TCES GROUP
Job Description
Job Title: School Business Co-Ordinator
Reporting to: Head Teacher
Main Purpose of the post:
1. The School Business Coordinator is the school’s leading support staff professional and works as a member of the Senior Leadership Team to assist the Head Teacher in his/her duty to ensure that the school meets its educational aims.
2. The School Business Coordinator is responsible for providing professional leadership and management of school support staff to enhance their effectiveness
3. The School Business Coordinator promotes the highest standards of business ethos within the administrative function of the school and strategically ensures the most effective use of resources in support of the school’s learning objectives.
4. The School Business Coordinator is responsible for the Financial Resource Management/Administration Management/Management Information and ICT/Human Resource Management/Facility & Property Management/ Health & Safety Management of the School.
5. Ensure all documentation and evidence folders, including electronic data on ScholarPack are kept up to date and ready at all times for any QA visits. Take a lead of the collation of data sets for the Quality Assurance Framework
6. Act as the PA to the Head Teacher
Leadership & Strategy
1. Attend Senior Leadership Team, Business and Finance meetings and other appropriate meetings.
2. Contribute to strategic decision making within the school’s Senior Leadership Team
3. To lead and manage all school administration staff
Financial Resource Management
1. Discuss, negotiate and agree the final budget as part of the Senior Leadership Team
2. Use the agreed budget to actively monitor and control performance to achieve value for money
3. Identify and inform the Head Teacher of the causes of significant variance and take prompt corrective action
4. Propose revisions to the budget if necessary, in response to significant or unforeseen developments
5. Provide ongoing budgetary information to relevant people
6. Advise the Head Teacher if fraudulent activities are suspected or uncovered
7. Maintain a strategic financial plan that will indicate the trends and requirements of the school development plan and will forecast future year budgets
8. Identify additional finance required to fund the school’s proposed activities
9. Ensure that petty cash expenditure is collated and reconciled in an appropriately timely fashion.
10. Ensure that all expenditure is correctly processed through the company’s Purchase Order system, and that all invoices are correctly signed off by the Head Teacher, and submitted to the company Finance Department.
11. Monitor all staff expenses ensuring that they are compliant with the company policy and procedure, and that timescales are adhered to.
Administration Management
1. Manage the whole school administrative function and lead all administration support staff.
2. Manage systems and link processes that interact across the school to form complete systems
3. Establish and use effective methods to review and improve administrative systems
4. Use data analysis, evaluation and reporting systems to full effect by ensuring systems are streamlined to maximise efficiency and avoid duplication
5. Prepare information for publications and returns for the DfES, LEA and other agencies and stakeholders within statutory guidelines.
6. Act as the School Content Champion, by sending through to Marketing any news stories, photos and key events information each week.
7. Appropriately direct junior administration staff to ensure that all company and school processes are fully and accurately followed.
8. Liaise closely with the PA to the Schools Proprietor regarding any changes in administration systems in the company
9. Be responsible for booking and holding supervisions for any junior administration staff, and feedback all findings to the Head Teacher.
10. Ensure that the school is “Ofsted ready” at all times from an administration point of view, including building and keeping evidence folders updated at all times.
11. Ensure that the DofE Annual Census is completed annually within the specified deadlines.
12. Act as the school lead on Scholar Pack, and all that it entails, ensuring that all staff are adequately trained, and that Scholar Pack is used regularly in the correct appropriate way.
Management Information Systems & ICT
1. Consider approaches for existing use and future plans to introduce or discard technology in the school
2. Consult with relevant people and other parties to introduce new technology or improve existing technology for different purposes
3. Ensure that the school has a strategy for using technology aligned to the overall vision and plans for the school ensuring value for money
4. Communicate the strategy and relevant policies, including Data Protection for use of technology across the school
5. Establish systems to monitor and report on the performance of technology within the school
6. Ensure resources, support and training are provided to enable work colleagues to make the best use of available ICT including teaching, learning and assessment systems
7. Ensure contingency plans are in place in the case of technology failure
8. Ensure data collection systems providing information to stakeholders are streamlined to maximise efficiency of the data supplied
Human Resource Management
1. Manage the payroll services for all school staff ensuring that HR receive all staff attendance data according to the deadlines set.
2. Ensure the school’s equality policy is clearly communicated to all staff in school
3. Oversee recruitment, performance management, appraisal and development for all support staff, by liaising with the relevant departments and Senior staff, to ensure timescales are adhered to.
4. Monitor the relevant legal, regulatory, ethical and social requirements and the effect they have on your school and staff
5. Ensure people have a clear understanding of the policies and procedures and the importance of putting them into practice, and ensure that the policies and procedures folder is always up to date.
6. Monitor the way policies and procedures are actioned and provide support where necessary
7. Ensure that there is constant communication with the HR department, regarding staff sickness, grievances, absences, staff issues and requirements and attendance.
Facility & Property Management
1. Ensure the safe maintenance and security operation of all school premises
2. Manage the maintenance of the school site including the purchase and repair of all furniture and fittings, by completing the weekly maintenance log, and prioritizing the urgency of jobs.
