Sutton Valence Primary School
Job Description
School Secretary/Finance Officer
Purpose of Job:
To provide effective administration and financial management of the school.
To provide PA support to the Headteacher.
Dimensions: Monitors main budget
Monitors devolved capital fund
Manages voluntary fund
School Roll: 210
Staff: Headteacher, Deputy Headteacher, SENCo, 7 teachers, 10 support staff, 1
administrative assistant, 1 caretaker, 4 mid-day meals supervisors.
General Duties and Responsibilities:
Finance and Personnel:
To provide the Head Teacher and Governing Body with up-to-date information and
reports regarding any aspect of the school’s delegated budget, or school fund, as and
when required by them.
Makes recommendations and together with the Finance Sub Committee takes decisions
about the deployment of the school budget.
To be responsible for the collating of all monies relating to school activities, as required
by the Head Teacher.
To maintain and monitor all budgets and present regular management reports and data to
the LEA to ensure efficient and effective control of income and expenditure.
Ensuring that the school complies with statutory requirements from the DfES, KCC, the
Governing Body and other agencies.
Manages the school cheque book/bank account, including liaising direct with bank over
administrative issues, preparing invoices for payment, ensuring ledger and computer
records are accurate; reconciling bank statements with school records and dealing with
any anomalies; preparing end of year accounts in accordance with KCC procedures to
ensure compliance with KCC financial procedures.
Managing all personnel processes to ensure that all documentation is accurately
completed and forwarded to the relevant departments in compliance with school policy,
KCC policy and legal requirements.
Liaise with Personnel/Payroll to ensure staff salaries are issued correctly.
Collating, interpreting and processing all Payroll information for each employee within
the school.
Transferring information from the Payroll system to the school’s accountancy package.
Ensuring that all figures, balances and fiscal management checks are met.
Assisting the Headteacher in formulating business plans which impact upon the school
improvement plan.
Responsible for one Administration Assistant.
Supervise the Administration Assistant and identify and recommend developmental
training to ensure that an efficient and effective service is provided to staff, pupils, parents
and governors.
Support the Headteacher in a consultative and administrative capacity in matters of
Finance, Personnel and school administration to provide an objective and informed view
to aid decision making.
Maintains Schools’ Information Management System database of pupil and staff records
and ensures that all personnel administration is processed in liaison with LEA personnel
department so that there is correct payment of salaries and compliance with employment
legislation.
Manages the school fund, maintaining all records, including banking, reconciliation and
preparation of accounts for audit to ensure that KCC financial procedures are followed.
To order and track the delivery of equipment required by the various budget holders.
To monitor and advise the budget holders and the Head Teacher as to the expenditure
within each cost heading.
Where necessary, in accordance with Governing Body’s finance policy, assist in the
effective expenditure of the maintenance budget by liaising with contractors to obtain
competitive estimates for building repairs and maintenance to ensure value for money.
To process payments for resources and services purchased in accordance with the
Governors’ financial policy.
Co-ordinate administrative arrangements for school lettings in collaboration with
caretaker, to ensure maximum income is obtained for the school.
To reconcile all payments made from the delegated budget using the FMS6 software
provided.
Liaise with Co-ordinators/Teachers to ensure that equipment stocks are adequate and,
where necessary, re-ordered to keep stocks at an acceptable level, including providing
information on prices by contacting suppliers direct, on behalf of school budget holders,
in accordance with the Council’s Contract Standing Order and Local Management
Scheme and Governing Body’s finance policy.
Arrange supply cover for teaching staff absences and prepare all related documentation to
maintain a full complement of teachers.
To provide clerical support for recruitment of staff and pupils, including undertaking
administration of CRB checks for staff and volunteers as required.
PA/Clerical:
To provide PA support to the Headteacher including organising the diary, booking
appointments, correspondence, post, email, filing, preparation of documents and fielding
phone calls as required.
General clerical duties; filing, opening and distribution of mail, record and post outgoing
mail, distribution of mail to parents and governors etc. general typing and word
processing for letters and memoranda, composing letters for signature, etc.
To maintain adequate office supplies, ordering equipment when necessary in accordance
with the Governing Body’s finance policy.
In the absence of the Administration Assistant, reception and telephone, take messages
and filter visitors and enquiries as appropriate, respond to pupil and parent enquiries and
host visitors.
Collection and maintenance of personnel records, including records of absence, annual
leave, pupil records, time sheets etc.
Computer work; update pupil, personnel and other records, extract information and
produce any ad-hoc records/print-outs as well as any records required by the LEA or the
DfEE.
Attend meetings in connection with finance, personnel, administration and governing
body duties in order to keep abreast of changes in legislation and/or current working
practises.
Maintain an office diary and liaising with staff when parents and/or suppliers request
appointments.
In the absence of the Administration Assistant, tend children sent to the office with
injuries, or with illness, and contact parents, or responsible adult, as necessary.
Maintain an orderly office.
To whom responsible
Head Teacher
Signed: …………………………….
Date: ………………….
Signed: …………………………….
Head Teacher
Date: ………………….