Federation Business Manager
Salary scale PO3 £33,510 to £36,306
36 hours per week; 52 weeks per year.
The governors of the federation of Thomas Wall Nursery & Robin Hood Infants
propose to create the new post of Federation Business Manager. The role will be
central in uniting the management systems of the two schools (including the
Children’s Centre) into a cohesive organisation.
The successful candidate will therefore possess excellent interpersonal skills. S/he
will be able to manage their own time and resources well and provide leadership to
others. Successful experience of school management; particularly in the areas of
finance, HR, ICT and premises are essential.
Key areas of responsibility are detailed further in the job description and the key
skills in the person specification.
The pack can be downloaded from www.twn-rhi.org.uk
Visits are welcome; please contact Lesley Steers on 0208 643 3688
Applications are welcome from candidates who wish to job share with each other.
Recruitment Dates:
Closing date for applications: Wednesday 11th July 2012 at 12 noon
Short listing: Friday 13th July
Interviews: Thursday 19th July from 9.15am
The Federation
Thomas Wall Nursery and Robin Hood Infants federated in September 2007. We share a
site and in joining together, we have created a very large early years unit, complete with a
Children’s Centre and an assessment unit for nursery-aged children with complex
communication difficulties.
We are situated near to the centre of Sutton in an area consisting mainly of owner
occupied homes, but with pockets of severe social deprivation. The schools were built in
1969 and have been maintained to a good standard.
There are 390 children on roll, housed in twelve classrooms. Children are well motivated,
polite and very communicative. Positive attitudes and self-esteem are important features
of our school ethos. We have many awards and accreditations including PQM, Healthy
Schools, Activemark and two excellence awards for high attainment. Our end of Key Stage
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1 attainment is very high and we work hard to maintain this. Both schools have very
positive OFSTED reports, with judgements ranging from good to outstanding.
Relationships between staff, children and parents are very positive and behaviour is good.
We are well supported by a very effective governing body. The whole staff is committed to
equal opportunities and there is a strong team spirit. There is good support for new
members of staff and excellent opportunities for Professional Development.
I hope this gives you an idea of what our school is about. Further detail can be found on
our school website: www.twn-rhi.org.uk
Job Description
JOB PURPOSE
The Business Manager (BM) will work closely with the Headteacher and Senior
Leadership Team to ensure the provision of outstanding educational services and to
maintain and develop the federation as financially strong, and learner focused within the
governing body’s objectives and policies.
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To manage effective administrative and financial services for the federation.
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To develop and maintain a strategic financial plan that will indicate trends and
requirements of the federation development plan and will forecast future year
budgets.
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To assist in the development of the federation’s development plan
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To manage the federation’s ICT systems.
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To manage the federation’s HR functions.
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To manage the purchase of supplies, equipment and services.
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To ensure the safety and maintenance of the buildings, grounds and equipment
Organisational Relationships
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Directly responsible to the Headteacher, and in her absence, the DHT
Line manager to office and site staff (with the exception of the Headteacher’s PA),
including performance management
SPECIFIC DUTIES
Financial Administration and Management
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To be responsible for budget modelling, drawing up base budgets, provisional
budgets and final budget, and providing financial information and advice to the
Headteacher, Governing Body, Finance Committee, the Responsible Officer, and
the LA.
To monitor salaries and expenditure, produce a monthly monitoring return for the
LA and advise the Headteacher, Finance Committee and Governing Body of underand- over spending of budgets as required.
To maintain up-to-date accounting records on the federation budget on the
federation’s computer system together with the appropriate financial controls.
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To provide auditors, tax authorities, HM and Ofsted Inspectors with all financial
information they request, ensuring that it is accurate and evidenced by an audit trail.
To manage the federation’s rating assessment and VAT responsibilities.
Use financial management information, especially benchmarking tools, to
identify areas of relative spending, assess trends and directly advise the
Headteacher and Senior Leadership Team accordingly
To develop and monitor a long-term financial strategy for the federation in
consultation with the LA, Headteacher and Governing Body.