3. Ensure the continuing availability of utilities, site services and equipment
4. Follow sound practices in estate management and grounds maintenance including obtaining at least 3 quotes from contractors ensuring best value for money.
5. Monitor, assess and review contractual obligations for outsourced school services
6. Ensure a safe environment for the stakeholders of the school to provide a secure environment in which due learning processes can be provided
7. Ensure ancillary services e.g. catering, cleaning, etc., are monitored and managed effectively
8. Carry out quality assurance on all works completed including checking through invoices against work schedule and estimates.
Health & Safety
1. Act as the school’s Health & Safety Co-ordinator and Fire Officer.
2. Plan, instigate and maintain records of fire practices and alarm tests.
3. Ensure the school’s written health & safety policy statement is clearly communicated and available to all people
4. Ensure the health & safety policy is implemented at all times, put into practice and is subject to review and assessment at regular intervals or as situations change
5. Enable regular consultation with people on health and safety issues
6. Ensure systems are in place and maintained to enable the identification of hazards and risk assessments
7. Ensure systems are in place for effective monitoring, measuring and reporting of health and safety issues to the Senior Team, and Central Services. This includes maintenance of the health and safety documentation folders on site.
8. Ensure the maximum level of security consistent with the ethos of the school
9. Oversee statutory obligations are being met for pupils with special educational needs, ensuring that financial and supporting agency services are adequate for their diverse needs
10. Ensure all incidents leading to injuries are communicated to HR/ Central Services with copies of the accident and incident report sent through along with any RIDDOR form (if required) and details of any treatment required either by a first aider or Doctor/hospital.
11. Ensure a suitable number of Fire Marshals and First Aiders are on site at all times, liaising with HR for additional training requirements.
PA to the Head Teacher
1. Act as the Personal Assistant to the Head Teacher, or the most Senior staff member on site in the absence of the Head Teacher.
2. Co-ordinate the diary of the Head Teacher, including booking all internal and external meetings in a timely, appropriate way, liaising closely with all parties involved.
3. Commit to a minimum of one weekly meeting with Head Teacher to update them on pupil attendance, incidents and FTE analysis.
4. Support the Head Teacher during meetings, including Business and Finance, and occasionally taking and distributing typed minutes.
5. Co-ordinate the Annual Statement Review schedule for all pupils, and ensure all meetings are diarised both internally and externally.
6. Ensure all minutes and reports are shared with the relevant parties in a timely fashion.
7. Report to the Head Teacher analysis on pupil attendance patterns, incident analysis, and FTE analysis on a weekly basis.
8. Monitor the Head Teacher’s emails, and respond if appropriate, ensuring the Head Teacher is aware of all communications.
9. Undertake any other duties deemed appropriate by the Head Teacher, not limited to the above.
10. Ensure that the Head Teacher is properly briefed with all relevant papers at least 24 hours before any meetings and before this if additional work is required before the meeting.
It is the nature of the work at TC Education Services that tasks and responsibilities are in many circumstances, unpredictable and varied. There is an expectation therefore that staff may be expected to work in a flexible way when the occasion arises, when tasks that have not been specifically covered in their Job Description have to be undertaken. These additional duties will normally be compatible with the regular type of work expected. If the additional responsibility or task becomes a regular or frequent part of the member of staff’s job, it will be included in the job description in consultation with the member of staff.
For multi-site schools you will be expected to travel to each of the school sites on a regular basis.
You should maintain good personal and professional boundaries and conduct with your work colleagues, external agencies, and the pupils with whom the Company works.
You should respect and maintain the confidentiality of all pupils and staff, both verbally and in written form, in line with the current legislation and guidelines, including appropriate confidentiality around the business interests of the Company.
This company is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. As such all candidates will be asked to provide full references and the successful candidate will require an Enhanced Criminal Records Bureau Disclosure.
TCES is an equal opportunities employer.
Person Specification:
CRITERIA / ESSENTIAL / DESIRABLEEducation, Training, Professional Qualifications / Appropriate level of general education
Management of Health and Safety experience
Financial management experience / Health and Safety qualification,
CIPD Qualified / part-qualified
Qualified / part-qualified accountant
Evidence of ongoing professional development
Skills and Abilities / Able to offer a calm response to difficult situations
Able to plan and prioritise workload
Excellent communication skills, verbal and written
Excellent interpersonal skills
Able to work under pressure and to deadlines
Able to work collaboratively with other agencies and professionals
Able to offer creative solutions to problems
Able to be an effective communicator in a variety of media
Able to delegate effectively
Able to write and keep effective records and reports
Able to act as a role model in promoting best practice
Able to use policies to support practice
Negotiating skills
Time Management / Able to reflect upon own practice in order to learn new skills and develop
Able to promote and celebrate diversity and equal opportunities
Knowledge and experience / Proven project management skills
Proven experience of developing strategic business plans
IT literate – expert level of experience of using word, Excel, PowerPoint and Outlook as well as using the internet for research
Experience of a school-based SIMS system, preferably Scholar Pack.
Experience of project management including specific experience of:
· Service development
· Managing and developing staff
· Premises management
· Budget management
· QA / Experience of implementing policies and procedures at school level
Knowledge/experience of managing the IT function within an organisation
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