Job Description
Assistant Business Manager
Version 17th January 2013
Reports to: - The Federation Business Manager.
Location: - Finance Office.
Purpose of the role
To take responsibility for the management of the school accounts and financial monitoring
& control in order to ensure the efficient and effective use of the school’s budget. To
provide a full range of finance administrative support to staff giving advice and guidance
where needed on such things as cost control, financial procedures, effective procurement
and income generation.
Responsibilities
Key duties:
1. Take responsibility for the management of the school accounting systems, e.g. FMS6,
Tucasi and ParentPay, keeping all financial ledgers accurate and up-to-date
consistent with the Finance policy and procedures.
2. Carry out regular financial monitoring and control procedures in order to ensure the
efficient and effective use of the school’s budget in line with the plan. Inform costcentre managers of any variances and agree corrective action where necessary.
3. Undertake a range of financial procedures, including placing orders, invoicing,
preparation of cheques, reconciliation of accounts, cash management and banking,
issuing receipts and dealing with any supplier issues which arise.
4. Produce a range of financial data and reports for the senior leadership team to assist
with the effective operation of the schools budgets and plans.
5. Receive and record monies from pupils, parents / carers and third parties
undertaking regular reconciliations of accounts, for example of bank accounts, petty
cash and of the purchase ledger control accounts.
6. Manage and control the school uniform shop sales in school and via Simmonds Ltd.
Working with Simmonds and the garment suppliers to ensure that there is efficient
and effective control of stock and that procurement is in line with demand.
7. Assist the Business Manager with the design and implementation of improvements
to the school’s financial procedures and systems.
8. Assist the Business Manager with the preparation of the annual budget and financial
plans.
9. Responsible for adherence to financial regulations, School Financial Value
Statements (SFVS), local authority assurance and audit requirements. This may
involve assisting the Business Manager on guiding staff on the application of the
correct procedures throughout the school.
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Key relationships and links: The Federation Business Manager
 The Executive Principal, Head of School and the Executive Principals PA (for
personnel matters)
 Senior Leadership team
 Heads of Departments
 Cost Centre Managers
 Business Manager Long Mead Primary School
 Northgate ICT Managed service team
 Mitie Site operations and Kent Education Partnership (PFI contracted services)
 Kent County Council Schools Financial Services team
 Key suppliers and service providers.
Person Specification
Qualifications
 Professional accountancy qualification is essential, possibly has gained a university
degree.
 Certificate or Diploma in School Business Management preferred.
 Evidence of continuing professional development in the Finance or related areas.
Specialist Knowledge
 Knowledge of a range of financial procedures, including book-keeping, order
processing and invoicing, VAT, bank reconciliations, financial reports & account
monitoring, budgeting.
 Although not essential, knowledge of the schools FMS6 (SIMS) accounting package
would be a distinct advantage.
 Knowledge of online payment systems such as the Lloyds Bank ParentPay software is
preferred.
 Knowledge of procedures for management of petty cash, cheques and PDQ
payments to ensure appropriate use and security of the school’s bank accounts is
essential.
 Knowledge of the “Scheme for the delegation of funding to schools” from DfE/ EFA/
LA’s is preferred.
 Knowledge of payroll systems, PAYE, employment contracts would be an advantage.
 Knowledge of outsourced contract management services would be an advantage.
Experience
 General experience of working in a finance role is essential to the job.
 Several years working a school is preferred.
 Experience of managing an accounting package covering income, expenditure,
capital, accounts payable and accounts receivable and cash.
 Previous experience of successful negotiation with suppliers for better value.
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Skills required
 Analytical skills are essential e.g. to handle financial records and transactions to
investigate, analyse and resolves financial queries.
 Able to contribute to the design and implementation of financial procedures; carries
out a variety of tasks, such as orders and payments, financial monitoring and
reporting, assisting with budget preparation.
 Communication skills - exchange of information both verbally and in writing with
teachers, students, other staff and external suppliers.
 Skills need to cope with peaks in workload. Ability to concentration on task in hand
whilst managing the demands of an administrative role in a large secondary school
with regular interruptions from staff and students.
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