Internship - Finance and Administrator

1 month ago

Cape Town, South Africa Zenzeleni Primary School Full time

The Centre for Creative Education (CCE), Zenzeleni Primary School is recruiting for the above internship position.
**Core purpose and responsibilities**:
To undertake the day-to-day administration of the school’s financial systems and assist in the management of finance and resources within the school including debtors.
Management of the Cemis system and making sure all Cemis information is accurate and up to date.
Assist the teachers in ensuring that financial and statutory regulations and procedures are adhered to.
To work within the main School Office with ‘Front of House’ responsibilities and be part of the wider Administration Support Staff of the school.
To have a dedicated desk/room to fulfil Finance Administration duties confidentially.
**Code of ethics which must be adhered to**:
Fulfil their professional responsibilities with honesty, integrity and objectivity, working within the limits of their professional competence.
Comply with all statutory regulations and provisions.
Pursue the good stewardship of school resources and refrain from using their position for personal gain.
Not tolerate the failure of others to act in an ethical manner and pursue appropriate measures to correct such failures including whistleblowing if necessary.
Have proper and professional regard for the ethos, policies and practices of the school in which they work.
Treat pupils, parents, carers, governors, community, and staff members with dignity; build relationships rooted in mutual respect, and at all times observe proper boundaries appropriate to their professional position.
Have regard for the need to safeguard pupils’ wellbeing, in accordance with statutory provisions.
Maintain the confidentiality of data and information.
Contribute to and model the vision values, moral purpose, learning styles, leadership styles and ethos of the school.
Complete statutory finance and fraud training and other professional training as required.
Key responsibilities
**Main finance duties**:
Match delivery notes with invoices, ensuring goods have been received, prices are correct, and item amounts as ordered.
Investigate queries relating to invoices/orders and resolve them, to enable timely payment.
Ensure the safekeeping of all monies received on the school site are secured safely in the school.
Maintain budget spreadsheet with all relevant changes to staffing hours.
Update budget holders and monitor the balance within each budget.
Assist the finance manager with accounts and their preparation.
Prepare and carry out all procedures and work for annual year-end including system housekeeping, correct carry forward, updating the budget spreadsheet, and necessary returns for the new financial year.
Prepare and carry out work for the annual budget setting, including inputting all staff salaries, to ensure all deadlines are adhered to, including annual returns, quarterly returns, and monthly returns.
Support the school with all income generation initiatives, researching, projecting, preparing and monitoring projects.
Assist with the procurement of materials, equipment and services as required, having regard to value for money and ensuring that the most competitive prices are obtained for the school - checking the full and safe receipt of goods and services.
Work alongside the IT, and Administration Team with the maintenance of records relating to the acquisition of assets, ensuring it is up to date, and liaising with budget holders as required.
Prepare and complete monthly spreadsheet to Payroll containing staff absence and overtime as and when requested.
Maintain constant credit control to ensure parents follow the school’s no-debt policy and help with letters and communication to parents when a payment agreement is needed.
Assist with reception duties morning and afternoon in the school office, as and when needed.
**Statistical and computerised duties**:
Assist in maintaining the school’s CMIS system, including responsibility for returns - responsible for accurate submissions after securing authorisation
Carry out desk research and create Excel spreadsheets as and when required.
Ensure the CMIS is accurate and check staffing records are correct, including contact information, and starters and leavers are inputted and/or archived in a timely manner.
Assist in procedures relating to new admissions and leavers and process the associated administrative documentation - making sure to compile all the necessary paperwork relating to new admissions.
**Clerical and administration duties**:
Compose and type correspondence and other documentation as required including items of a confidential nature.
To process personnel and employment documentation i.e. collection of references, proof of identity, and bank details, including changes of present staff and employees by the monthly deadline.
Keep an audit of consumables needed within the Administration and Senior Management Teams so spare items are always in stock.
Create and keep an orderly and well-organi

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