School Billing Administrator

ROLE SUMMARY:

The Business Administrator is responsible for administering the school’s non-tuition income, including charges for transport, extra-curricular activities (ECAs), trips, internal camps and meals. The postholder maintains accurate records, processes charges and follows up outstanding payments, working with school colleagues and Head Office Finance to resolve queries promptly.

The Operations Manager is responsible for school operations, the operational budget and cost control. The two roles work closely together where service arrangements and approved costs affect charges to families.

KEY RESPONSIBILITIES:

⁠Billing & Financial Administration

• Maintain accurate records of student participation across all chargeable non-tuition services, including transport, extra-curricular activities (ECAs), trips, internal camps, and meals.
• Prepare, verify, and process service charges in school systems, ensuring agreed fees and billing periods are accurate prior to submission.
• Compile and submit complete monthly charging data to Head Office Finance within agreed deadlines, including late collection and boarding ancillary fees.
• Process additions, cancellations, amendments, refunds, and credit notes promptly with the required approvals.
• Reconcile participation logs against billed charges to identify and resolve discrepancies, supporting central Finance with revenue reconciliation.
• Deliver a concise monthly summary to the Operations Manager detailing submitted charges, outstanding balances, unresolved queries, and billing adjustments.

Transport, ECAs & Meals Administration

• Maintain up-to-date transport passenger and booking records, liaising with families and operations staff to reflect schedule changes promptly in both operational logs and billing.
• Escalate any transport operational or safety concerns immediately to the Operations Manager.
• Partner with the Head of Extra-Curricular Activities and activity leads to manage registration lists, payment schedules, and target income tracking for ECAs, trips, and camps.
  
• Administer meal charges and other ancillary services, investigating and correcting billing errors with relevant colleagues.

Parent Liaison & Credit Control

• Respond to parent billing enquiries clearly and courteously, collaborating with internal teams and Head Office when needed.
• Maintain an accurate tracker of overdue non-tuition balances and follow-up actions alongside Head Office Finance.
• Contact families regarding overdue payments sensitively and in line with school procedures, escalating requests for payment plans, concessions, or write-offs to authorised leadership.

THE IDEAL CANDIDATE WILL HAVE:

Experience & Qualifications

• Proven experience in financial administration, billing, accounts receivable, or a similar administrative role.
• Previous experience working in a school or educational environment is an advantage.Proficiency in Microsoft Excel / spreadsheets and financial or school management software.

Skills & Competencies

• Numerical Accuracy: Strong analytical and numerical skills with a high level of attention to detail for record reconciliation.
• Organisation: Ability to manage competing priorities and consistently meet strict monthly billing deadlines.
• Communication: Fluent in Portuguese with strong written and verbal communication skills; working knowledge of English is an advantage.
• Interpersonal Approach: A professional, courteous, and practical manner when dealing with parents, colleagues, and external providers.
• Integrity & Compliance: High level of discretion when handling sensitive family and financial data, with strict adherence to financial approval workflows, data confidentiality, and school safeguarding policies

SAFEGUARDING STATEMENT:

Inspired Education Group is committed to safeguarding and promoting the welfare of children and young people and expects all staff, volunteers and other third parties to share this commitment. Safer recruitment practices and pre-employment background checks will be undertaken before any appointment is confirmed.