Delta Education Trust

Coppice Spring School

Job Description

Job Title: / HR and Finance Officer
School: / Coppice Spring School
Salary Grade: / Delta Scale E
Responsible to: / Headteacher
Responsible for:
Main Job Purpose
  • Take an administrative lead on Human Resources and Finance Resource Management (budget management and processing) within the school
  • Provide efficient and effective administrative support for the school and ensure the admin team works smoothly
  • Provide guidance and oversight for the kitchen team

Main Responsibilities and Duties

Human Resources and Administration:

  • Providing effective administration with the recruitment and selection process including; advertising the vacancies, managing applications, contacting candidates, preparing interview packs, meeting and greeting candidates and overseeing logistics of interview days.
  • Process the paperwork for new starters to the school including reference checks and verifications, DBS checks, drafting contracts and compiling new starter packs
  • Make relevant departments aware of all starters and leavers
  • Action contractual changes on the relevant computer systems
  • Ensuring employee details are entered on SIMS (School Information Management System) and are regularly updated
  • Manage the School Workforce Census
  • Maintain personnel files
  • Manage annual leave record forms
  • Keep track of staff sickness absence
  • Maintain school Single Central Record and update when relevant
  • Process DBS checks for staff and governors
  • Complete any administration tasks requested by the Headteacher

Finance Resource Management:

  • Assist in the checking of pupil top-up funding statements
  • Record pupil dinner registers
  • Monitor and collect income from students
  • Use agreed budgets to actively monitor and control cost efficiency to achieve value for money
  • Identify and inform the the Trust central financial services of the causes of significant change or concern and take prompt action
  • Advise the Headteacher and the Trust if fraudulent activities are suspected or uncovered
  • Identify additional finance required to fund the school’s proposed activities
  • Ensure Purchase orders and goods receipts are uploaded onto the finance system in a timely fashion
  • Oversee petty cash – monitor, record, reconcile and claim
  • Seek and make use of the Trust central financial service expertise
  • Undertake such other duties as may be required from time to time commensurate with the level of the post. The particular duties and responsibilities attached to the post may vary from time to time without changing the general character of the duties or the level of responsibility entailed.
  • Comply with all decisions, policies and standing orders of the school; comply with any relevant statutory requirements, including Equal Opportunities legislation, Attendance legislation, the Health and Safety at Work Act and the Data Protection Act.

Clerking

  • Advising the governing body on the process and conduct of meetings and relevant procedural matters
  • Draft agendas and distribute to the relevant people in advance of the meetings
  • Prepare papers before the meetings, attend all meetings and minute, produce minutes for agreement by Chair and distribute minutes to attendees in a timely fashion.
  • Ensure accurate and up to date filing of minutes and records ensuring confidentiality
  • Keep record of Directors/Governors business interests
  • Maintain a record of governing body details
  • Have access to a computer on which you can access emails and word documents.
  • Undertake such other duties as may be required from time to time commensurate with the level of the post. The particular duties and responsibilities attached to the post may vary from time to time without changing the general character of the duties or the level of responsibility entailed.
  • Comply with all decisions, policies and standing orders of the school; comply with any relevant statutory requirements, including Equal Opportunities legislation, Attendance legislation, the Health and Safety at Work Act and the Data Protection Act.
  • Have a commitment to Child Safeguarding, to promoting the welfare of children and young people in accordance with the school’s agreed procedure.

Supervision and Management of People

  • Little or no supervisory responsibility other than assisting work familiarisation of peers and new recruits.
Knowledge and Skills
  • Good level of knowledge of computer applications including Word, Excel, PowerPoint and the Management Information System, preferably SIMS and PS financials, alongside the ability to learn new systems as the school develops.
  • A high level of accuracy is needed in data entry.
  • The post holder must be able to work under their own initiative, and must have good organisational and interpersonal skills.
Creativity and Innovation
  • At busy times the post holder must be able to prioritise their workload.
  • The post holder may be required to create spreadsheets and documents for word processing and data entry and analysis purposes.
  • Creativity is a feature of the job but exercised within the general framework of recognised procedures.
Contacts and Relationships
  • Daily contact with staff, pupils, parents, professionals from a range of agencies and visitors to the school.
  • Telephone contact with external agencies such as health professionals or other service providers.
  • Liaise with contractors when on-site at the school and oversee the work, where necessary.
Decisions

Work is carried out within clearly defined rules and procedures and legislation involving decisions chosen from a range of established alternatives.

Resources

The post holder will be responsible for the proper use and safekeeping of ICT equipment and sensitive electronic data.

Work Environment

Work subject to interruptions to the programme of tasks but not involving any significant change to the programme.