Torridon Infant School

BRINDISHE GREEN SCHOOL

JOB DESCRIPTION

SCHOOL BUSINESS MANAGER

Grade: PO2 point 36-38 currently £34725 – 36549 pa

Full time (35 hours per week) and all year round

MAIN PURPOSE OF THE JOB

To support and assist the Executive Head and Headteacher of Brindishe Green and the federation Governing Body to ensure the effective and efficient functioning of the schools business to reach desired results and potential.

To be responsible for all administrative, personnel, financial and procurement matters within the management of the school that are supportive to, but do not involve the teaching and learning function.

ACCOUNTABLE TO

The Executive Head and Headteacher

AREAS OF RESPONSIBILITY

Staff Management:

Line management responsibility including performance management for staff allocated to the school office and back office function.

1. Finance:

Take the lead role in the planning, monitoring and evaluation of the school’s budget making recommendations as necessary to the Executive Head and Headteacher and Governors for the management of the school budget. Ensure that the budget is administered and monitored in accordance with the needs of the school and LA.

To be responsible for the management of the school accounting function ensuring its efficient operation according to agreed procedures and maintenance of procedures by conducting regular reviews.

In consultation with the Executive Head and Headteacher, to negotiate, manage and monitor contracts tenders, agreements and Service Level Agreements.

Ensure that all other financial systems and procedures are in place, devising procedures as necessary.

Ensure the processing and timely payment of invoices. Preparation of invoices for fees due to the school.

Ensure efficient arrangements are in place for the collection and banking of monies. .

Provide accurate and up to date financial advice, reports and information to budget holders, Executive Head, Headteacher, Governors and LA.

Attend governors and leadership meetings as required.

Provide appropriate analysis, returns and reports to relevant agencies, including Inland Revenue etc.

Maintain school bank and petty cash accounts.

Arrange and supervise the school’s contracts with external suppliers of administrative and financial services

Take a lead role in procurement ensuring that the school achieves value for money in the execution of its activities and adheres to policies and procedures in relation to the purchase of goods and services.

Ensure the presence of adequate financial controls at all levels, agree and implement audit recommendations, account correctly for VAT and carry out monthly reconciliations.

Ensure adherence to the Council’s Financial Regulations and the school’s financial procedures.

To oversee and monitor the finance and administration relating to school meals and ensure the submission of necessary returns to the LA.

Ensure accurate accounting and administration relating to school trips, uniform sales and clubs and tuition (out of school opportunities)

2. Personnel:

To be the first point of contact for all staff at school on pay and contract related issues, liaising with Personnel / Schools HR and Payroll as necessary.

Undertake all necessary arrangements relating to the recruitment of school-based posts and carrying out pre-employment checks including securing at least two signed satisfactory references for each member of staff

Be responsible for the administration of DBS checks on all staff and maintaining such records in accordance with school policy and LA policy and Safeguarding legislation and guidance.

Record and report staff absence, training and profile.

Organise cover in the office and back office function as needed.

3. Administration:

Be responsible for the personnel administration tasks within the school. Ensure adequate personnel systems are in place including time sheets, salary assessments, issuing of and amendments to contracts, payroll notification, monitoring of all salaries and confidential files.

Ensure that computerised data handling systems and records are maintained and kept up to date and that these are developed commensurate with the needs of the school LA and DfE.

Act as the System Manager for the administrative computer network if and when required.

Ensure that personal records on staff, both manual and computerised, are created and maintained and kept secure.

Be responsible for office security systems, including operation of the school safe, safe counting of monies and secure information systems.

Ensure the maintenance of pupil records including assessment data. Ensure adequate systems are in place for the recording, monitoring and reporting of pupil attendance and other pupil/staff statistics/data.

Ensure that all statistical and statutory returns to the LA and DfE are completed and submitted on time.

Management of the school’s admissions processes ensuring that appropriate systems are in place.

Ensure that all necessary Service Level agreements and other contracts are in place and monitored

4. Other responsibilities:

Liaise with outside agencies including parents/carers acting as required as the focal point for communication both orally and in writing, ensuring a helpful and welcoming reception to the school whilst maintaining confidentiality.

Line manage administrative / back office function staff to provide efficient administrative support for the whole school.

Ensure the school(s) website and Managed Learning Environment Calendar and messaging is kept up to date.

Provide a timely and responsive personal assistant support function to the Headteacher

Ensure efficient general administrative support and services to the Leadership team.

To liaise with the Premises Officers in respect of premises/maintenance matters, ensuring key aspects of Health and Safety and Risk Assessment are in place

To liaise with the Premises Officers and IT managers to ensure the maintenance of the school’s asset and stock control registers for all equipment and that school maintenance programmes are kept by appropriate staff

Comply with and assist with the development of policies and procedures relating to safeguarding, safer recruitment, child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person. Lead on the production of policies that relate directly to financial and administrative processes and ensure our financial procedures policy is current and approved by the governing body

Carry out all duties and responsibilities with due regard to the Equal Opportunities Policy.

Undertake any other relevant duties as required by the Headteacher.

5. General

This is not an exhaustive list of duties and responsibilities and the postholder may be required to undertake other duties which fall within the grade of the job in discussion with the Executive Head and / or Headteacher.

The job description will be reviewed regularly in the light of changing service requirements and any such changes will be discussed with the postholder.

The postholder may be required to work outside normal school hours on occasion, with due notice.

Because of the nature of the post, candidates are not entitled to withhold information regarding convictions by virtue of the Rehabilitation of Offenders Act 1974 (Exemptions) Order 1975 as amended. Candidates are required to give details of any convictions on their appointment form and are expected to disclose such information at the appointment interview.

Because this post allows substantial access to children, candidates are required to comply with departmental procedures in relation to Police checks and hold a current DBS for Lewisham. If candidates are successful in their application prior to taking up post, they will be required to give written permission to the Department to ascertain details from the Metropolitan Police regarding any convictions against them and, as appropriate the nature of such convictions.

………………………………………office use only……………………………………………………..

I confirm that I accept this Job Description as an accurate reflection of my duties in school.

Signed: ………………………………….. Print name: ………………………………………..

Date: ……………………………………

BRINDISHE GREEN SCHOOL

Person specification

SCHOOL BUSINESS MANAGER

The criteria listed on this person specification are essential for the job. Where applicable your application form needs to demonstrate clearly and concisely how you meet these criteria.

Qualifications:

Education to degree level with Business Manager specific qualification (desirable)

Knowledge & Skills:

Excellent leadership skills
Excellent communication skills both written and oral
Excellent interpersonal and negotiating skills
Excellent organisational skills
Able to use a range of I.C.T. packages
Able to strategically influence decision making within the school

Personal Qualities:

Ability to contribute effectively to Leadership Team and governors as appropriate
Ability to manage workload of self and others appropriately
Ability to work under pressure and meet deadlines
Open and constructive with an ability to accept feedback and a willingness to learn
A “can do” positive approach
High expectations of self and others so that all aspects of work are of the highest quality
Ability to be flexible and able to respond to the unexpected in a calm and reassuring manner
Ability to build and maintain effective working relationships with a wide variety of people
Ability to maintain strict confidentiality in all matters
Willingness to keep up to date on relevant policy and procedures in line with the duties identified in the job description and any further educational/schools’ developments

Experience:

Managing strategic financial plans
Managing budgets and financial reporting
Knowledge of H.R. issues and best practice
Knowledge of Health, Safety & Risk Assessment
A commitment to work in a flexible and collaborative manner with other members of the school community
Awareness of and commitment to Equal Opportunities issues
A commitment to working in a large multi cultural school environment with adults and children from diverse backgrounds.