Warter CE Primary School Job Specification. Post Title : School Business Manager

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1 Warter CE Primary School Job Specification Post Title : School Business Manager Reporting to: Head Teacher Location: Warter CE Primary Scale: Point 28

2 1. Main Purpose of the Job (This will explain why the job exists and what it is for) To promote the highest standards of business, financial and administrative practice within the context of the school, ensuring the most effective use of resources within the school in support of pupils learning. To contribute to the leadership and management of the schools as a member of the School Management Team. To provide leadership and management in the school with regard to auxillary staff, to ensure equal high quality resource and support provision. To liase with the Headteacher and the Governing body on all aspects of financial, administrative, Health and Safety, property maintenance and policy matters relating to the efficient financial and administrative management of the school. - Prepares 3 year budget plans and presents to Head and Governors. - Attends Governing Body committee meetings to answer any questions regarding finance and to minute the meetings. - Controls all spending against approved allocation and takes appropriate action to ensure commitment is contained within the approved budget. - Approves all invoices in accordance with schools policies. - Advises on the financial implications of changes in schools policies and operational practices. - Keeps account of school funds and imprest accounts. - Takes responsibility for all income and expenditure deriving from School Fund Accounts, Fund Raising, Imprest Accounts, School Uniform Accounts.

3 Provides and manages the clerical and administrative support in the school - Provides typing and general clerical support for the Head Teacher. - Managing and developing staff in school to ensure high levels of motivation. - In house training of administrative staff. - Maintains pupil data. - Completes all DfE, LA and other agency requests for information and returns i.e. CENSUS, SAT returns, school to school transfer of pupil data. - Maintains all personnel data, payroll. - Responsible for administering payroll, working together with Bradford Payroll and dealing with all HR administration. - Responsible for administering the staff recruitment process; advertising, reference requests, DBS checks and issuing contracts. - Responsible for dealing with admin relating to the LGPF e.g. new starters, leavers and changes. - Completion of Performance Management for Admin Staff and Auxillary Staff. - Advising on administrative matters and personnel issues to ensure that appropriate conditions of service are met. - Responsible for the management of health and safety and for all health and safety risk assessments conducted within the school. - Deals with queries from the Head Teacher and other staff and obtains any information required. - Deals with enquiries from parents, suppliers, outside agencies and other stakeholders. - Deals with prospective parents on the telephone and face to face, explaining the Admission Policy and marketing the school. - Manage the school website

4 2. Skills and Ability (e.g. to replace this role with a new employee what would we need) Nature of Knowledge Required? - An in depth knowledge of computer accountancy systems, i.e. FMS6, Excel. - Thorough understanding of all procedures essential to the educational environment. - Understanding of the schools computer package of SIMS. - Working knowledge of business procedures. - Working knowledge of personnel procedures for interviewing and employing staff, maternity leave, performance management. - Knowledge of Health and Safety issues including undertaking risk assessments. - Knowledge of administrating payroll and LGPF admin. Qualifications/Experience Required? - Experience of working in a school environment - Experience of using the school computer packages - Financial Management training. - Certificate of School Business Management (NCSL) - Supervisory and training experience. Skills required (including specialist/physical,techniques,practices) - Confidentiality - Excellent communication skills - Supervisory/management skills - Interpersonal skills - Computer literacy - Accountancy skills - Being able to work on own initiative and as part of a team. - Ability to work under pressure - Ability to make prompt, reasoned and well judged decisions on financial, administrative and property maintenance matters. - Having the skills to deal with enquiries from parents, visitors, staff and outside agencies.

5 - Negotiating skills. - Tact and diplomacy - Problem solving and decision making - Flexibility - Ability to delegate work and ensure deadlines are met. - Co-ordinate availability of personnel and make arrangements for meetings within school. - Cope with Government demands and change. - Reprographic skills How would this be used? - In daily performance of the post - In Performance Management of Admin and Auxillary Staff - As a member of the School Management Team - In providing an effective and efficient administrative and financial service. - During contact with the public and all members of the community. Nature of Physical Effort required and working conditions. - Normal office environment within school 3. Creativity/Innovation (How much of the work is routine and how much is dealing with unexpected demands) - Unexpected demands occur regularly from parents, children, staff and other stakeholders. - Health and safety issues - Dealing with accidents, contacting parents in emergencies, organising ambulance service. - Maintenance and safety issues with grounds and buildings - Carrying out research of possible innovative ideas identified by the Headteacher and Governors. Daily routines established but forward planning and future developments are always paramount.

