ACTION TAKEN UNDER DELEGATED POWERS SUMMARY REPORT Chief Officer: Chris Kiernan, Service Director, Education and Skills For authorisation: Governance Services Paul Frost 9.5.13 HR Rena Abraham 15.5.13 Finance Farhana Begum 10.5.13 Legal Caroline Eccles 14.5.13 Subject: Minor Re-structure of the Barnet Partnership for School Improvement (BPSI) Business Support Team that requires a deletion of one BPSI Business Support Officer post and the creation of a Senior Business Support Officer post Delegated Powers Reporting requirement Barnet Partnership for School Improvement (BPSI) is a fully traded service providing training and advisory support to Barnet schools. The cost of the service is met by schools buying back the service each year. The partnership for the year 2012/13 currently consists of 92 partner schools. BPSI s admin team currently consists of three Business Support Officer posts. It has been identified that the team s functions and activities has expanded due to business need. A requirement for a new post to include these functions and activities has therefore been identified. This Senior Business Support Officer post has been evaluated by HR in accordance with the Local Government Job Evaluation Scheme. This would result in the team being made up of one Senior Business Support Officer and two Business Support Officers. The current grading of the Business Support Officer posts are at BBB SCP 19-22 and the revised grading for the Senior Business Support Officer post has increased to BBB SCP 26-29. The cost for the post will be met by BPSI at no cost to the Children s Service. There are no further resource implications arising from this proposal. One member of the team has been undertaking these enhanced duties for some time but in the interests of fairness there will need to be a selection process.
In consultation with HR it has been acknowledged that this could potentially result in a redundancy as there is a reduction of Business Support Officers from three to two. This would have cost implications for the council. Therefore, to avoid redundancy, it is intended to conduct an internal selection process with the post ring fenced within the current team and offer the option to all three members of the team to apply for the post. Formal evaluation within the terms of a prescribed job evaluation scheme assists to demonstrate compliance with equal pay legislation. Compliance with Council Constitution Responsibility for Functions 6.3 For restructuring arrangements delegated powers may be exercised without reference to General Functions Committee if the restructure is deemed minor where: 1. The restructure only has implications for the staffing and management under the control of the Chief Officer exercising the delegated powers. Response: This restructure only has implications for the staffing and management under the control of the Assistant Director Education. 2. No compulsory redundancies will arise from the restructure. Response: As the selection process will be ring-fenced within the team. No redundancies will result. 3. Only vacant posts and/or posts held by staff that have volunteered and have been accepted for redundancy are deleted. Response: This proposed restructure will delete one vacant post of Business Support Officer as one of the team will move to the new post of Senior Business Support Officer. 4. Changes in the designation of existing posts within the organisational structure are within budget. Response: This proposed restructure will be accommodated within the existing budget of BPSI. 5. Any new posts created within the organisational structure are within budget. Response: This proposed restructure will be accommodated within the existing budget of BPSI. 6. Temporary posts are created for up to a maximum of 2 years. Response: No temporary posts will be created.
7. Minor changes to contracts of employment (with no corporate implications) where all individuals affected by the changes are in agreement. Response: Not applicable. 8. The introduction of or change to existing local procedural arrangements. Response: Not applicable. 9. Formal consultation has concluded with the staff affected and the trade unions and no notification of a failure to agree has been received. Response: A formal consultation took place with all staff and unions informed. The consultation period commenced on 16 April 2013 and ended on 8 May 2013 at 10am. No notification of a failure to agree has been received. It is considered that the issues involved in this restructure will not raise significant levels of public concern or comment or give rise to policy considerations. Background information: Duties not within the Business Support Officer role are currently being carried out within the team. These extra functions are required by BPSI and therefore a specific post which includes performance of these duties should be created. The role profile of the Senior BPSI Business Support Officer post would accommodate these extra functions. By having an out of date role profile, staff may not be held to account to deliver a service compatible with needs of BPSI stakeholders / member schools and authorities. The Steering Group of BPSI (which includes 11 Headteacher representatives) were consulted and fully support this minor restructure of the BPSI Business Support Team. This DPR seeks authority to delete one BPSI Business Support Officer post and create a Senior Business Support Officer post. Signed. Date. Chris Kiernan Interim Service Director, Education and Skills Following signature, a copy of this report will be sent to the Chairman of the General Functions Committee. Once completed and signed send the form in hard copy and electronically to the Governance Service.