To account for the expenditure of money received through Standards Fund, Capital
Grants and other devolved monies and to produce accurate returns to the LA and
DfE for this expenditure.
To supervise the recording and banking of federation monies, including ParentPay,
to manage the federation’s banking arrangements and to monitor cashflow
effectively so that the best use is made of available finance.
To ensure year-end accounts are prepared on an accruals basis as per the LA
timetable, in line with accounting guidance.
To ensure staff additional hours and supply teachers’ claim forms are calculated,
authorised and submitted correctly.
To prepare financial returns for the DfE, LA and other agencies within the statutory
deadlines.
To supervise arrangements for ordering, receiving and paying for goods and
services, in line with Internal Audit guidelines.
To attend some Leadership Group meetings to advise on financial and HR matters.
To be responsible for the federation fund account and prepare the accounts for the
auditors and Governing Body.
To be responsible for the management of income generation, including federation
lettings.
To be responsible for all insurance matters, liaising with LBS Insurance section,
advising the Governing Body and dealing with any claims.
HR Administration
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Be responsible for general HR matters including employment clearance for new
staff (medical checks, child protection) and issuing contracts of
employment.
To ensure that accurate personnel records, including sickness and other absences,
are maintained and information passed on to LFL Personnel and the federation’s
Payroll provider as necessary.
Advise headteacher and governors on the assessment of salaries, expenses,
sickness and maternity procedures, redundancy and dismissal.
To consult with LFL personnel in the provision of information and advice on
conditions of service for all categories of staff employed at the federation.
Maintain confidential staff records and ensure that staff records held in the
federation by others are kept confidential and in accordance with the relevant
Data Protection Act.
To manage the administration of the payroll service, including the implementation of
pension schemes and other deductions from pay.
To ensure that all staff are paid on the correct scale and spine point, in consultation
with Governors and top provide appropriate information on pay to staff, the
Governing Body and the LA.
Provide leadership and guidance for support staff, including direct line
management responsibility for all office and site staff.
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To participate in the selection process of office and site staff and production of job
descriptions, person specifications and advertisements for all vacant posts as
required.
To be responsible for the professional development of the office and site staff,
carrying out performance management, identifying training and development needs
and implementing an appropriate training programme
To prepare and distribute Annual Salary Review Statements for all staff
Ensure staff have a clear understanding of the federation’s policies and procedures
and the importance of putting them into practice, taking part in staff induction
procedures.
Facilities and Property Management
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To ensure the safe maintenance and operation of all federation premises
To line manage the Site Supervisor and Groundsman
To manage all aspects of federation business management in a sustainable and
eco-friendly manner
To ensure that regular building checks are undertaken and arrange for any
necessary maintenance and repairs.
Strategically lead and project manage site developments.
Oversee the effective planning, management and delivery of building projects
within agreed quality parameters.
To manage health & safety and risk assessments.
To have an overview of the cleaning contract.
To establish and monitor a procedure for inventory control.
To manage the process relating to the purchase and payments of all supplies,
equipment and services.
To manage the arrangements for federation lettings in conjunction with the
Headteacher and Site Supervisor.
Negotiate, manage and monitor contracts, tenders, and agreements for the
provision of support services.
Supplies and Services Administration
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To implement and manage effective procedures for the purchase and payments of
all supplies, equipment and services, including checking goods, processing
invoices, dealing with queries and despatching cheques.
To adopt principles of best value when purchasing goods/services in line with LA
recommendations.
Whole federation Administration
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Manage the federation’s ICT, including purchasing and contracts.
Manage the administrative function including the administrative ICT facilities,
reception, reprographics, records and telephones.
Manage the federation’s administrative and financial computer network systems;
the implementation of appropriate management information systems; and the full
computerisation of the administration accounting and record system, including
desktop publishing.
