Finance, Funding & Administration Officer

Job Title: Finance, Funding & Administration Officer

Role Overview

The Finance, Funding & Administration Officer is responsible for supporting the organisation’s financial and administrative operations, with a particular focus on invoicing, debt management, and funding processes. This role ensures accuracy, compliance, and efficiency across all financial transactions, while also providing flexible administrative support to the wider team.

Key Responsibilities:

Finance & Invoicing

• Prepare and issue accurate monthly invoices using internal systems (e.g. Famly)
• Process adjustments, credits, and reissued invoices as required
• Ensure all funded hours, and fees, are correctly reflected
• Maintain clear and accurate billing records

Debt Control

• Monitor outstanding balances and follow up with families in a timely, professional manner
• Maintain accurate records of communications and payment arrangements
• Support the implementation of payment plans where appropriate
• Escalate concerns in line with company procedures

Funding (Early Years & Student Funding)

• Submit accurate and timely early years funding claims to Local Authorities
• Process and manage student funding payments in line with requirements
• Liaise with external agencies regarding funding queries
• Ensure compliance with funding guidance and audit requirements
• Maintain accurate funding records and documentation

Reconciliation & Financial Administration

• Reconcile invoices, funding income, and payments received
• Support monthly financial checks and reporting processes
• Manage receipt collection, recording, and organisation
• Maintain clear audit trails and financial documentation

General Administration

• Provide administrative support across the central team
• Assist with data entry, document management, and record keeping
• Support other administrative roles during peak periods or absence
• Contribute to improving systems, processes, and efficiency

Skills & Experience

• Experience in finance, accounts, or administrative roles
• Strong attention to detail and high level of accuracy
• Confident using IT systems (Microsoft Office; experience with Famly or similar desirable)
• Excellent organisational and time management skills
• Strong communication skills, particularly when handling sensitive financial matters
• Ability to work independently and collaboratively

Personal Qualities

• Professional, approachable, and solution-focused
• Discreet and able to manage confidential information
• Proactive with a positive, “can-do” attitude
• Aligned with a values-led organisation and committed to high standards

Desirable

• Experience within the early years or education sector
• Knowledge of early years funding and/or student funding processes 

• Childcare Discount
• Company Pension
• Lots of training available
• Free and Confidential, Counselling helpline for staff members and family
• Exclusive staff benefit discount club