SEVA School: Job description - School Business Manager
Working Week: 37.5 hours per week/pro rata, term time/full time – half hour lunch each day
Grade: dependent on experience
Title: School Business Manager
Responsible to: Head teacher
Responsible for: May be presented in the form of organisational charts,
Non Teaching Staff
Administration Staff,
ICT Technician
Drivers
Breakfast /After School Extended Club Staff,
All lunchtime supervisors/assistants
Site Manager
Job summary
The strategic management and oversight of all aspects of SEVA School's administration and support services including management of:
· Finance
· Premises
· Operational and facilities management
· Human resources/liaison with ER, HR, Legal
· Marketing
· IT
· Administration
· Health and safety/Safeguarding
· Strict adherence to the Financial handbook for academies
The school business manager will be part of the senior leadership team and will be expected to take a major role in the strategic management of the school. The school business manager will be directly responsible to the Head teacher. To oversee & manage the school budgets. The business manager will ensure that staff within the school manage their budgets without over or under spend. The manager will oversee the day nursery and extended services ensuring they are sustainable through regular monitoring. The manager will submit regular budget reports to the Head teacher, Governors and Parent Partnership Board (PTA).
Special Conditions: Flexible and Weekend Work – Frequently
Strategic role
The school business manager will be involved in:
· Helping to inform and evaluate the single integrated development plan (SIDP)
· To be a member of the SLT that will be responsible for policy formulation, strategic management and service development across the school
· Being part of the SLT and to provide advice to the senior leadership team on finance, personnel, premises management, marketing, information and ICT, training and development
· Supporting the school and its community in achieving the best possible outcomes for its pupils
· Working alongside the senior leadership team to achieve the school's aims and objectives developing the school's approach to risk management, Health and safety, safeguarding procedures/SCR
· Preparing/assist in long-term business and financial planning.
· Analysis of all current contracts for effectiveness and value for money
· Attend advise and report to Governing Body and its committees as required.
· To develop business like working practices in all above mentioned areas.
· Attend Senior Management Team Meetings
· Be an effective team member and have an understanding and awareness of how all aspects of the school function and provide appropriate expertise in relation to finance, business, personnel, e-learning development, extended services and Learning Centre Management
· Take responsibility for high quality delivery for all aspects of own performance
· Play an active role in the day-to-day management and running of the school , including attending relevant meetings
· Represent the Head Teacher at relevant meetings
· Ensure the school business operates smoothly and effectively at all times
· Maintain and develop the constant drive for high quality and standards
· Support whole school functions and events and promote a positive ethos around school
· Maintain a high profile and credible presence around school, with pupils, staff and visitors
Specific role - finance: The school business manager will:
· Overall Budget Monitoring – including preparation of budget for presentation to Governors /manage cash within the school, including the operation of all bank accounts and monthly reconciliation/ Bank reconciliation
· Monthly reconciliation of LEA monitoring ledger report/ LA returns.
· Process orders, paying for all goods and services / Day to day budget monitoring
· To oversee the raising of orders, book deliveries, prepare invoices and issues cheques in accordance with Audit access rights for FMS users
· Develop lettings policies, marketing and secure funding to support the development of extended schools activities.
· Ensure accurate book-keeping including preparation of invoices, collection of fees and preparation of final accounts
· Cheque book management
· Prepare and monitor budgets (including three-year budget)/ Maintain an overview of Budget Models and 3-year financial forecasts
· To undertake year-end procedures for closedown of old financial year and install new financial year.
· Ensure preparation of the Financial Tool Kit for submission to DFES (statutory from 2007)
· Prepare financial reports for the head teacher and governors according to an agreed timescale
· Update of the budget and give any recommendations required to maintain effective budget control.
· Secure the funds to which the school is entitled
· Develop income funding streams to the school, to ensure sustainability
· Liaise with auditors prepare financial returns
· Deal with the school's rating assessment and VAT negotiate and purchase the school's energy supplies.
· Work with staff to obtain best value in purchasing for the school
· Prepare bids for additional funding
· Co-ordinate fundraising activities and liaise with the Parent Teacher Association (PTA)
· Manage service contracts including catering and cleaning
· Manage insurance ensure standards and compliance.
· Secure best value for the school in areas of service contracts, capital projects and insurance policies.
· Prepare the finance policy.
· Report to Governors at the end of each financial period (and once a term at Finance Committee Meetings)
· To undertake school lettings and other income generation to ensure sustainability of extended services.
Specific role – premises: The school business manager will:
· Manage the maintenance of the school site/long term development and maintenance plans based on PMA
· Manage health and safety
· Act as fire officer
· Manage school site security
· Maintain school boundaries
· Organise the maintenance of playing fields, gardens and outside areas
· Purchase and register all furniture and fittings
· Oversee and produce risk assessments and lead on hazard identification.
· Manage lettings
· Be responsible for contracts management
· Manage caretaking and cleaning staff
· Oversee emergency procedures
· Maintain asset register.
