Finance & Accounts Administrator; Maternity Cover

Finance & Accounts Administrator (Maternity Cover)

Department:

Finance

Reports To:

CEO

Location:

Cape Town, South Africa (hybrid/remote options available)

Type:

Fixed-Term Contract (6 months total)

Training Period (November – December 2026);

Full Cover (January – April 2027)

Working Hours:

Flexible, output-based arrangement with fixed meetings and deadlines. Not a standard full-time-hours role; hours vary depending on the finance cycle, with greater input required around month-end.

Remuneration:

Training Period: R10,000 per month

Full Cover: R22,000 per month

The Ear Academy is an EdTech company on a mission to make quality music education accessible to every school. We provide a comprehensive digital music curriculum designed for both specialist and non-specialist teachers, empowering schools to deliver meaningful music lessons regardless of their resources or expertise. Operating across South Africa and the United Kingdom, we have grown from 3 to over 50 partner schools and are scaling rapidly toward 175 schools by early 2027.

This is an exciting opportunity to join a purpose-driven team at a pivotal stage of growth.

We're looking for a capable and highly organised Finance & Accounts Administrator to keep our day-to-day finance operations running smoothly while our Head of Finance is on maternity leave from January to April 2027. You'll take ownership of established finance processes across our South African and UK entities, including invoicing, reconciliations, payroll administration, payments, month-end processes, and recurring management reporting.

This isn't a strategic finance or senior accounting role. You'll receive a structured handover from the Head of Finance, with documented processes, existing reporting templates, and established support from our external accountants and bookkeepers in South Africa and the UK. Strategic finance, complex accounting matters, and material decisions will remain with the board and external advisers. It's a great fit for someone who enjoys working independently, likes keeping things organised and accurate, and wants meaningful responsibility within a small, purpose-driven company.

During November and December 2026, the successful candidate will complete a structured handover with the Head of Finance. The expected commitment includes:

• Approximately 2 hours of scheduled training and handover sessions per week.
• Reviewing documented finance processes, reporting templates, recurring deadlines, and key controls between sessions.
• Becoming familiar with the company's core finance systems, including Xero, Dext, Simple Pay and Syft, as applicable to the role.
• Shadowing key recurring processes, including month-end, invoicing, payments, payroll administration and management reporting.
• Completing agreed practical or handover tasks where useful to ensure the candidate is comfortable taking ownership of the function from January 2027.
• Being reasonably available during the training period for questions, preparation and agreed handover activities outside the scheduled training sessions.

• Process outstanding invoices via Dext and reconcile bank transactions in Xero for both SA and UK entities.
• Coordinate with external accountants and bookkeepers in South Africa and the UK on bank reconciliations, closing entries, and month-end adjustments.
• Keep on top of outstanding invoices and resolve queries with relevant contacts promptly.

• Create and send invoices to new customers as advised by the sales team.
• Track payment status on outstanding invoices and follow up on unpaid in line with company policy.
• Keep our CRM (Active Campaign) up to date with payment status.

• Support month-end close across SA and UK entities, working with external accountants to process adjustments.
• Compile and distribute monthly management accounts and board reporting packs using existing templates.
• Update the company's existing financial model each month with actual results and agreed forecast changes.

• Administer leave requests and review monthly payroll inputs and draft pay runs via Simple Pay.
• Liaise with the external payroll/accounting provider on any changes.
• Process contractor invoices ahead of month-end for both entities.

• Prepare payment requests for authorisation in line with the company's dual-authorisation controls.
• Flag any…