To Ensure There Are Clear Processes for Spending and Allocation of School Finances

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JOB DESCRIPTION
St John the Evangelist School
Job Title: School Business Manager (Level 3) / Grade/Salary Range: F/G Scp 21 - 31
(£19,939 - £27,394 pa pro rata term time only + 4 weeks work during school holidays)
JOB PURPOSE

To be responsible for strategic planning aspects including all financial implications and ensuring that the school makes the best possible use of resources available to them
To provide effective support to the Head Teacher and Governing Body on Finance, Risk, Human Resource Management, Premises Management, In House Catering and Cleaning and associated policies
To support the Leadership Group and Governors, ensuring that legal and safety requirements with regard to people and property and function of the school are maintained
To ensure there are clear processes for spending and allocation of school finances
To be responsible for the school site and its buildings, their maintenance, development and efficient use
To provide effective support to the Head Teacher and Deputy Head as required
To liaise with relevant members of the LA/Council

DESIGNATION OF POST AND POSITION WITHIN DEPARTMENTAL STRUCTURE

Reporting to the Head Teacher/Governing Body/Deputy Head Teacher
Organisational chart attached
Part of School Leadership Team

MAIN DUTIES AND RESPONSIBILITIES
General Duties/ Whole School Administration

To manage a forward looking, efficient and effective administrative function including the financial administration and IT facilities
To be responsible for the planning and organisation of all administrative functions to include the development of procedures
Negotiate and monitor contracts
To contribute to the general administrative management of the school
To ensure inventories of equipment and stock are maintained; all statutory and statistical returns are completed as appropriate; the efficient running of the IT administration system

Financial

To be familiar with the general terms of WBC scheme of financial delegation and arrangements related to delegated school budgets. Advise Governors on requirements, ensuring compliance with standards
To prepare for approval by the Head and Governors a detailed annual budget of all the school’s expenditure in collaboration with the SMT. To obtain agreement of budgets, monitor accounts against budgets. Prepare regular reports for budget holders and to report on the financial state of the school to the Governors. To advise of options available for varying expenditure with regard to over/ under spending. Establish proper expenditure controls
To oversee the use of Capital funds held in the school’s dedicated bank account held in conjunction with the diocese. Report to the governors on the use of capital funds providing balances when appropriate
Preparation for approval by the governors of annual estimates of income and expenditure
To support audit procedures as necessary
To monitor and report on the financial effects of staff appointments, terminations and other changes (e.g. maternity leave, long term sickness etc)
Attend Governing Body Finance and General Purposes Committee meetings. Liaise with the Clerk to the Governors to set agenda
To use financial management information, especially benchmarking tools, to identify areas of relative spend, assess trends and directly advise SLT
To advise Head and Governing Body on financial policy, prepare appraisals for particular projects and for the development of a business plan for the future development of the school
Promoting the school’s activities and premises with the objective of maximizing letting income, within agreed policies
To be responsible for the management of the school’s accounting system, ensuring it’s efficient operation according to agreed procedures and to maintain those procedures by conducting regular interviews
To oversee:

-The ordering, processing of invoices for payment and payment for all goods and services provided at the school
- To be responsible for the operation of all bank accounts ensuring reconciliation is undertaken at least once a month
- To oversee and ensure the collection and banking of all sums of money to the school

To prepare all final accounts as necessary. Prepare detailed accounts for the Governors and Head Teacher according to agreed schedule and to legal requirements, reporting immediately any exceptional problems
To negotiate, manage and monitor contracts, tenders and agreements for the provision of support services
To purchase either directly or indirectly the school’s energy supplies
To be responsible for seeking professional advice on insurance and handling claims that arise
To be an authorised signatory on the bank accounts & bankline
To ensure procurement cards are recorded accurately
Ensure free school meals are administered correctly and to be responsible for pupil premium finances
To complete monthly Impress returnsand to liaise with the LA to resolve Impress queries
To monitor the provision of a comprehensive payroll service for all staff, with operation of the various pension schemes and other deductions. Check timesheets, expense claims, salary, overtime and additional payments with the Admin Officer and payroll provider
To be responsible for securing bid based funds and be point of contact with the DFE and other agencies with regard to grant applications, gifts and donations

