School Business Manager St Mary s C of E School SCH/399
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1 School Business Manager St Mary s C of E School SCH/399 Closing date: Noon, Thursday, 15 November 2012
2 -+ Contents Application Letter Advertisement Job Description Person Specification Guidance Notes Policy on Recruitment and Employment of Ex-Offenders
3 Post Ref: SCH/399 Date: as postmark Cambridge Islington Education HR 222 Upper Street London N1 1XR Fax: recruitment.camb-ed@islington.gov.uk Dear Applicant RE: SCHOOL BUSINESS MANAGER AT ST MARY S CofE PRIMARY SCHOOL Thank you for your interest in this post. There are five available channels for application documents submission. 1. Apply online at Your application must be submitted on-line no later than noon, Thursday, 15 November documents to recruitment.camb-ed@islington.gov.uk; your documents by the closing date specified above. 3. Post documents to Education HR, 222 Upper Street, London N1 1XR; Posted applications should be sent in an A4 envelope and clearly addressed to: Education HR, 222 Upper Street, London N1 1XR. Please make sure you allow sufficient time for documents delivery prior to closing date. 4. Hand deliver documents to Education HR, 222 Upper Street, London N1 1XR; Hard copy applications should be handed into reception at the above address during normal working hours (9am-5pm). Please note: We cannot be responsible for hard copy applications hand delivered after normal working hours. 5. Fax your documents to Education HR on In addition, please note the following: CVs will not be accepted. References will be sought for short listed candidates prior to the interview date. For support staff, this post is subject to a period of 6-month probationary period. This also applies to candidates coming from Local Government. Should you have any queries please us at recruitment.camb-ed@islington.gov.uk Yours sincerely Education HR Cambridge Islington is working in partnership with Islington Council in the provision of education services Cambridge Islington is a division of Cambridge Education which is a member of the Mott MacDonald Group. For more information visit
4 St. Mary s Church of England Primary School Fowler Road, Islington, London, N1 2EP Tel: school@stmarys.islington.sch.uk Headteacher: Miss Genevieve Prayag Pupils learning is now at the heart of everything they do. Ofsted September 2012 School Business Manager Salary Grade: PO3, Spine Point: Salary range: 35,055 to 37,851 pa Required for January 2013 or as soon as possible Believe and Achieve The Headteacher and Governors at St Mary s Church of England Primary School are seeking to appoint a School Business Manager to manage, advise and oversee the work of the finance, administrative, premises and human resource functions of the school. This is a strategic and managerial role and the post holder will be a member of the Senior Leadership Team with a key role in the continued development of the school including extended services. Following a recent Ofsted inspection, St Mary s Church of England Primary School has been graded as a good school! We are a friendly and welcoming one form entry school with a 300 year history. We seek an excellent, enthusiastic and innovative School Business Manager to join our dedicated team of staff and Senior Leaders in driving the school further to outstanding and beyond. To be part of our vibrant, multicultural and happy school you will need to have: Excellent communication skills Good interpersonal and leadership skills A commitment to whole school development Initiative and Creativity A support for the Christian ethos of the school Confidence and Humour! We would welcome, and encourage, the opportunity to show interested applicants our school. Please phone our Senior Admin Officer Janice to make an appointment to visit or for further information. Closing date: Noon Thursday 15 th November 2012 Interviews: Week beginning 19 th November 2012 Please apply online at following the jobs link. If you need any assistance please the Education HR at recruitment.camb-ed@islington.gov.uk quoting reference SCH/399. St Mary s Church of England Primary School is committed to safeguarding and promoting the welfare of children and expects all staff and volunteers to share this commitment. All appointments are subject to a satisfactory enhanced CRB check. Photo identification and proof of qualifications are required to support safer recruitment of all staff.