· Prepare health and safety policy
· Manage large-scale capital projects.
·
Specific role - human resources: The school business manager will:
· Carry out his/her responsibilities with due regard to the legal framework for Equal Opportunities Policy.
· To take overall responsibility for the management of the Administrative Staff, Technical Staff and Extended Services Staff, including the line management of the team leader(s) who has/have responsibilities for non-teaching services.
· Be responsible for overseeing and developing coherent systems, structures, policies and administrative procedures for all human resource issues.
· Assist in relevant staff appointments and interviews
· Be responsible for identifying the training needs of self, Administrative, Technical and Services Staff.
· Be responsible for monitoring and undertaking Performance Management of relevant staff
· To continue to promote a positive ethos around school
· To manage the day-to-day organisation of internal communication in liaison with other members of the Senior Management Team.
· To support the Head Teacher in the administration of the Safeguarding/Child Protection Policy across the school, to secure the safety and welfare of all students in the school
· To establish clear expectations and constructive working relationships among staff, through team working relations and mutual support, evaluating practice and developing an acceptance of accountability
· To sustain one’s own motivation and, where possible, that of other staff.
· To contribute towards continued professional development through example and support
· To undertake all line management responsibilities
· To project a positive attitude for the school and for the quality of education it strives to offer the parents and pupils.
· To participate as a Team Leader in the effective implementation of the school’s Performance Management Policy
· Manage the payroll in line with LA procedures
· Manage staff employment contracts
· Organise employment clearance
· Maintain confidential staff records.
· Oversee staff recruitment (support staff)
· Administer staff recruitment (all staff)
· Induct new staff
· Manage support staff
· Manage supply staff
· Manage professional development of support staff
· Help co-ordinate the work of peripatetic staff.
· Prepare pay policy
· Design and administer performance management for all staff, advise on staffing structure.
Specific role – marketing: The school business manager will:
· Liaise with other local schools/clusters securing services and offering services to develop productive partnerships
· Lead the office in presenting a welcoming service to parents
· Oversee media liaison
· Prepare promotional materials including the school prospectus
· Help the school promote community cohesion.
· Co-ordinate the consultation process
· Liaise with local businesses
· Liaise with outside agencies.
· Prepare a marketing strategy
· Conduct and analyse market research
· Manage promotional events.
Specific role – ICT: The school business manager will:
· Manage purchasing
· Manage contracts /manage the administrative function.
· Liaise with the local authority
· Oversee the implementation of appropriate information management systems
· Act as system manager for the administrative computer network.
· Act as system manager for the curriculum computer network.
· Support Head teacher in Leading appropriate committees, managers and staff as required to develop policy and ensure that the curriculum is supported and delivered by ILT.
· Work with all staff to further develop and maintain the School’s Website and Portal to support all staff and children throughout school
· Ensure that quality improvement is achieved within the School’s quality framework, including monitoring of usage and effectiveness of ILT resources, and that self-assessment plane, to enable progress, are in place.
· Ensure compliance with, and implementation of, all policies and procedures relevant to ILT and e-Learning with particular reference, but not exclusively, to Equal Opportunities, Health, Safety and Welfare, Data Protection and IT Security.
· Liaise with the SMIS Unit on the Management Information System (MIS) of the School.
· Manage the installation and training/support of Videoconferencing in line with LA Briefing.
· Maintain an overview of:-
· School Technician
· Order/repair of Hardware and other ICT Equipment
· Warranties on hardware equipment
· Enhancements and maintenance of school website
· Management of Assessment and Whole School Tracking Profile
· Management of School Portal – including staff training
· Licence agreements for software used
· Purchase of new hardware and software required
Specific role – Administration: The school business manager will:
· Be responsible, in partnership with the Head teacher, for the school’s Business Plan and ensure the plan supports the development of the school.
· Assist colleagues in business planning and ensuring that audit requirements are met
· Co-ordinate the School’s Equipment Manager and Inventory
· Have overall responsibility for ensuring the provision of high quality administrative support services for all school needs
· In consultation with key personnel construct the school calendar/forward planner for the year and, in the long term, ensure operation of the school’s staff cover.
· The co-ordination of the marketing of the school, including positive links with the press and the community.
· Maintain effective working practices in the office
· Conduct secretarial duties – if and when needed
· Produce school records
· Maintain pupil records
· Order supplies
· Co-ordinate admissions
· Be responsible for records and returns
· Obtain necessary licences and permissions.
· Co-ordinate extended schools services
· Oversee the development of before and after school clubs
· Oversee the development of lunchtime activities
· Co-ordinate test and course administration.
· Prepare the admissions and appeals policy in line with LA procedures
Management Information Systems and Data Provision
· Act as the school’s Data Protection Officer
· To oversee the establishment, maintenance and development of management information systems to support operational activities
· Facilitate accurate and efficient data transfer.
