The Accounts Payable Administrator plays a key role in supporting the School’s Finance Department by ensuring that supplier invoices and payments are processed accurately, efficiently, and in line with financial procedures. Working collaboratively with the Finance Director, Management Accountant, and colleagues across the school, the post-holder helps maintain the purchase ledger and supports day-to-day finance operations that contribute to the smooth running of the school.

This role includes reconciling financial accounts, assisting with school fee billing, posting income received, raising charges and invoices, and completing other finance-related tasks as required. The post-holder will also respond to queries from staff, parents, and suppliers in a professional, helpful, and respectful manner.

By supporting effective financial controls and demonstrating attention to detail, the Accounts Payable Administrator contributes to the integrity of the School’s finances and plays an important part in enabling the School’s educational mission.

Main Responsibilities:

Invoice Processing and Payments

Receive, code, and process supplier invoices, ensuring appropriate approval and accurate posting to the finance system.
Prepare and carry out payment runs (e.g., BACS or cheques) on schedule, following School policies and authorisation procedures.
Ensure payments are made accurately, efficiently, and in line with agreed processes.

Purchase Ledger Management

Maintain accurate and up-to-date purchase ledger records by regularly updating supplier accounts.
Manage the accounts payable inbox, routing invoices and expense claims through the accounting system (e.g., iFinance) for processing and approval, following School procedures.
Reconcile supplier statements with ledger balances, investigating and resolving any differences.
Work collaboratively with suppliers and internal teams to resolve issues and ensure all records are complete and accurate.

Banking and Reconciliation

Post and reconcile daily bank transactions related to accounts payable and income receipts.
Complete month-end reconciliations of relevant accounts (such as creditor control accounts) to ensure accuracy of financial information.
Record income receipts (including joining fees) in the School’s management system (e.g., iSAMS).

Expenses and Credit Cards

Administer staff expense claims, verifying supporting documentation and ensuring compliance with School expense policies.
Process employee reimbursements and maintain accurate records within the finance system.
Support the management of School credit card(s) by tracking expenditure, obtaining receipts, reconciling statements, and arranging timely settlement.

Fees and Income Support

Work collaboratively with colleagues to create and post charge and outlay invoices accurately.
Support other finance activities as needed to ensure timely and accurate billing processes.

Communication and Support

Provide clear, timely, and professional responses to finance queries from staff, parents, and suppliers.
Foster positive relationships with suppliers and colleagues, maintaining an approachable and solutions-focused attitude.
Share information effectively to help others understand finance processes and deadlines.

Administrative Duties

Provide general administrative support to ensure the efficient running of the Finance Office.
Maintain organised digital and paper filing of financial documents, ensuring confidentiality and compliance with data protection requirements.
Support the team during busy periods or staff absences, contributing to a collaborative and flexible working environment.
Contribute ideas for improving finance processes and assist with implementing new systems or procedures where appropriate.

Safeguarding and Compliance

Follow all School policies and procedures, particularly those related to Safeguarding, Child Protection, and Health & Safety.
Handle all financial and personal data in line with data protection regulations and School confidentiality standards.
Promote a culture of integrity, professionalism, and safeguarding awareness in all finance-related activities.

Ideal Candidate:

Qualifications and Experience

Education: Strong numeracy skills are essential. A qualification in accounting or finance (such as AAT or equivalent) is advantageous but not required. Applicants should be confident working with numerical and financial information.
Finance Experience: Experience managing a purchase ledger — from processing invoices through to preparing supplier payments — is desirable. Previous experience in a finance or administrative role would be beneficial but is not essential; transferable experience from other sectors is welcome.
Accounting Systems: Experience using accounting or finance software is expected. Training on the school’s finance system will be provided where needed. The post-holder should be comfortable learning new software and following digital workflows for invoice processing and approval.
Knowledge: An understanding of financial controls and accounts payable processes (invoice matching, coding, approvals) is important. Awareness of VAT treatment on invoices is desirable. Experience within education, charity, or not-for-profit finance environments is helpful but not mandatory.

Skills and Attributes

Technical Skills: Competence with IT systems, including Microsoft Excel and Outlook, is essential. Applicants should be able to use Excel for reconciliation and record-keeping tasks. Familiarity with databases or management information systems (such as iSAMS) is an advantage.
Attention to Detail: Accuracy and care in data entry and record-keeping are key. The role involves managing multiple financial transactions, so being organised and thorough is important.
Communication: Clear written and verbal communication skills are essential. The role involves explaining finance procedures to non-finance staff and responding to queries from colleagues, suppliers, and parents in a professional and approachable manner.
Teamwork and Independence: Ability to work collaboratively within a small team and also manage one’s own workload effectively. The role requires flexibility during busy periods, and a supportive approach to colleagues.
Problem Solving: Analytical and problem-solving skills are valuable. The post-holder should be able to identify and help resolve discrepancies or process issues in a logical and constructive way.
Integrity and Confidentiality: The role requires handling sensitive information with discretion and professionalism, maintaining data protection and confidentiality at all times.
Flexibility: Willingness to learn and adapt to new systems or procedures is important. The school supports ongoing professional development and encourages staff to pursue relevant training or qualifications.
Personal Qualities: Dependable, proactive, and committed to maintaining a high standard of work. A respectful and inclusive approach to colleagues, suppliers, and the school community is expected.

We welcome applications from candidates with a wide range of backgrounds and experiences. If you meet most of the criteria and are eager to develop your skills, we encourage you to apply. Training and support will be provided to help the successful candidate succeed in this role.

Package Description:

The school prides itself on its warm and welcoming community, inclusive of all staff. Our teaching staff work alongside the operational teams to ensure the smooth running of the school. We value the contribution of all team members.

Through involvement in the co-curricular programme all those who work with us can bring their passions to work. Developing our talent is important to us. Access to training and professional development is available and encouraged.

Our reward package includes:

Generous Defined Contribution Pension Scheme
Access to onsite gym
Employee Assistance Programme
Employee Benefits Programme, including discounted access to health insurance, financial well-being products, cycle to work and electric car schemes as well as discounts to a number of major retailers
Fee discount
A three course lunch is provided during term time

The Edinburgh Academy is unable to provide visa sponsorship for this role. Applicants must be able to evidence an existing right to work in the UK.

Edinburgh Academy

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Accounts Payable Administrator