5 Job Description Post Title: School Business Manager Salary Grade: PO3 School: St Mary s Church of England Primary School Responsible to: Headteacher Responsible for: Premises Manager Administrative/Clerical staff Cleaning staff Purpose of the Job: To manage the financial and administrative functions in the school, and Extended School Service. To assist in the management of all financial resources of the school and to be a high level administrative resource, advising on personnel issues and procurement, coordinating and monitoring all contracts. To service the Governing Body, as required and manage the other administrative staff and the premises manager. Duties and responsibilities: Finance and Procurement 1. To be responsible for maintaining the school s financial systems and procedures in accordance with the Standards for Financial Administration in Schools issued by the local authority. 2. To support the use of the school s I.T. finance systems to keep financial records. 3. To take an overview of the school budget and advise the Headteacher of any potential deficit or other finance related issues, their implications and make recommendations on possible solutions. 4. In conjunction with the Headteacher, to undertake an annual budget planning exercise for the dissemination of the school s budget allocation, in line with the school improvement plan, for the approval of the governors. 5. To ensure adequate auditable systems are in place for the ordering of goods and supplies, and for the processing and payment of invoices. 6. To oversee the compilation of the school equipment inventory. 7. To produce budget monitoring and other financial reports for the governors. 1
6 8. To prepare financial data, statistics and income for banking, including School Fund, charity collections, and petty cash. 9. To administer P11D returns, ensuring deadline for returns met. 10. To administer and prepare financial data for all Extended Schools Services. 11. To liaise with the appropriate external bodies involved in the Extended Schools Service. 12. To support the preparation of end of year accounts ready for external audit and presentation to governors. 13. To update local finance related policies as required. 14. To act as co-opted, non-voting member of the governors finance committee, organising and minuting the finance committee meetings and providing information for the committee as necessary. 15. To raise funds for the school, through researching information on grants available and making appropriate applications for securing grants for the school. 16. To coordinate and submit bids and obtain quotes for purchases of To ensure adequate auditable systems are in place for the ordering of goods and supplies, and for the processing and payment of invoices. 18. To be responsible for the arrangements for school facilities, including catering, transport, booking facilities for out of school activities and residential school journeys. 19. To be responsible for the school s inventory of ICT and other equipment, ensuring that this is updated annually and the stock book amended accordingly. 20. Monitoring payments of salaries, ensuring returns are completed to deadline. Personnel 21. To manage the personnel function in the school. 22. To manage advertising of vacancies and be responsible for the recruitment process and ensure all associated administration is carried out, including the administration of teacher recruitment. 2
7 23. To participate on appropriate interview panels and to coordinate induction for new staff. 24. To manage, set objectives and carry out appraisals for administrative staff, and the Premises Manager. 25. To check payroll reports and ensuring all pay costs are appropriate and budget areas are correctly charged. 26. To liaise with relevant agencies/bodies such as TPA on pay and other pay related matters. 27. To instigate sickness management, by monitoring sick leave, identify sick management issues and raise with the Headteacher. 28. To maintain computerised personnel records, ensuring accurate records of staff details, including type of contract, pay etc, and recording ethnic monitoring information. 29. To ensure the accurate and timely collation and return of statutory returns; i.e. Workforce Census. 30. To update local personnel related policies as required. 31. To advise staff and Headteacher on specific personnel matters. Governing Body 32. To organise and service the meetings of the governing body, attending evening meetings of working parties as required. 33. To liaise with governors and the Headteacher in preparing the agenda. 34. To produce and distribute the minutes of the full governing body, and distribute minutes of sub-committees, and other documentation as appropriate. 35. To ensure that governors receive effective advice on statutory requirements. 36. To ensure that a full complement of governors is maintained in accordance with the school s statutory instrument. Instigate and manage election processes as necessary. 37. To maintain Governor files and records of visits. 3