Service: Location: Job Title: Role Profile Children s Service Barnet Partnership for School Improvement (BPSI) North London Business Park Barnet Partnership for School Improvement (BPSI) Senior Business Support Officer Grade: SCP Grade 26-29 Post No.: Reports to: Barnet Partnership for School Improvement (BPSI) Manager 1. Purpose of Job: To be responsible for the provision of a high level of administrative support for the BPSI Team, Manager and the Steering Group of headteachers To independently initiate work to comply with the strategic outline identified by the Manager and BPSI Steering Group To liaise with teachers, headteachers, advisers and BPSI independent advisers, related agencies and provide up to date information on all BPSI activities. To respond to, action and monitor all relevant financial processes via SAP To be responsible for updating and maintaining all office systems 2. Key Accountabilities To work specifically to the BPSI Manager - providing a high level of business and administrative support across all BPSI activities Sole responsibility for maintaining and monitoring BPSI budget strategies (via SAP) and providing the BPSI Manager with up to date information and reports to guide future planning and strategy Sole responsibility for monitoring income and producing expenditure reports. Sole responsibility for liaising with BPSI independent advisers including monitoring and administering accurate records including their insurance details; HMRC status; CRB status; and rates of pay and payment for their engagements
Responsible for managing the evaluation data collected from the BPSI training programme and the BPSI advisory work. Sole responsibility for evaluating and analysing the statistical data and responding to requests for reports from the BPSI Manager and the BPSI Steering Group Responsible for administering finance activities including invoices, expenses, vendors (via SAP). Sole responsibility for support in arranging BPSI Steering Group meetings and to take accurate minutes Sole responsibility for organising / maintaining and developing systems to ensure the efficient running of the BPSI Office i.e updating and maintaining filing systems, as appropriate, ensuring security and confidentiality of information in accordance with the Data Protection Act and workplace guidelines. Responsible for updating and maintaining the BPSI website, managed learning environment and training programme online system Responsible for all administrative processes related to BPSI programme delivery (including conferences), which includes liaising with the venue; receiving applications from staff in schools; sending out information about training events and programmes; entering information on a database; booking rooms; preparing participants lists etc.; ensuring that regular mailings are sent out within the specified timescale. Responsible for organising meetings (including room bookings and catering), producing materials required including Powerpoint presentations and documents for presentation to a wider audience To liaise with Directors, Advisers, Headteachers, schools, members of the public and other members of the Council. To carry out a full range of typing or word processing, including comprehensive tabulation to specification and use of desk top publishing as appropriate to produce complex and sophisticated layouts. Produce spreadsheets and database information. Responsible for providing day to day IT support for the network, operate e-mail and associated information technology as required. Responsible for prioritising and dealing with general enquiries efficiently and effectively both on the telephone and in person and able to give advice and information by email and written communications
Research and process information using various methods including the internet. To compose own correspondence on standard issues and on behalf of the BPSI manager when needed To be responsible for providing clerical support including photocopy and collate materials required for in-service training / meetings / mailings etc. In absence of the BPSI Manager, to take decisions and if necessary refer on the most complex issues 1.1 3. Leadership and Management: N/A 1.2 4. Change and Improvement: To support the BPSI Manager in managing change To contribute to the development and improvement of BPSI 5. Staff Responsibilities: To actively engage in BPSI activities and promote the work of the partnership To actively engage in individual and team development including Performance Management 6. Financial Responsibilities: Responsible for using relevant SAP processes to issue payments, prepare on-line orders, process invoices for payment, create new vendors / customers, record income and expenditure, invoice school and LA members of the partnership. Deal with all related enquiries both internally and externally 7. Health and Safety Responsibilities: To implement relevant health and safety policies and procedures
8. Promotion of Corporate Values To ensure that customer care is maintained to the agreed standards according to the council s values. To ensure that a high level of confidentiality is maintained in all aspects of work. 9. Flexibility In order to deliver the service effectively, a degree of flexibility is needed and the post-holder may be required to perform work not specifically referred to above. Such duties, however, will fall within the scope of the post, at the appropriate grade. 10. The Council s Commitment to Equality To deliver the council s commitment to equality of opportunity in the provision of services. All staff are expected to promote equality in the work place and in the services the council delivers. To ensure services provided for young people are accessible to all members of the community and reflect the London Borough of Barnet Equal Opportunities Policy.