· To organise/maintain the SCR/and conduct/organsie DBS checks.
Marketing, Community and Public Relations
· Be responsible for developing and delivering a marketing strategy for the school and publicising its activities and successes
· Be the first point of contact for neighbours non-education external agencies
· Ensure the school secures quality marks such as QWESS, Investors in People etc
Other Duties
It is the responsibility of each employee to carry out their duties in line with the DFE policies on equality (please refer to the Policy Statement), harassment, racial equality and the CRT action plan, and be sensitive and caring to the needs of the disadvantaged, promoting a positive approach to a harmonious working environment. Each employee should act as an exemplar on these issues and must, where appropriate, identify and monitor training for themselves and any employees they are responsible for in line with these policies and the CRE standards.
Use of ICT as required.
· Such other duties as may be appropriate to achieve the objectives of the post to assist Seva School in the fulfillment of its objectives commensurate with the post-holder’s salary, grade, abilities and aptitudes.
· The Post-holder must at all times carry out his/her responsibilities with due regard to the HSE/Schools policy, organisation and arrangements for Health and Safety at Work.
· All staff within the school will be expected to accept reasonable flexibility in working arrangements and the allocation of duties to reflect the changing roles and responsibilities of the school. Any changes arising will take account of salary and status. They will also be subject to discussion with individual or sections affected and with appropriate trades unions.
Please note: additional tasks may be included following discussion and at the discretion of the headteacher.
All the tasks identified must be completed:
• Effectively and efficiently
• To the deadlines provided
• With complete confidentiality
• Maintaining the principles and ethos of the school.
School Business Manager Person Specification
Factors / Essential / Desirable / Assessment MethodQualifications / Recognised management/business degree or equivalent related professional qualification.
School Business Manager specific qualification i.e. DSBM, CSBM. ADSBM / Msc School Business Management
Accountancy Degree / Certificates at selection event
Training / Evidence of Continuing Professional Development.
Minimum of 3 years administrative experience at a senior level within a Secondary School Academy /Organisation.
Working on own initiative to tight deadlines
Recruitment and supervision of people
Establishment of business systems
Use of management information systems
Analysis of complex information
Liaison with a range of agencies
Project management
Use of SIMS/other business software systems
A working knowledge of MS Office and SIMS
Competent in the use of IT packages, e.g. spreadsheets.
Through knowledge of administrative processes.
An understanding of the confines of confidential working e.g. Data Protection
Knowledge of accounting procedures
Understanding of administration and financial school systems including FMSIS with effective results.
DCFS Financial Standard in Schools
Employment Law
Safeguarding/Child Protection
Educational Visits Co-ordinator / Member of National Association of School Business Management / Application form.
Selection event
Experience / Managing strategic financial plans.
Managing budgets, financial reporting, procurement and fixed assets.
Managing change projects.
Managing teams.
Managing HR.
Managing H & S.
Experience of using Microsoft Office applications, e.g. Word, Excel, PowerPoint.
At least two years experience of working in an administrative/secretarial field, including finance / Managing within an educational environment.
Managing at a Senior Management Team level.
Knowledge of or willing to learn Ps Financials system / Application form.
Selection event
Knowledge,
Practical and Intellectual Skills / Able to deliver services and systems applicable for effective school management.
Able to deliver value for money initiatives.
Able to understand national & regional educational services and deliver appropriate strategies.
Able to lead teams and individuals.
Able to strategically influence decision making within the school.
Able to use a range of ICT packages.
Demonstrable ability to produce a good standard of written work, e.g. response to correspondence, reports, minutes etc / Understanding of educational enterprise issues.
Understanding of promoting positive relationships with the wider school community.
Expert knowledge of SBM aspects/responsibilities within an all through Free School/Academy / Application form.
Selection event
Personal Qualities/
Disposition / Highly developed interpersonal skills including influencing skills.
Willingness to constructively challenge the work of self and others to continually improve own and team performance.
Ability to work under pressure and meet
deadlines.
Be proactive.
Excellent communication skills – written and verbal
Ability to understand, interpret and act upon complex information
Line management of Personnel
Decision making and negotiating skills
Problem solving skills
High standard of presentation
Ability to delegate appropriately and to monitor the performance of others
Self motivated and able to work to deadlines.
Able to work on own initiative and as an effective member of a team.
Attention to detail.
Able to work accurately and calmly, even under pressure whilst being positive.
Diplomatic and tactful.
Able to support, influence and motivate others.
A professional approach with absolute integrity and maturity to deal with sensitive issues on a highly confidential manner.
To be able to work positively with primary age children
Accept responsibility
Readiness to act as clerk to governors
Readiness to make a full contribution to school life / Application form.
Selection event
Circumstantial / To be able to work between the hours of 8.00 am and 4.30pm
Weekend work involved
Flexible working hours to meet needs of the school
To be able to attend evening governor meetings as required
· Appointment to this post requires DBS Clearance and satisfactory references.