Lead the marketing and promotion of the federation. This includes: overseeing
the production of the federation prospectus; website development; undertaking
launches and other public relations activities.
Developing sponsorship links and securing sponsorship funding.
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Liaise with local businesses for fundraising joint projects.
Work with the Headteacher and the Senior Leadership Team to maximise income
generation, financial growth and profile services.
To maintain the SIMs system and train staff to generate reports on all aspects of
federation data.
To support the federation Managed Learning Environment (MLE), inputting data
and briefing new staff on its functions.
To manage the federation website, regularly updating and working with its
designers as necessary.
General Administration
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To attend Committee Meetings (e.g. Premises and Finance) and Full Governing
Body Meetings.
Be aware of and comply with policies and procedures relating to child
protection, health and safety and security, confidentiality and data protection,
reporting all concerns to the headteacher
Undertake such other duties as reasonably correspond to the general character of
the post and commensurate with being a member of Senior Leadership Team.
Chair regular team meetings, reviewing progress and providing updates, as
appropriate.
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Person Specification Business Manager
The person specification set out below shows the abilities ands skills you will need to carry
out the duties in the job description. Short listing is carried out on the basis of how well you
meet the requirements of the person specification. In your application you should mention
any experience you have had which shows how you could meet these requirements when
you fill in your application form. If you are selected for interview you may also be asked to
undertake practical tests to cover some of the skills and abilities below.
The letter in the brackets after each item indicates from which elements of the recruitment
and selection procedure the evidence is intended to be collected.
A:
I:
P:
SS:
Application
Interview
Practical task
Statement of suitability
Qualifications
Certificate in School Business management or Diploma in School Business management
or willingness to achieve one of them
Technical Skills and Knowledge
The person appointed :
1.
Will have an in depth knowledge and understanding of financial procedures of
federations or education finance including a working knowledge of ICT systems,
SIMS software, Word and spreadsheets (MS Office). (A,SS,I,P)
2.
Will have the skills and knowledge to prepare and maintain different types of
accounts. (SS,I)
Experience
The person appointed:
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
Will have held a post, which included paid financial and accounting responsibilities.
(A,SS,I)
Will have recent experience of budget preparation and exercising budgetary control
through monitoring of income and expenditure. (SS,I,P)
Will have had experience of HR administration. (SS,I)
Will have experience of managing and monitoring staff
Successful project management experience
Will have had experience in presenting budget information. (I)
Will have had experience of placing purchase orders and payment. (SS,I)
Will be skilled in all areas of ICT relevant to federations administration: FMS, SIMs,
websites & MLE
May have had experience of premises management, including negotiating and
monitoring of contracts. (SS, I).
May have awareness and understanding of issues related to procurement,
contracts, risk assessment, health and safety.
Personal Skills & Qualities
The person appointed:
13.
Will be an excellent and effective communicator, both verbally and in writing (I)
14.
Will have excellent presentation skills. (I)
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15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
Will have a helpful, ‘can-do’ attitude and show self able to establish good working
relationships with everyone in the federation.
Will have the ability to lead change and motivate others.
Will have a flexible approach to working practices; being committed to ‘getting the
job done’. (SS,I)
Will be committed to working as part of a team with an established record in
previous employment. (SS,I)
Will have the ability to organise and prioritise workload, especially when under
pressure. (SS,I)
Will be trustworthy, understanding and respect the need for discretion and total
confidentiality. (SS)
Will be sympathetic with the ethos of a Nursery/Infants federation. (I)
Will demonstrate honesty and transparency in all business activities.
Will show openness, willingness to accept feedback and to learn.
Will have firm commitment to the safeguarding of pupils.
Other requirements
The person appointed:
25.
26.
27.
Will adhere to the London Borough of Sutton’s Equal Opportunities Policy. (SS)
Will attend all governing body meetings in order to present budget reports/building
maintenance reports etc. This includes evening meetings (SS,I)
Will be able to demonstrate a commitment to furthering professional development
through attending appropriate training courses. (A,SS)
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