Administration & Office Coordinator

Post  Administration & Office Coordinator

Reports to  Head of Finance, Operations and Human Resources

Salary £26,000 to £28,000 per annum pro-rata, depending on experience

Hours  Part time: 3-4 days/week, 52 weeks per year

Location Charlotte Road and other venues as required

Overall job purpose 

To provide consistently excellent support to the Head of Finance, Operations and Human Resources, and to colleagues across the School, in delivering the robust and effective systems of financial and HR control which underpin the School’s delivery of its mission.

The School outsources much of its management accounting to an external management accountant, which produces monthly statements of account. The role of Finance & HR Coordinator does not involve hands-on use of accounting software such as Sage and Quickbooks. The finance and HR duties set out below will require daily coordination with the external management accountants.

Specific Duties


  • Entering invoices on our invoices payment software (interface is very simple), checking coding on all invoices and processing ad hoc payments. Chasing aged debtors and creditors as required
  • Reconciling expenditure on School credit cards and petty cash
  • Reconciling income (received electronically, in cash & cheques) from course fees; processing refunds/payments requests on Paypal as required
  • Coordinating payments for the purchase of artworks and the payment of commission to artists
  • Compiling payment sheets for fees due to the School’s self-employed tutors, models and casual staff
  • Coordinate and compile the records necessary for the successful implementation of the School’s annual external audit

Human Resources 

  • Updating staff details in database and uploading main documents for tutors, models and casual staff to the database
  • Collecting right to work proofs, as well tutors, models and  new casual staff forms and contracts from programmes
  • Chasing, collating and circulating details of new starters and leavers as required
  • Coordinating the School’s system for ensuring that relevant staff have up to date approval from the Disclosure Barring Service
  • Coordinating the School’s programme of staff training; booking training courses, monitoring attendance and maintaining comprehensive records
  • Supporting the School’s recruitment processes as required 
  • Collating holiday and sick leave information, requesting sick leave forms from staff; administrating ‘Who’s Off’ software for recording holiday and sick leave
  • Coordinating staff events, including the annual away-day and monthly birthday celebrations
  • Keeping an up to date contact list for the School

General duties

  • Providing an effective ‘help-desk’ service to new and serving colleagues across the School, in acting as the first point of contact for all queries relating to the administration and technical implementation of the School’s finance and HR functions; escalate matters as required
  • Doing research about new systems and softwares to improve our services as required
  • Brief new staff on Finance and HR technical matters; Health and Safety inductions and DSE assessments
  • Filing all finance and HR documents; assisting with delivering the School’s ambition to develop paperless solutions in all support functions
  • Populating and maintaining the School’s ‘Salesforce’ database with all finance and HR records
  • Ensuring the office is well organised 
  • Ordering office stationery
  • Handling all finance and HR matters in a confidential manner, facilitating the implementation of the School’s data protection policy; securely disposing of finance and HR data as required
  • Populating/drafting finance and HR correspondence and administrative forms from approved templates
  • Assisting the Head of Finance, Operations and HR in performing other duties as may be required across the whole spectrum of the School’s finance and HR functions

Person specification

  • Three to five years of working in an administrative role (ideally involving finance)
  • Knowledge of HR administrative procedures
  • Degree (minimum 2.1 or equivalent) 
  • High standard of numeracy
  • Proven efficiency 
  • Proficiency in the use of standard PC software (Word, Excel and Outlook), a good knowledge of Excel is essential
  • Flexibility and ability to work in a busy working environment 
  • Ability to work independently and pro actively and raise issues when required
  • Proven excellent ability to juggle tasks, prioritise and meet numerous ongoing deadlines
  • Complete honesty 
  • Strong work ethic
  • High accuracy and a meticulous eye for detail 
  • Enthusiastic and hardworking with a flexible and proactive attitude
  • Ability to communicate with people at all levels
  • Discretion, diplomacy and integrity in handling confidential matters
  • A team player

To apply: submit your CV & and a covering letter explaining how you fit the person specification to

Closes:  Sunday 20 October 2019 (midnight)