8 Information and Communication Technology 38. To manage the school s Administration network and identify enhancements required. 39. To implement all upgrades to the Administration network and ensure backup for data 40. To ensure that all administrative staff are adequately trained in the Financial and administrative ICT software. 41. To be responsible for system security, including setting up of new users, issuing passwords, monitoring of passwords, taking leavers off and the system and virus protection. 42. To keep abreast of Data Protection legislation and develop policy and procedures to ensure the school operates within Data protection code. Premises 43. To take an overview of Premises Management at the school, supervising the requisition of repairs, obtaining of quotations, liaising with contractors, and in conjunction with the Premises Manager supervising the cleaning staff. 44. To raise and monitor, in conjunction with the Premises Manager, all annual planned maintenance and safety check contracts. 45. To manage, supervise and develop the letting of school premises, ensuring they are consistent with the values of the school and maintain adequate records of payments received and ensure the maximisation of the lettings income. General Management 46. To be responsible for the efficient and effective functioning of the school administrative function, including the review of procedures and systems, recommendations for change and the implementation of new systems and procedures. 47. To manage the preparation of statistical returns and other statutory information as required by the Headteacher and/or the Governing Body. 48. To participate in Senior Leadership Team meetings and other internal and external meetings as required. 4
9 Other 49. To undertake such other duties as may be required by the Headteacher, which are commensurate with the job and grade. 50. At all times carry out duties with due regard to the school s Health and Safety Policy. 51. To work within and encourage the school s Equal Opportunities Policies. 52. To promote the safeguarding of children. 5
10 St Mary s Church of England Primary School Person Specification School Business Manager EDUCATION AND EXPERIENCE Qualifications 1. Financial qualification: AAT or equivalent qualification, desirable, but not essential. 2. Minimum of 2 years successful management experience, preferably across at least two of the following areas: Finance, Procurement, ICT, Personnel and Facilities management, including supervisory or staff management experience. 3. Experience managing complex budgets and experience of financial systems and appropriate software is essential. 4. A Certificate or Diploma of School Business Management. 5. Proven experience of setting high standards and operating within a best practice framework. DISPOSITION Personal Qualities 6. Integrity. 7. Evidence of flexibility and being open to new ideas. Commitment to Excellence 8. Evidence of a commitment to excellence and the maximising of the resources of the school for the benefit of the pupils. Ethos 9. Commitment and willingness to meet the demands of the ethos and flexible working arrangements of the Primary School. 10. To support the Christian ethos of St Mary s Church of England Primary School. 11. Commitment to fostering good professional relationships with parents/carers and the wider school community. 6
11 SKILLS, KNOWLEDGE & ABILITIES Interpersonal Skills 12. Evidence of good interpersonal skills and the ability to work as member of a team and develop and maintain good relations with all members of the school community. To work co-operatively with the staff of the Local Education Authority, LDBS and relevant agencies as required. Communications 13. Evidence of the ability to communicate clearly and concisely both orally and in writing and to produce technical and financial information in a way that is comprehensible to lay persons and the governing body. Information and Communications Technology 14. Advanced IT skills, including Excel, Word, Data Management systems and Experience in financial software and/or web design would be useful. 16. Awareness of Data Protection legislation. Personnel Management 17. Awareness of employment law issues. 18. Understanding of good management practices and the policies and systems to support them. 19. Ability to understand teacher and support staff pay requirements. Equal Opportunities Other 20. Evidence of an understanding and commitment to Equal Opportunities both in service delivery and employment, and an understanding of its effective operation within a school. 21. Ability to work under pressure and meet tight deadlines. 22. Ability to work as part of a team. 23. Ability to work on own initiative. 7
12 24. At all times carry out duties with due regard to the school s Health & Safety policy. 25. Ability to form and maintain appropriate relationships and personal boundaries with children and young people. Candidates should ensure that they address all of the above criteria in their application form, referring, where appropriate, to actual experience. 8
13 Guidance for candidates applying for a job with Cambridge Education Islington/ Islington Schools Please read this carefully BEFORE you start to fill in the application form. General The application form plays a crucial part in the selection process, both in deciding whether you will be invited to an interview and at the interview itself. It is vital that you complete this form as fully and accurately as possible. We will not make any assumptions about your experience, knowledge, skills and abilities to do the job. You should complete the form and Personal Statement online or in black ink or use a word processor. The application may be photocopied or scanned and some colours do not photocopy or scan clearly. Read the Advertisement, Job Description, Person Specification and other accompanying information carefully before you start. All parts of the application form must be completed. Personal Details Complete this section fully and clearly. If you do not know your National Insurance number, you can obtain it from your Inland Revenue National Insurance Contributions office or DWP office and they'll tell you what to do. All successful applicants will be required to produce documentary evidence of their eligibility to work in the UK*. Verification of identity is required before confirmation of appointment. *A copy of the Asylum and Immigration Act 1996 (Section 8) is available from Education HR including a list of the accepted documents. Present or most recent employment It is important to give full information, including the organisation or school you work in, or most recent employment if not