April 2017

SAMUEL PEPYS SCHOOL

JOB DESCRIPTION

Samuel Pepys School is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment. The postholder is subject to an enhanced DBS check.

POST TITLE:School Business Manager
GRADE:Principal Officer 2B, points 35 – 38
RESPONSIBLE TO:Head Teacher
PURPOSE OF ROLE
To make a major contribution to the successful leadership, management and administration of the school and its day to day efficiency as part of the Senior Management and Leadership Team. To have particular responsibility for aspects of the strategic and operational delivery of the school’s administrative, financial, personnel, premises and business development functions.
MAIN RESPONSIBILITIES
●Line management of the school Admin Team, Premises Manager, IT and After School Club staff. Link person for school meals catering service.
●To have oversight of all matters relating to the administration of the school finances and to ensure such matters are handled in accordance with financial regulations to a high level of efficiency and accountability.
●Working with the Head Teacher, Governors and Schools Financial Adviser in the setting, building and management of the school’s budget (approx £2m) using agreed software to generate reports
●Responsible for giving overview and advice on the school budget position to the Headteacher, SLT and the Governing Body; analysing and reporting on all aspects of budget management
●Run the school procurement process within the guidelines laid down by the schools contract regulations set by the local authority,
●Support the Governing Body with the completion of School's Financial Values Standards
●Seek out opportunities for the school to benefit from grants and trusts to support school improvement. Support the Friends of Samuel Pepys (FoSP) with fundraising initiatives
●Work with the Governing Body and Clerk to Governors by attending meetings, advising and providing reports as necessary.
●To have an overview of Health and Safety in the school, addressing issues as relevant to the role and necessary to ensure a safe working and learning environment, and maintaining the learning environment for pupils and staff.
●Support the Premises Manager with the strategic development of the site and related budgets
●Maintain the Single Central Record (SCR) in line with safeguarding policy
●Having an overall responsibility and line management of the After School Club provision and the related finances and buildings use.
●Point of contact for the schools catering service (CCS) to provide school dinners
●Point of contact for the schools personnel adviser (EPM) for the safe recruitment and retention of staff
●Locating, collating analysing and presenting information to all relevant staff, parents and other stakeholders as necessary
●Monitor compliance with legal, regulatory, ethical and social requirements across the school .
●Contribute to the development and monitoring of the school improvement plan
●Support the Head Teacher and Governors with their strategic development of Samuel Pepys School
Financial
  1. Responsible for the banking of and accountable for all monies paid to the school.
  2. Responsible for the procurement process for all goods, services and supplies and approval of invoices for payment within agreed regulations and in line with service level agreements
  3. Ensure the school complies with VAT legislation and the school maintains appropriate financial standards and regulations
  4. Quality assurance on all purchases and services and source new suppliers to ensure effective use of resources and best value
  5. Responsible for the operation of the payroll function by monitoring information, checking for accuracy and ensuring compliance with the school’s pay policy.
  6. Responsible for budgets to support the development and maintenance of computer and other ICT systems.
  7. Generate revenue through the letting and hiring of the school premises, including the hydrotherapy pool
  8. Generate revenue through applications for grants and trusts to enhance school improvement and actively support the Friends of Samuel Pepys with fundraising
  9. Responsible for the promotion and marketing of the school in liaison with the Head Teacher
  10. Develop and maintain the school website in liaison with the Head Teacher and IT Consultant
  11. Responsible for the setting and preparation of budgets with accountancy advice within timetable for final approval.
  12. Advising on budget position and budget preparation having an oversight of all accounts – reporting regular updates to Head Teacher and the Governing Body.
Business and Premises Management
  1. Line management of the Premises Manager, who is responsible for ensuring the fabric of the building, furniture and fittings are maintained and has oversight of school site development priorities
To work with the Premises Manager to ensure (points 2-10):
  1. Systems for site security, including locking up procedures and overseeing these systems in practice. To be a named key holder for access to the school
  2. Seeking out and monitoring the standards of new suppliers and ensuring contractors meet the required standards, including grounds maintenance, in liaison with the Premises Manager
  3. To be fully conversant with Health and Safety regulations and ensure they are complied with, and preparing reports for the Governing Body. Be a part of the H&S Committee
  4. Promote and establish arrangements for use of school premises for school and non school activities. Develop mutually beneficial links between the school and the wider community in line with the lettings policy
  5. Responsibility for organising and maintaining lettings and hirings, ensuring that all Health & Safety and insurance procedures are followed in liaison with the Premises Manager.
  6. Responsible for the After School Club and Play Scheme use of the school buildings.
  7. Responsible for the effective conduct of the school’s business in accordance with articles of government.
  8. Liaise with the Premises Manager and Governors re energy conservation initiatives
  9. To develop and maintain an assets register
  10. Liaise with the Local Authority regarding education transport
  11. To oversee the holiday allocation of the admin and premises teams so that access to the premises and admin support is available for staff and contractors, as appropriate
  12. To oversee the management of the school electronic diary
  13. To contribute to staff meetings and briefings
  14. To ensure that the admin and premises team are represented on the staff wellbeing team
Personnel
  1. In conjunction with the Head Teacher and Senior Leadership Team, agree and plan staffing priorities and be responsible for the recruitment of all staff, ensuring that all safeguarding processes are followed
  2. To maintain current, accurate personnel information on SIMS and the EPM portal and the Single Central Record.
  3. Responsible for the maintenance of the single central record (SCR) and administer all associated enhanced DBS and ID checks and records in relation to safer recruitment procedures.
  4. Ensure that all aspects of the HR function are carried out for around 100 staff employed at the school and liaise with the school’s personnel management provider (EPM) regarding contracts
  5. Reviewing and implementing induction processes, training and appraisal for all appointments of the admin and premises teams in liaison with the relevant SLT member
  6. To ensure the school gets best value for money and the best quality of provision from contractors including catering, IT and cleaning services.
  7. Responsible for keeping staff contracts up to date and liaising with our personnel provider on such matters.
  8. Liaison with appropriate staff and coordinate expenditure on curriculum resources etc.
  9. Lead or contribute to special projects relevant to the post that may arise from time to time
  10. Have overview of the use of rooms for meetings and the hospitality (drinks/snacks) we offer
  11. Network with other School Business Managers to share best practice

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