Job Description

Job Title: Invoice Clerk Hours: 30 hours per week (Part-Time) Location: Scarisbrick Hall Salary: 13.20 p.h. Reports To: Finance Manager / Business Manager

About Us:

We are a well-established independent school and nursery with additional business operations across multiple sectors. Our organisation is committed to delivering high standards of education, childcare, and service to our families and clients. We are looking for a highly organised Invoice Clerk to support our finance team, ensuring timely and accurate billing across all parts of the business.

Role Overview:

As Invoice Clerk, you will be responsible for generating and managing invoices across our school, nursery, and other business activities. This includes advanced term-based invoicing for school fees and nursery care, as well as point-of-sale invoicing for ad hoc items and services. You will play a key role in maintaining financial accuracy, ensuring timely billing, and providing clear communication with parents, clients, and suppliers.

Key Responsibilities:

Generate termly invoices for school fees, nursery sessions, and wraparound care in advance of each term.

Raise ad hoc and point-of-sale invoices for items such as uniforms, trips, extracurricular activities, and other services.

Set up and maintain billing profiles for families and clients in Sage and School MIS systems.

Manage and set up Direct debit payments

Process payments received and allocate them correctly in Sage.

Liaise with parents and customers regarding billing queries, providing clear and professional communication.

Provide an exceptional level of customer service in a professional manner

Monitor outstanding balances and follow up on overdue payments in line with internal procedures.

Maintain accurate digital records of all invoices and supporting documentation.

Support month-end reconciliation and reporting tasks.

Collaborate with internal teams (operational administration) to ensure timely and accurate data for invoicing.

Ensure compliance with relevant financial policies and data protection standards.

Skills & Experience Required:

Proven experience in invoicing, billing, or accounts receivable.

Strong knowledge and practical experience using Sage (Sage 50 or similar).

Experience working in a multi-entity or multi-department organisation is highly desirable.

Ability to generate complex or term-based invoices accurately.

Excellent attention to detail and a high degree of accuracy.

Strong interpersonal and communication skills, especially when dealing with families and clients.

Good organisational skills and ability to manage time effectively across varied invoicing cycles.

Proficient in Microsoft Office, especially Excel and Outlook.

Desirable:

Experience in an educational, childcare, or similar setting.

Understanding of safeguarding and confidentiality requirements in a school or nursery environment.

Familiarity with digital accounting workflows and document management systems.

What We Offer:

A supportive and friendly working environment.

Flexible working hours over the 30-hour week.

Opportunities for training and development.

The school is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. The successful applicant will require an enhanced disclosure from the DBS (Disclosure Barring Service). The school will conduct this check.

Job Type: Part-time

Pay: 13.20 per hour

Expected hours: 30 per week

Benefits:

On-site parking
Work Location: In person