currently working, full dates, address and other requested details. Do not leave any gaps. If necessary you should include full time or part time education or training and any periods of unemployment and periods for raising a family. References All appointments are subject to verification of employment and suitability of the candidate for the post applied for. It is our policy to approach the referees of all shortlisted candidates. We reserve the right to approach any previous employer for a reference. If your last post did not include working with children, a reference will be sought from the employer by whom you were most recently employed to work with children. Previous employment for all support staff (non-teaching) posts Ensure that you put in full dates, names addresses and your job title. Do not leave any gaps. If necessary you should include full time or part time education or training and any periods of unemployment and periods for raising a family. Details of part time and relevant voluntary work should also be entered. Applicants for teaching posts only If you are completing an electronic or hard copy application form, please complete Appendix A including full details of any unpaid work and also details of work outside teaching. This helps in an accurate assessment of your salary and gives us your service history. Do not leave any unexplained gaps. Please note the Appendix A is incorporated within the online application and as such it is not included as a separate document. Education, Qualifications and Training Ensure you give all the information requested, including dates, establishment where you studied and make clear the level of any examinations e.g. GCSE, GCE 'O' Level or 'A' Level or equivalents etc. and the grades you obtained. Also include here any skills training you have had. You will be required to produce original documentary evidence of any qualifications relevant to the job, and these will be detailed on the Person Specification. Proof of qualification is required before the appointment is confirmed.
14 Relatives and other interests If this applies to you, please give the name of the employee, the department that they work in and the relationship (e.g. husband, daughter). Personal Statement This statement is an important part of the application form. This is where you should describe your experience, skills and abilities. As a guide, 1-2 sides of A4 are usually sufficient. You must demonstrate competence in all areas listed in the Person Specification by giving short examples. Describe how you match the requirements of the job; include experience gained from previous jobs, community or voluntary work. Ensure that the information you give us is well organized, relevant and brief. You may find it helpful to list each person specification requirement as a separate heading to explain how you meet that requirement. If you do not send us this statement, you will not be considered for short listing. CVs will not be accepted. Additional information for people who consider to have a disability under the Equality Act If this applies to you, please let us know the help you require and we will ensure that reasonable adjustments are made where possible. Disclosure of a criminal record Cambridge Education Islington operates a Disclosure procedure in line with CRB guidelines. If you are selected for appointment to a post that involves access to children you will be subject to this procedure. All Disclosures are carried out in the strictest confidence and are made only in connection with your application for employment and for no other purpose. The application for an Enhanced Disclosure will be activated before your first day of work. Posts that involve such access include: all School based posts, Youth Workers, Early Years Service posts, Education Psychologists, Education Welfare Officers as well as all Office based posts where the postholder, on occasion will be required to visit any establishment where there are children. A copy of our policy on the Employment of Ex-Offenders is enclosed. Please contact Education HR on if you would like further clarification about the post you are applying for. If you have been shortlisted and invited for an interview, you will be required to give full details of your criminal record to a HR Advisor, in confidence, prior to completing an application for an Enhanced Disclosure with the Criminal Records Bureau. This information will remain strictly confidential and will only be seen by those responsible for the recruitment decision. The information will be shredded in line with our policy on the handling and storage of information relating to criminal record disclosures. Declaration Under the Data Protection Act 1998, we must ask you to freely give your explicit consent to the processing of information on this application form in accordance with Cambridge Education Islington's registration under that same Act for personnel and payroll purposes, equal opportunities monitoring and to fulfil statutory requirements. Equal opportunities monitoring information All job applicants are expected to complete the monitoring details of the form in order to assist us in complying with statutory requirements. All successful applicants are expected to support the policy actively. Copies are available from Education HR on Appendix A Salary Assessment - for Teachers only Your employer should notify you of the calculation of your salary and allowances annually. If you have not been employed as a teacher for some time, please give the details of your last known salary and all allowances paid. If you do not know how your salary is made up, please mark this part of the form 'not known'. Before you send your application, please read it thoroughly and ensure all sections have been completed legibly and fuly and you have addressed all the criteria in the person specification.