PERSON SPECIFICATION Service: Location: Job Title: Children s Service Barnet Partnership for School Improvement (BPSI) North London Business Park Barnet Partnership for School Improvement (BPSI) Senior Business Support Officer Grade: SCP Grade 26-29 Post No.: Reports to: Barnet Partnership for School Improvement (BPSI) Manager Essential Qualifications required Type Professional qualifications/memberships Education Level required No specific professional qualifications required Be able to demonstrate a good standard of literacy, numeracy and communication skills. Technical / Knowledge Requirements Type IT skills Project Management Knowledge Experience Description Ability to use SAP for budget and finance monitoring Advanced, accurate word processing skills. 50 wpm copy typing speed. Excellent Microsoft Office skills Excellent spreadsheet management skills Able to utilise a range of IT applications to provide and effective service To provide support i.e. administrative and financial processes to the BPSI Manager in the delivery of successful BPSI projects Knowledge of office systems and business administration Experience of supporting a business area and purchasing transactions
Behavioural Competencies Competency Communicating and influencing Respecting others Striving for excellence Setting direction Managing performance Key to role Ability to work under pressure in a calm and efficient manner. Ability to work without supervision and use own initiative. Ability to communicate at all levels. To have an excellent telephone manner and be able to converse with people at all levels. Ability to demonstrate equal opportunities in practice Confidentiality Excellent organisational skills and ability to prioritise work. Can demonstrate the effective use of written and verbal communication skills to provide a high quality service to customers Excellent administrative skills. Ability to maintain, keep and retrieve up-to-date records both physically and on a data base. Ability to respond to heavy workload and meet tight deadlines. Ability to take accurate minutes at meetings. Ability to be flexible. Can demonstrate an ongoing commitment to learning to enhance performance Commitment to updating knowledge where necessary in terms of International dimension agenda / programme changes etc Awareness of the changing dimensions of the Education agenda Awareness of changes in BPSI strategies and Action Plan targets Works with manager to agree performance objectives Takes ownership for, and commits to achieving performance objectives Monitors and evaluates own performance against objectives Positively inputs to the performance appraisal and development review process
Developing talent Team working Demonstrates a commitment to own personal development and learning Volunteers to take on new challenges and learn new skills Actively seeks and acts on feedback on own performance Helps to develop stretching but achievable objectives Provides praise and constructive feedback to others Gives help and coaching to less experienced colleagues Learns from the skills and experience of others Ability to work as part of a team Experience of working in a support role and able to demonstrate effective skills in a busy office environment Be able to assess and organise work taking into account the priorities of the whole team. Shares information with colleagues to deliver objectives Contributes to a positive team spirit and healthy working environment Actively contributes ideas in team meetings or discussions Appreciates the demands on team colleagues and willingly provides them with support Can agree to compromise where appropriate Cross Barnet working Able to work effectively with all member schools / Local Authority staff from across Barnet Understands the key functions of LB Barnet and the broad roles of service areas Recognises the advantages of working with others across the council Builds strong working relationships, and seeks out views of people outside of their team Appreciates the political make-up and decision making process of the council Shares information and knowledge with those outside our own team External partnership working Able to work effectively with all member schools / Local Authority staff from within and outside of the BPSI partnership Able to work effectively with all BPSI external partners and agencies (NCSL, IOE etc)