Interim VAT Support Officer

PRINCIPAL ACCOUNTABILITIES   

The Interim VAT Support Officer will be accountable to the Bursar & Clerk to Governors, working effectively with the Finance Manager and with the Headteacher and Governors.  The Interim VAT Support Officer will be responsible for managing and implementing the proposed VAT changes that will impact on independent schools ensuring a smooth transition to new ways of working. A key priority for this work will be to ensure a smooth invoicing of fees for the spring term 2025 minimising the impact of this change for our parents/ fee payers. 

SYSTEMS DEVELOPMENT 

• Provide support to the Bursar & Clerk to Council and, to work in conjunction with the Finance Manager, to: 
• identify all system requirement changes.
• produce a plan of action with timescales to address all the work streams required.
• provide timely feedback on the progress made on the plan. 
• ensure VAT is applied to spring term 2025 invoices that is legally compliant with the new regulations and HMRC guidance.
• Ensure keep up to date with the VAT rules relating to independent schools and the guidance issued by HMRC, Department for Education, ISBA and other relevant bodies.
• Develop the WCBS/ PASS finance system to ensure all the required changes are implemented and support the new way of operating, including liaising with the WCBS VAT Set Up Service that has been procured from the system supplier.
• Review the internal systems that will be impacted by this change and identify the changes required, liaising with appropriate stakeholders to ensure a well-informed approach to minimise issues arising from the changes.
• Produce process maps and procedural documentation to ensure all activities are accurately recorded. 

IMPLEMENTATION 

• Lead on the VAT registration process, planning the VAT claim process and dates for returns, completing claims and ensuring this supports the cashflow position.
• Lead on Capital Goods Scheme reclaims and take the necessary actions to ensure claims are made to maximise the benefits for Prestfelde whilst complying with all rules and regulations.
• Attend WCBS VAT Set Up Service meetings, lead the internal planning meetings with the finance team ensuring they are involved in the practicalities of the system changes and identifying the impact of these. 
• Lead the training of all staff affected by the VAT changes, to ensure finance staff are appropriately skilled by end of engagement. 
• Participate in the testing of the new system to minimise the risk of issues when the spring term 2025 bills are produced. 
• Participate in the production of the spring term 2025 bills and undertake sampling to check that the VAT rules have been applied as required. 
• Deal with parental/ fee payers VAT enquiries relating to spring term 2025 invoices and resolve any issues relating to VAT changes work. 
• Review the production of spring term 2025 invoices, conduct lessons learnt exercise with relevant stakeholders, and amend the process maps and procedural documentation to ensure the necessary changes are embedded in future practice. 

STRATEGIC DEVELOPMENT 

• Provide support to the Bursar & Clerk to Council to, and in conjunction with the Finance Manager: 
• Review the 2024 2025 budget and future budgets considering the impact of VAT and any reforecasting work required. 
• Review the cashflow forecasting in particular re: VAT for 2024/ 2025 and future years. 
• Review the capital projects plan and how VAT changes will impact and advise what actions are required. 
• Monitoring the impact of the introduction of VAT for independent schools, for Prestfelde and for other schools. 
• Undertake modelling of scenario planning. 
• Undertake a finance systems review and provide recommendations for development. 

GENERAL 

• Appreciate and support the role of other professionals. 
• Attend and participate in relevant meetings as required. 
• To undertake such other tasks relevant to the needs of the School or the role as these arise. 
• To work within the School’s health and safety policy to ensure a safe working environment for staff, pupils and visitors. 
• To work within the School’s Diversity Policy to promote equality of opportunity for all pupils and staff, both current and prospective. 
• Maintain high professional standards of attendance, punctuality and appearance and to conduct positive, courteous relations with pupils, parents and colleagues. 
• All staff are required to adhere to the School’s Child protection Policy Statement at all times.  If, in the course of carrying out their duties, a member of staff becomes aware of any actual or potential risks to the safety or welfare of children in the School, these concerns must be reported to the School’s designated Child Protection Officer.  
• This job description is not exhaustive and will be reviewed as part of the appraisal process.  It may be subject to modification or amendment at any time after consultation with the post holder.  

PROFESSIONAL DEVELOPMENT  

• To participate in INSET days and attend courses as requested.  

PERSON SPECIFICATION 

Qualifications/ Training/ Knowledge 

• Qualified ACCA / CIMA would be highly beneficial, but qualification by experience will also be considered. 
• Knowledge of the VAT changes proposed and a keen interest in this aspect of work. 
• Capital Goods Scheme claim experience would be highly beneficial. 

Experience: 

• Working in a Management Accounts role and/or a Debtor Accounts Management role. 
• Working in a VAT specialist role would be highly beneficial. 
• Use of accounts software, preferably WCBS/ PASS or another school finance system. 
• Developing systems and procedures. 
• Managing change projects. 

Skills 

• Strong organisational skills, able to prioritise effectively and meet deadlines. 
• Highly numerate with excellent attention to detail.  
• Excellent verbal and written communication skills.  
• Team player with ability to bring people together. 
• Ability to maintain confidentiality. 
• Robust with the ability to work in a busy and high-pressured environment.  
• Strong IT skills, particularly MS Excel.  
• Ability to support and challenge appropriately.  

ADDITIONAL INFORMATION  

• Ability to work at times outside of the usual working day to implement the changes required by the end of the autumn term 2024. 
• Salary: £35k per annum, pro rata for the six-month contract period. 
• Full time post, however part time considered for excellent fit candidate, fee remission for period of employment.  
• Meals are provided free of charge in the dining room.  
• All employees benefit from the ability to use the School’s sporting and recreational facilities. 
• Start date of post as soon as possible, therefore early applications encouraged as interviews will be held with shortlisted candidates as soon as practicable.