JOB DESCRIPTION

POST TITLE: / EXECUTIVE BURSAR
POST RESPONSIBLE TO: / BUSINESS DIRECTOR, with accountability to the Principals
SALARY SCALE / Indicative Grade 10 (Subject to Review) – 37 hours, Term Time, plus 4 weeks

LOCATION SMW

JOB PURPOSE

Responsible to and line managed by the Business Director, the Executive Bursar will be part of a team providing a consistent and synchronised financial management service to the Academies which are part of the Newman Catholic Collegiate. The Executive Bursar will provide this service in up to four assigned academies and be accountable to the relevant Academy Principals for the service they provide and participate in Senior Leadership/Academy Committee meetings when necessary. The service will include the organisation and monitoring of finance, budgeting, assets, payroll, personnel and policy development as well as supporting the Business Director. The post holder will promote the highest standards of business ethos within the Executive Bursar function and monitor the support service and staff of their assigned academies in relation to finance.

KEY RESPONSIBILITES

Finance

To organise and take responsibility for finance and manage the financial arrangements in the assigned academies.

·  To give strategic vision to all aspects of the budget and finance

·  To support the Business Director and academies to ensure that the collegiate operates good financial governance in line with the requirements of the Academies Financial Handbook published by the Education Funding Agency.

·  Be responsible on a daily basis for the running of the accountancy system by ensuring the Academies Financial Handbook is adhered to and in line with the Articles of Association and funding agreement.

·  Manage and ensure efficient operation of the assigned academies’ budget according to agreed procedures and financial regulations.

·  Monitor all accounting procedures and resolve any problems including the purchasing, processing and payment for all goods and services provided to the academies.

·  Manage and oversee all imprest bank accounts including the Academies debit card spend and management of the online banking facility.

·  Carry out monthly reconciliations of the imprest bank accounts and report any issues to the Business Director.

·  Undertake all the academies accounting systems for the assigned academies;

o  Ordering, processing and payment of all goods and services

o  Preparation of invoices

o  To issue and authorise invoices to outside agencies.

o  Collection of fees and other dues

o  Recovery of bad debts

o  Process Direct debits and journals

o  Ensure grants are allocated accordingly

o  Manage capital expenditure

o  To inform the Principal of the need for a virement

·  To support the Business Director with monthly VAT returns and be conversant with the general principle of taxation applicable to the academies and the financial implications of charitable status.

·  Ensure that the academies Asset Register is maintained and a rolling replacement programme is in place.

·  To be accountable for the organisation, resourcing, management and implementation of business support systems, procedures and policies within the assigned academies and ensure that all duties and responsibilities are carried out in line with the appropriate policies and procedures.

·  Ensure that all finance, administrative systems, policies, processes and practices in the assigned academies are consistent with the other academies in the collegiate and support maximum efficiencies.

·  To advise and guide Principals and office staff on financial policies

·  To lead on discreet financial policies including writing, developing and reviewing of such policies and assist the Business Director with updating of other financial policies and procedures as appropriate and ensuring they are adhered to.

·  To drive forward change and initiatives which promote regularity, propriety, value for money and best practices as guided by the Business Director.

·  Obtain quotations & negotiate prices with suppliers & contractors for goods and services to ensure best value for the collegiate.

·  To support the Business Director with effective purchasing and the procurement of products and services for the collegiate.

·  Work in liaison with the Principal of the assigned academies and the Business Director to support the process of developing draft budgets and oversee the budget spend in the assigned academies, ensuring financial probity and audit recommendations are implemented.

·  Use the budget forecasting software for scenario building and prepare costed staffing plans for the assigned academies.

·  To support the Business Director with long term financial planning, 3 – 5 years and advise Principals and Academy Committee members on planning the academies budget.

·  Meet regularly with the Principals of the assigned academies and provide all requested financial information including a predicted year end position.

·  In relation to the assigned academies, prepare financial reports and management accounts for a range of stakeholders, including the Principal, SLT, Academy Committee and the Business Director.

·  Close down the budget annually, including pre-payments/accruals and depreciation.

·  Be responsible for the Audit preparation for the assigned academies.

·  Liaise with accountants and auditors to ensure Audit deadlines are met.

·  Provide the relevant information to the Business Director for the Teachers Pension Audit and the External Audit at year end.

·  Ensure that the academies makes the best possible use of available resources.

·  Provide analysis of costs to Principals and the Business Director as and when required e.g. Trips

·  Assist the Principal and Business Director to research and bid for additional funding.

·  Be responsible for seeking professional advice on insurance and advising the Academy Committee on the appropriate insurances for the academy.

·  Implement the approved insurances and handle any claims that arise.

·  Ensure that the Academies are fully prepared to meet OFSTED financial criteria.

