JOB PROFILE. Deputy Finance Manager

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1 JOB PROFILE Deputy Finance Manager

2 POSITION TITLE: Deputy Finance Manager DIRECTORATE:CSF DIVISION:EDUCATION PAY LEVEL: SECTION:SWISS COTTAGE SCHOOL REPORTS TO: Finance Manager JOB PURPOSE The postholder will be an effective member of the Business Team within the school. They will provide a professional level of support to the school s Finance Manager. MAIN DUTIES AND RESPONSIBILITIES Duties and responsibilities: To oversee all data entry into the school s Financial Management software (RM finance) To reconcile petty cash weekly To ensure the prompt collection of student funding for both in borough and out of borough students Undertaking procurement across the school, in liaison with budget holders, in order to achieve Best Value, developing good relationships with suppliers, and making use of procurement tools where available Banking all school money into the school s main disbursement and subsidiary school fund accounts Ensuring that appropriate financial regulations and controls are in place and in use at all times Administrate the school s School Fund Account Undertaking the annual CFR return Overseeing the asset register and ensuring it is kept up to date, reporting annually on acquisitions and disposals to the Finance Manager and Business Manager Assisting in the production of regular monthly and termly reports on a variety of resourcing issues as requested by the finance manager Recruiting, managing and performance developing the finance assistant, holding regular line management meetings, and ensuring optimum performance. Keeping abreast of changes in financial regulations and legislation Other ad hoc resource related duties as directed by the finance manager Swiss Cottage Business Team Common Core (Based on the National Occupational Standards for Supporting Teaching and Learning, and The Common Core) Contributing to positive relationships and effective team practice: Recognise and value the strengths and expertise you bring to a team and that brought by your colleagues 2

3 Giving adults your full attention when they are communicating with you Demonstrating that you have understood them and clarifying any misunderstandings Communicate openly and honestly with your colleagues Acknowledge the views and opinions of colleagues constructively Work in ways that conform to decisions taken by the team Address and handle in a constructive manner any issues in your relationship with colleagues which can be resolved by your own actions Provide positive feedback to other team members for activities which they have undertaken effectively Meet your commitments to colleagues effectively and in accordance with your overall work priorities Give clear, accurate and complete information to other team members as needed for them to work effectively Provide consistent and effective support for colleagues in line with the requirements and responsibilities of your role Keep your colleagues informed about aspects of your work and schedule which may affect the support you can offer them Have the confidence to challenge situations by looking beyond your immediate role and asking considered questions Identify and share information on opportunities for improvement in team practice in a constructive manner Demonstrate a willingness to share information and expertise which could benefit other team members in their work offer other team members appropriate support and encouragement when they are undertaking new or difficult tasks Offer help and advice to colleagues when they ask for it, when this is consistent with your other responsibilities Judge when you should provide the support yourself and when you should refer the situation to another practitioner or professional Show respect for individuals and the need for confidentiality when reporting issues Accurately and fairly report any issues in the team which cannot be resolved to someone who can facilitate reaching a resolution Develop your effectiveness in a support role: Maintain an up-to-date understanding of the requirements of your role and responsibilities Embrace change and the evolution of systems Reflect on your practice to identify achievements, strengths and weaknesses Make effective use of the development opportunities available to you Seek and take account of constructive feedback on your performance from competent others Undertake agreed development actions conscientiously and within the required timescale Reflect on Practice and Professional Development Use reflection to solve problems, improve practice and enhance confidence and selfesteem Use Emotional Intelligence to reflect on your interactions with others Identify areas in your knowledge, understanding and skills where you could develop further Be able to identify gaps in information Monitor processes, practices and outcomes form your own work Share your reflections with others and use their feedback to improve your own evaluation 3

4 Develop and negotiate a plan to develop your knowledge, skills and understanding further Seek out and access opportunities for continuing professional development as part of this plan Use continuing professional development to improve your practice Keep Children Safe By: Recognise potential hazards in the setting and deal with these promptly, according to procedures Remain calm and follow the organisation's procedures for accidents and emergencies, according to your role and responsibility Develop appropriate professional relationships with children and young people Interact Effectively with Children and Young People: Ensure adults involved are knowledgeable about children/young people's disabilities and special educational needs and confident in their roles and responsibilities Understand the boundaries for behaviour with children/young people and families within the context of the wider school Have an understanding of issues related to the behaviour of our children and the appropriate response in a variety of situations WORK ENVIRONMENT The postholder will be based at Swiss Cottage School, Development and Research Centre. Due to the nature of the school there are certain slightly enhanced risks associated with the post including: Infection Pupil behaviour & incidents including aggression Lone Working The post will involve a flexible and swift response to rapid change, and the ability to effectively manage constantly changing and conflicting priorities. Confidence, resilience and strong negotiation skills will be needed in order to liaise effectively with BAM and the LA in a solution focussed way. Hours: 35 per week Weeks/year: 42 weeks per year WORK CONTEXT Communications and working relationships Frequent liaison with Business Manager/Finance Manager/Head/SLT and other senior staff, as well as staff across the school. Also frequent coordination of and liaison with external agencies including, BAM, LA staff. 4

5 Ability to cultivate positive relationships and to represent the school to a wide variety of stakeholders, both internal and external, on the phone and in person. Ability to function successfully as part of the school's business team using the common core standards outlined above. Ability to observe the highest standards of confidentiality Innovation (decision making and creativity) Outcomes, for children, including attainment, effectively enhanced by the successful fulfilment of this role, significantly affecting their life chances. Resource management The postholder will be responsible for all equipment personally issued to them The postholder will be responsible for the ordering and audit of consumables for office based staff QUALIFICATIONS Essential: AAT level 4 or equivalent 5 GCSEs or skills and experience commensurate with this level of education, and a commitment to undertaking any qualifications deemed relevant to the role, and holding Maths and English GCSE C or above. KNOWLEDGE Know about: The roles and responsibilities of colleagues with whom you work and how these relate to your own role and responsibilities The lines and methods of communication that apply within the school setting The differences between work relationships and personal relationships and how work relationships can be maintained effectively The School's Staff Relationship Guidelines Principles of Emotional Intelligence The importance of integrating new information and/or learning in order to meet current best practice, quality schemes or regulatory requirements Key policies and how to access them Know who to share information with and when; understand the difference between information sharing on individual, organisational and professional levels Know what to record, how long to keep it, how to dispose of records correctly, and when to feed back or follow up. Understand what is meant by safeguarding, being aware of national guidance and local procedures RM finance software 5

6 SKILLS A high level of attention to detail Robust IT skills that can be demonstrated to be at least equivalent to a level 2-3 qualification Able to take the initiative Flexibility of attitude Punctuality and reliability Commitment to the highest standards of professionalism and to maintaining the school s outstanding status EXPERIENCE Administrative experience Experience in an educational context Financial experience APPENDIX ONE STRUCTURE Principal SBM Finance Manager Finance Deputy Finance Assistant 6

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