Health & Safety

To monitor and have input into the school’s Health & Safety policy including the introduction of all Risk Assessment procedures
To report to Governors on Health & Safety issues
In co-operation with the Fire Service, the installation and maintenance of equipment for protection against and escape from fire. Keeping records and initiating regular fire practices ensuring emergency procedures are current and timely
To know about:

-Main Health & Safety issues specific to the school and how they relate to pupils, staff and visitors
-Elements of fire safety and the associated risks through the process of risk assessment
-Risk assessment tools and how to use them to establish hazards within the school and associated risk
-Staff well being/welfare

Premises

To support the Head Teacher in the management and maintenance of the buildings, facilities, grounds, fabric and furnishings of the school. Responsibilities include:

Monitoring service contracts
Advising on Health & Safety matters, including measures in the event of emergencies
To secure grants where available for further development of the schools facilities
To be responsible to the Head Teacher for the security, maintenance, heating, cleaning and other general site services within the premises
To deal with all external agencies, delivering services to the school and to deal with and some aspects of tendering including Compulsory, Competitive tendering
To maximise the use of the schools premises including letting of facilities for out of school use, with particular reference to the local community and in line with the principle of extended schools
Repair and maintenance of all furniture, equipment and fittings
To monitor the work of on-site contractors and arrange for estimates for work
To monitor and oversee the quality of work by contractors, caretakers and cleaning staff, reporting to Governors as appropriate
To liaise with the diocese/premises department

Administration and ICT
Specific responsibilities include:

To ensure inventories of equipment and stock are maintained; all statutory and statistical returns are completed as appropriate; the efficient running of the ICT administration system

Human Resources

To be the school’s principal advisor on Human Resource management in line with budget expenses
To liaise with HR, the Governors and Head Teacher on salaries and expenses; maternity and sickness procedures; personnel policies
To oversee and coordinate all matters relating to staff employment; DBS clearance; medical checks; contracts; staff records
Monitor the Health & Safety Policy and ensure compliance with the requirements of the Health & Safety in the Workplace legislation

Line Management Responsibilities

Having line management responsibility for school premises, kitchen, admin and ICT staff (see organisational chart)
Oversee Staff Attendance and Leave to ensure a continuous service throughout the year
Monitoring the effectiveness of the Admin, Caretaking, Cleaning and Catering Teams in order to meet the needs of the school

Undertake such duties and work hours as agreed with the Head Teacher and carry out duties as may be required from time to time as detailed by the Head Teacher
SCOPE OF JOB (Budgetary/Resource control, Impact)
The post holder will provide effective support to the schools management team and will assist in planning, monitoring and reviewing the schools overall performance.
PERSON SPECIFICATION
Job Title: School Business Manager (Level 3) / April 2017
St John the Evangelist Infant and Nursery School
KEY CRITERIA / ESSENTIAL / DESIRABLE
Qualifications And Training /

Holds an accountancy qualification such as B/Tec HNC in Business & Finance or has significant relevant work experience
Have a minimum of 3 years’ experience in the financial field
Educated to at least A level standard
Willing to attend Level 1 Child Protection Training

Educated to degree standard
Trained in SIMS
Qualified First Aider
Holds or is working towards Certificate/Diploma in School Business Management
There would need to be a commitment to undertake this training(CSBM)

Competence Summary
(Knowledge, abilities, skills, experience) /

Familiar with accounting software
Good knowledge and understanding of Health & Safety legislation
Computer literate including Access, Excel, Word and Internet/Email applications
Able to motivate and support staff
Awareness of the impact of employment law on human resources matters within the school and recognises when to seek further professional advice

Work-related Personal Requirements /

Enthusiastic, professional team member
High standards of professionalism and integrity
Respects confidentiality
Able to work without supervision
Able to work to tight deadlines
High level communication and inter personal skills
Patient, tactful and diplomatic

Other Work Requirements /

Holds a full driving licence
Flexible and willing to work outside usual hours when required which may include some time during school holidays