·  Ensure the academies are prepared for the Responsible Officer visits and ensure all management points are implemented for the assigned academies.

·  Attend the Academy Committee and working parties as and when required.

·  Advise the Business Director if fraudulent activities are suspected or uncovered

Administration/HR Admin/Payroll

·  Be responsible for checking and approving payroll monthly for the assigned academies and liaise with payroll over queries.

·  Manage the administration of the payroll system ‘My View’ for the assigned academies.

·  Monitor and check all new starters, leavers, contractual changes, expenses and additional hours via ‘My View’ and liaise with Payroll to ensure these are processed.

·  Provide an analysis of payroll as required.

·  Ensure that all staff information is kept confidential.

·  To have responsibility for the supervision of finance related tasks carried out by the office staff and ensure all financial procedures are followed in relation to income banking and the academies imprest bank account.

·  Maintain and update salary modellers monthly.

·  Carry out post payroll checks against the accounting system and salary modellers.

·  Provide staffing numbers, absence figures and gender information to the Business Director for the external audit and AAR.

·  Annual archiving of collegiate financial records

·  To deal with queries from suppliers and collegiate staff via email, telephone or visits

·  To cover for other Executive Bursars/Bursar in their absence when required

Support to Academy

·  To travel between Academies and base as and when required.

·  Contribute to the overall aims and targets of the collegiate.

·  Promote and Safeguard the welfare of children and young persons you are responsible for or who you come into contact with.

·  Comply and assist with the development of policies and procedures relating to child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person.

·  Be aware of, support and ensure equal opportunities for all.

·  Contribute to the overall ethos and aims of the collegiate

·  Appreciate and support the role of other professionals.

·  Participate in training and other learning activities and performance development as required.

·  Carry out such other duties as may reasonably be requested by the Principal or Business Director.

·  Be appraised annually by the Business Director in accordance with the collegiate performance management policy.

Person Specification

EXECUTIVE BURSAR

Essential/Desirable / Criteria / Measured by
E
E
E
E
E
E / Experience
·  Several years’ experience working with complex accountancy and funding systems.
·  Experience working in a small to medium business environment at a management level.
·  Experience of managing financial systems
·  Experience of producing a variety of financial reports including year-end reporting and detailed management accounts.
·  Experience of working in a Multi-Academy Trust or Academy/School environment
·  Experience of supervising staff / AF/I
E
E
E
E
E / Qualifications/Training
·  A degree in Business and Administration, or equivalent qualification e.g. School Business Management qualification
·  Demonstrate experience in similar role.
·  Experience of team working
·  High level of ICT Literacy and competency
·  Willing to undertake further continuing professional development / AF/I
E
E
E
E
E
E
E
D
E
E
E
E
E
E
E
D
D / Knowledge/Skills
·  Extensive knowledge of, and ability to perform financial processes and procedures required for a Multi Academy Trust or academy/School.
·  To have sound knowledge of Accounting principles, practice and their application e.g. accruals and pre-payments, internal controls.
·  Extensive knowledge of Academy/School funding.
·  Extensive knowledge of the collegiate policies and procedures
·  Knowledge of the Academies Financial Handbook.
·  Good working knowledge of accountancy systems
·  Knowledge of the general principle of taxation and the financial implications of charitable status.
·  Consultative, negotiating & partnership skills
·  Excellent ability in Microsoft Excel.
·  Knowledge of asset management and dealing with suppliers
·  Understanding of Human Resources
·  Ability to manage time
·  Excellent communication skills.
·  Excellent organising, planning and prioritising skills.
·  Ability to work under pressure.
·  Effective communicator to a wide range of audiences
·  Methodical with a good attention to detail. / AF/I
E
E
E
E
D
E
D
D
E
E
E
E
E / Abilities and Skills
·  Able to identify, establish and maintain excellent financial practice.
·  Ability to prioritise conflicting demands and thrive under pressure.
·  Understands what constitutes ‘best value’ and able to translate this into all aspects of the role.
·  Ability to use computer systems, including Word processing skills to produce tables, spreadsheets and statistical returns.
·  Builds strong team ethos where everyone feels valued.
·  Ability to maintain strict confidentiality and integrity in all matters.
·  Maintains a clear sense of purpose and direction during periods of change by proactively consulting when planning change and supporting others through the change process
·  Creates a sense of self belief, energy and pride in others about what the school are setting out to achieve
·  Plans communication effectively and acts as a role model in providing open, honest communication
·  Takes responsibility for own and team actions
·  Identifies and overcomes barriers and manages risks.
·  Manages demanding workloads and meet commitments
·  Requires minimum supervision / AF/I

AF = Assessed at Application Form I = Assessed at Interview