6 How difficult/complex are the problems dealt with (give examples)? - The post holder is the first member of staff, point of contact or point of reference for all visitors and telephone calls. - All situations have to be dealt with sympathetically, diplomatically and quickly. - Often very difficult when dealing with complaints and demands from parents and members of the public. - Dealing with non-payment of dinner money. - New administrative procedures. - Working to deadlines - Staff training and monitoring of effectiveness. - Insurance claims - Researching best value - Providing analysis information - Researching issues and setting up new systems, agreements and contracts. - Working to deadlines - Difficulties arising over school transport and visits. - Travel arrangements. - Balancing and resolving budget issues - Problems with building maintenance - Issues regarding use of school resources - Dealing with bids, re the maintenance of the school buildings and getting best value. - Being able to work on own initiative including decision making. What guidance is available and from whom (eg, supervisor, procedures, guidelines,colleagues) - Various departments within the LA - Headteacher - Admin, HR Advisor and financial manuals - National College of School Leadership - Experience of working within a school environment - Networking with other local schools to share best practice.

7 How easily is guidance available? - Usually available but not always 4. Responsibility Does the job have direct budget responsibility? If so what for and how much? Yes. - Prepares the 3 year budget plan and presents them to the Headteacher and the Governors. Direct responsibility and discretion for expenditure within the following budget areas. - Cleaning/medical/hygiene supplies - Repair and maintenance budget - Administration - Annual contracts Does this include setting and monitoring within budgets? Yes - The planning, review, presentation and monitoring of the school budgets in line with the School Development and Improvement planning. - Day to day management of all aspects of the budget including salaries. - Assessing best value. - Supplying regular budget information to Head Teacher, Governing Body and Senior Leadership Team. - Ensuring all financial procedures are conducted in accordance with the LA and school s financial procedures and auditor requirements. - Provide financial advice to the Senior Leadership Team - Provide financial advice to the Governing Body. - Manages all aspects of School Funds - Seeks best value, arranging quotes or tenders for goods and services.

8 - Management and review of insurance cover for staff and premises together with any handling claims. Is the post responsible for other resources? Yes. - Responsible for health and safety and risk assessments relating to premises and working/learning environments/school visits. - Responsible for all office and school equipment purchase, replacement, maintenance. - Responsible for ensuring maintenance of ICT suites, Interactive Whiteboards and classroom equipment. - Responsible for organising and monitoring all contracts for equipment maintenance, lease agreements, cyclical maintenance, premises and ground maintenance. 5. Service Delivery Is the job responsible for Service Delivery? If so what is the nature of the service. Yes. - To ensure the provision of an efficient and high quality business management, financial and reception service to internal and external customers. What are the consequences of an error? - Serious budget difficulties for the schools, if incorrect it could lead to cut backs and possible redundancies. - Cuts in resources through lack of funding. - Errors made in payment of bills could result in problems with main services. - Audit issues. - Incorrect salary payments. - Errors made with imprest bank account, school fund could result in overdrawn balances and charges being made against the school. - If prospective parents contacting the school do not get the right impression from the post holder as the first

9 point of contact then they may take their children elsewhere. - Lack of judgement and diplomacy when dealing with parents or members of the community could result in poor relationships with the school. - Errors could cause falling roles and therefore falling funding and possibly have staffing implications. What kinds of impact/effect or outputs does the role have on: Internal Groups (please specify who and what impact) Children Advice regarding school meals, absence,etc. Various daily queries and issues. Daily/monthly/ When required Headteacher Provide effective financial and administrative service. Teachers Support and provide a comprehensive and efficient administration, financial and reception service. Admin Staff/Auxillary Staff Effective Performance Management resulting in appropriate Professional Development and training being given. Governors Giving of information and advice Finance Department Bradford Payroll/LGPF Auditors Provision of timely reports and returns to all Administer Staff Recruitment and issue contracts. Provision of payroll information, forms, paperwork for new members of staff. Prepare and facilitate periodic audits. Building Services Liaise regarding buildings maintenance

