

  • Third week in December (the week after Autumn term closes)

  • Second week in July (the week summer term closes).

All leave should ideally be taken outside of term time and not at all in the three key weeks above.

Key Responsibilities:

  • Reconciling invoices daily for school fees and other fees paid by parents using Xero

  • Co-creating invoices for each new term.

  • Tracking fee payments made to the school and updating records in our system

  • Tracking customer account notes and ensuring they are up to date

  • Chasing any late payments in a regular, timely and professional manner in accordance with policy.

  • Helping customers with their accounts and invoice questions.

  • Resolving ongoing delinquent client fee payments in concert with the Studio Manager in a courteous way.

  • Maintaining accurate financial records and providing regular updates and reports for the Studio Manager and Executive Director.

  • Ensuring compliance with financial procedures and policies

  • Creating split-payment plans for parents including setting up Direct Debits, Childcare Vouchers and Tax Free Childcare payments.

Requirements:

Essential:

  • Qualification in a financial capacity

  • Experience with accounting software Xero

  • Proven experience in a similar accounts, bursar or finance-related role

  • Excellent written English

  • Confident use of email, spreadsheets and software for letters (such as Word/Excel/Pages or Numbers)

  • Strong organisational and time management skills with good attention to detail

  • Ability to manage multiple tasks and customers efficiently

  • Good interpersonal communication skills for liaising with parents and internal staff

  • Patience with customers who may not understand how processes work.

  • Able to attend the office in person.

  • Able to undergo a full enhanced DBS check

  • Able to use, or willing to learn to use Apple Mac computers.

  • Able to undergo a financial check to ensure no history of fiscal issue or baring (not a credit check).

Desirable:

  • Experience in working within a charity setting

  • Experience working in a busy school environment

  • Interest in the arts

Additional Information:
As we work with children, teenagers and some vulnerable adults, the successful applicant will be required to undergo an Enhanced DBS check as part of our NSPCC Safer Recruitment process. You will not have any classroom duties, but may choose to help on shows and events, or may have unplanned contact during our sixth form hours when students visit the office. Online training will be provided in Safeguarding, Prevent, GDPR in Schools and Customer Service.

The role is based at in our Head Office at South Hill Park Arts Centre (free parking on site), and would be undertaken mornings Monday-Friday (working pattern to be agreed, but must be between 9am and 1pm).

How to Apply:
If you have the necessary experience and would like to be a part of our dedicated team, please send your CV and a cover letter to Finance@artemis-studios.co.uk by 14th February 2025.

We will be inviting candidates for an initial online interview from mid February, with second interviews as soon as possible.  All offers will be subject to references and checks being clear.