CATHOLIC EDUCATION DIOCESE OF PARRAMATTA

ROLE DESCRIPTION

CATHOLIC EDUCATION

DIOCESE OF PARRAMATTA

ROLE DESCRIPTION

POSITION TITLE
Business Manager / CURRENT POSITION HOLDER
SERVICE AREA
Schools / CLASSIFICATION
REPORTS TO
Principal / DATE LAST UPDATED
August 2012

CONTEXT

The school Business Manager is a leadership position within the school critical in supporting the school principal and school leadership team with specialised services in the collaborative delivery of high quality learning and teaching.

The Business Manager will be directly accountable to the principal for the effective execution of duties and will have a specific responsibility to manage the financial and administrative functions of the school and oversight of the school precinct, liaise and work as a member of the school's leadership team, work with school's teaching and non-teaching staff, liaise and work with appropriate personnel from Catholic Education Diocese of Parramatta (CEDP) on issues of financial planning and management, school fees management, external statutory reporting, school facilities planning and maintenance.

ACCOUNTABILITIES

This position supports the system strategic intents of improving learning outcomes for all students and promoting a professional and rewarding working life for teachers.

Key accountabilities are:

  • Financial management
  • Facilities management
  • Administration and supervision of support staff

REQUIREMENTSFORTHEROLE

  • Support of Catholic ethos
  • Professional qualifications in finance and/or management
  • Demonstrated record of adopting a consultative and innovative approach in the delivery of accounting, financial and administrative management services to customers and a commitment to high service levels.
  • Experience using financial applications, software tools and the ability to use these skills to successfully structure, access and use data in a manner to support efficient decision making.
  • Experience in identification and deployment of asset management procedures and processes.
  • Practical experience in management of maintenance teams, suppliers and contractors.
  • Practical experience in debtor’s management.
  • Practical experience in monitoring trading shop operations, including preparing of trading and profit and loss statements.
  • Demonstrated initiative, especially in relation to problem solving.
  • Proven high level skills in written and oral communications.
  • Demonstrated experience in management and supervision of a multi-disciplined team.
  • Ability to work independently, but also function as an effective team leader and team member.

FUNCTIONS

  • Model a manner of life in accordance with the teachings of the Catholic Church.

Financial Management

  • Management of the school’s accounting functions – including accounts payable, accounts receivable, general ledger, bank reconciliations, creditors, debtors and asset management.
  • Provide high level support and advice to the principal on financial management matters.
  • Co-ordination, preparation and monitoring of annual school budget and associated reporting.
  • Monitor cash flows and identify investment opportunities.
  • School fee monitoring and collection ensuring the efficient and effective management of fees in accordance with CEDP guidelines. This includes phone contact and liaising with parents at interview, liaising with School Fee Unit at CEO, and making recommendations to the principal regarding fee reductions, write-off and referral of families to CEDP.
  • Ensurethat the school is receiving value for money by maximum use of CEDP preferred suppliers and government contracts, and by seeking and documenting quotations/tenders in accordance with CEDP guidelines.
  • Prepare quote specifications, tender documents and contracts as required.
  • Manage the preparation of financial and statistical returns and reports for CEDP, other agencies and authorities.
  • Management and oversight of school trading shopoperations and trading result reporting including mark-up schedules, trading and profit and loss statements in relation to school shop, canteen and uniform shop.
  • Development and management of the school’s annual maintenance budget.
  • Fulfil responsibilities as an authorised cheque signing officer.
  • Oversight preparation for annual internal audit and external audit as required.
  • Participate in the audit process as required and review and implement the recommendations of the audit.
  • Engage all school contractors including fire, cleaning, security, photography, text book supplies, student diary, technology and canteen.

Facilities management

  • Development and management of an effective building, plant and site maintenance programme for the school complex.
  • Supervision of the maintenance programme.
  • Management of the day to day maintenance needs of the school, including engagement and supervision of trades people and maintenance contractors.
  • Management of the school’s security and insurance issues.
  • Ensure security and control of the school’s assets, including supervision of assets register.
  • Manage and oversight the conduct of the annual stocktake of assets, and follow-up investigative action on missing, damaged or obsolete assets and arrangement of appropriate write-off action and adjustment of asset records in accordance with CEDP guidelines.
  • Active participation in the school’s WHS initiatives.
  • Liaise with the principal, parish priest and CEDP personnel on issues of site planning and management.

Administration and supervision of support staff

  • Provide high level support and advice to the principal on administration management matters.
  • Event management of school functions such as Staff Christmas party, staff dinners, Year 12 formal etc.
  • Act as a member of committees as required by the principal.
  • Management, supervision and direction of all non-teaching ancillary staff covered by Miscellaneous Workers Award (including trading shop employees) and Maintenance Workers Award.
  • Supervision of cleaners.
  • Ensure the smooth, efficient and effective operation of school cleaning, grounds cleaning/ maintenance and trading shop services.
  • Oversee professional development needs of ancillary staff.
  • Performance of ancillary staff appraisals.
  • Maintain knowledge and understanding of the system of schools priorities and strategic intent
  • Undertake development and review processes
  • Complete other duties as required by the DirectorSystem Performance and the principal.

SUPERVISOR
DATE