10 School Transport Secondary School Providing information and liasing with parents and transport company. Liaise with Secondary school re KS3 transfer People External to the Authority All visitors to the school Prospective parents Maintenance Engineers Contractors Suppliers DfE Reception services-first point of contact providing and ensuring that good first impressions are made by friendly and efficient service. The School s reputation and finance could rely on how people are treated on their first contact. Giving information and advice and also receiving information. Liaising with contractors & ensuring work is carried out to an acceptable standard Provision of correct information ensuring value for money Ensuring all goods received are in good condition, checked and invoiced correctly, ensuring value for money Providing analysed returns to GovernmentDepartments 6 Managing People Number and types of staff directly supervised/managed 1 Clerical Assistant 1 Caretaker 1 Catering Assistant/Midday Supervisor Performance Management only 4Midday Supervisors Perfomance Management only

11 To be responsible for supply cover for teaching and non-teaching staff Is the post holder responsible for setting targets and Performance Management interviews of these staff? Yes. - Responsible for monitoring of performance and dealing with instances of under-performance. - Responsible for target setting and conducting performance interviews with Admin Staff and Auxillary Staff Are there any other responsibilities for people? Yes. - To make sure that all volunteers and trainers and Governors have DBS clearance. - To ensure that a system of recording and identifying visitors to the site follows the correct agreed procedures. - To ensure that any entry lock to main external doors are operational and that all agreed security measures are followed. - To ensure that supply cover is deployed effectively. - To be responsible for all Health and Safety at work issues for all staff. - Responsible for training Administrative staff. What pressure does this create? - Daily routine tasks have to be constantly put aside to deal with pressing issues relating to staff, children and parents. - Time pressures to achieve deadlines. - Constant pressure dealing with time management. 7. Judgement Exercised/day to day amount of supervision received. What type of decisions are made without reference to senior staff? - Majority of decisions are made on own initiative as - Appropriate to this position.

12 - Decisions on how best to ensure that deadlines are met and effective support is given. - Decisions working within the agreed policies of the School using instructions for recognised procedures and using initiative and independent action in order to make judgements or decisions in respect of issues that arise from carrying out the normal routine or wok associated with this post. - Building and repair maintenance problems. - Access to the school buildings. - Dealing with enquiries from parents/public/internal and external agencies. - When new staff are appointed all necessary procedures are completed. - Management of line-managed staff - Dealing with payroll enquiries. What types of decisions are made in consultation with others?(specify Who) - The setting of the budgets in consultation with the HT and GB Committees. Who authorises action on these decisions? This post/other specify. - Administrative procedures-post holder - Budget decisions-post holder/headteacher/governors. - Leadership and management decisions-senior Leadership Team/Headteacher/governors Does the job require an involvement in policy making? Yes. - Advises on financial implications of schools policies - Advises on policies for non-teaching staff. - Advises on all administrative policies. - Advises on Health and Safety matters.

13 - Involvement with policy decisions as a member of the School Management Team. How often is supervision received? - The nature of the role is one of consultation and teamwork. 8. Nature of Contacts Internal Who What for How often Headteacher Senior Leadership Team Administration,finance,personnel issues. Providing support and giving advice Administration, finance, personnel issues. Providing support and giving advice. Daily Daily Governors Teaching Staff Administration, finance, personnel issues. Providing support and giving advice. Financial issues Providing support and advice Personnel/payroll issues When required Frequently Daily Daily Non teaching staff Children Parents Payroll Finance IT Insurance Property Services Environmental Health Providing support and advice Personnel/payroll issues Answering queries, dealing with injuries/illness, medicines, asthma. Giving information and advice and resolving problems. Payroll issues Finance reports It issues/ failure Insurance claims, cover. Repairs and maintenance Refuse collection Daily Daily Frequently as required

14 Auditors Other schools LA School audits, SFVS Child transfers. Returns, admission issues, administration issues. External Contacts Who What for How often Contractors Advice, information, quotations, monitoring of Frequently as required contracts, admission to site, ensuring health and safety compliance, ensuring satisfactory workmanship. Suppliers Advice, information, quotations, orders, invoices, credit control. Community First point of contact for advice, information, lettings. Other schools DfE Banks Volunteers Pupil transfers Statistical returns and reports. Management of school accounts Advice, information and induction. Evaluated by Date; Post Holder Date;

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