15 Policy on the recruitment and employment of ex-offenders Background Cambridge Education Islington uses the Criminal Records Bureau (CRB) Disclosure service to help assess the suitability of applicants and volunteers for positions of trust. We do this in compliance with the CRB s Code of Practice (copies are available from Education HR) or on the internet at or This policy on the recruitment of ex-offenders is made available to all applicants and volunteers to jobs that require a Disclosure. Policy The Code of Practice requires us to treat all our job applicants and volunteers who have a criminal record fairly and not to discriminate unfairly against staff and applicants on the basis of a criminal record or other information revealed by a disclosure. Cambridge Education Islington is committed to equality of opportunity for all staff. A diverse workforce benefits and adds value to the services we provide. We will be proactive in removing barriers that deny equality to people based on race, gender, disability, ethnic origin, religious beliefs, sexual orientation, age or offending background. Having a criminal record will not necessarily bar you from working for Cambridge Education Islington/Islington Schools. This will depend upon the nature of the position you have applied for and the background of your offences. During the application process When you apply for a job with Cambridge Education Islington/Islington Schools you will be told if the job you are applying for is subject to a criminal record check. If it is, you will be asked about any criminal record you may have. You should include details of all cautions, reprimands, warnings and convictions. This information is kept confidential and is only seen by those who need to see it as part of the recruitment process. We select applicants for interview based upon their skills, experience and qualifications. A failure to disclose a criminal record (including all cautions, reprimands, warnings and convictions, spent or otherwise) at the application stage will normally lead to the withdrawal of any subsequent job offer. If you are offered a job at Cambridge Education Islington/Islington Schools The job offer will be made subject to satisfactory completion of a criminal record and other checks such as references, medical fitness for the post, proof of relevant qualifications and any other essential requirements for the post. In the starter pack you will also receive comprehensive guidance notes explaining how to fill in the disclosure form. If, after reading the guidance, you have any questions please contact Cambridge Education Islington Education HR as detailed in the covering letter. All employees/advisors involved in the recruitment process have been suitably trained to identify and assess the relevance and circumstances of offences, or will seek appropriate advice before making a decision. We also ensure that they have received appropriate guidance and training in the relevant legislation relating to the employment of ex-offenders, e.g. the Rehabilitation of Offenders Act 1974.
16 In the event of the successful candidate having a criminal record, the candidate will have the opportunity of discussing the disclosure with a service manager. As a minimum, the following will be taken into account when deciding whether to confirm the appointment: Whether the conviction or information was disclosed during the application stage; Whether the conviction or information revealed is relevant to the job; How long ago the offence(s) took place; The candidate s age at the time of the offence(s); The number and pattern of offences; Any other relevant circumstances. All staff/advisors in a position to make recruitment decisions are trained to identify and assess the relevance and circumstances surrounding a criminal record or will seek appropriate advice before making a decision. No decision will be made until your explanation and the above issues have been considered. Appeal You should appeal to the CRB if you believe that the disclosure information is not accurate. Cambridge Education Islington will decide whether the nature of the inaccuracy is such that a decision on whether to appoint should be postponed until the appeal is completed. Policy on handling disclosure information All disclosure information is kept securely and will only be seen by those who need to use it to carry out their duties. After a period of six months, it is securely disposed of. The disclosure forms are never kept on personal files. Cambridge Education Islington has a policy statement on the secure storage, handling, use, retention and disposal of Disclosures and Disclosure information which is available from Education HR on request.
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