School Business Manager
Job Description
(Grade PO1
PERSON REPORTS TO
The SBM will be responsible to the Head as their line manager
PURPOSE OF THE JOB
I. To be responsible for strategic planning aspects including all financial implications and
ensuring that the school makes the best possible use of resources available.
II. To be responsible for Finance, Personnel Management, Site Management,
Administration, and all matters within the management of the school which are
supportive to, but do not involve, the teaching function.
III. To be responsible for effective ‘Risk Management’, for example, in Health and Safety
and in the management of any third party service contracts.
IV. To be a full member of the Leadership & Management Team (LMT).
EQUAL OPPORTUNITIES
The Council has a strong commitment to achieving equality of opportunity in both
services to the community and the employment of people and expects all employees to
understand and promote its policies in their work.____________
FINANCE – IMPROVING SCHOOL RESOURCE MANAGEMENT:
1.
To advise the Head and Governors on financial policy, preparing appraisals for
particular projects and for the development of a business plan (long term financial
strategy) for the future development of the school.
2.
To prepare for approval by the Head and Governors the annual estimates of
income and expenditure. To prepare regular management accounts for budget
holders and to report on the financial state of the school to the Governors.
3.
To maintain the school’s Petty Cash and School Fund accounts and to maintain
the school breakfast/dinner money accounts and books. To reconcile these
accounts monthly.
4.
To use financial management information, especially benchmarking tools, to
identify areas of relative spend, assess trends and directly advise the Head
Teacher and LMT accordingly.
5.
To be responsible for the management of the school accounting function, ensuring
its efficient operation according to agreed procedures.
6.
To monitor all accounting procedures and resolve any problems, including:
(i).
The ordering, processing and payment for all goods and services provided
to the school.
(ii).
The operation of all bank accounts, ensuring that a full reconciliation is
undertaken at least once per month.
(iii). Maintaining an assets register.
(iv). Preparation of invoices and collection of fees and other dues, taking legal action
where necessary to recover bad debts.
7.
To prepare the final accounts and to liaise with the auditors. To provide detailed
management accounts for the Governors and Head according to an agreed
schedule, reporting immediately any exceptional problems.
8.
To work with the Head Teacher to set the school’s annual budget.
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9.
a)
b)
c)
d)
10.
11.
12.
13.
14.
15.
16.
To work as the school’s bursar performing the following tasks on a monthly basis:
Process the monthly ‘actuals’ using the school’s software package.
Delete reconciled items when appropriate.
Set up and run the school budget monitoring report in order to ensure
commitments are in line with the budget set.
Advise the Head Teacher on any areas when monies may need to be vired.
To produce a budget monitoring report for governors per term, especially
detailing any areas of concern.
To prepare all financial returns for the DfES, LEA, and other central and local
government agencies within statutory deadlines.
To maximise income generation within the ethos of the school.
To be the point of contact with central and other agencies with regard to grant
applications and other donations.
To negotiate, manage and monitor contracts, tenders, and agreements for the
provision of support services. To purchase, either directly or indirectly, the
school’s energy supplies.
To be responsible for seeking professional advice on insurance and advising the
Governors on the appropriate insurances for the school, implementing the
approved insurances, and handling any claims that arise.
To develop income generation opportunities and to ensure that the Centre receives
all the income due to it from fee payers.
PERSONNEL MANAGEMENT
1.
2.
3.
4.
5.
6.
7.
8.
9.
To set up contracts for new members of staff.
To be responsible for ensuring salaries commitments are being met each month.
To be responsible for general personnel matters. Ensuring the clearance for new staff has
been obtained CRB, list 99, medical checks through liaison with Newham personnel dept.
To give advice to Head Teacher and Governors on assessment of salaries, expenses, sickness
and maternity procedures, redundancy and other matters relating to personnel procedures.
To complete staff absence returns according to Local Authority guidelines.
To maintain confidential staff records and to ensure that staff records held in the school by
others are kept confidential.
To provide leadership and guidance for relevant support staff, including direct line
management responsibility (or responsibility for liaising with service provider through SLA)
for administrative and clerical, financial, technicians, premises and maintenance, ground
staff, cleaners and caterers.
To be responsible for maintaining up-to-date staff contracts records and co-ordinate the
administration for staff recruitment including teacher recruitment.
To advise the Governors on the policy needed to comply with legislation concerning
employment protection, equal pay, sex discrimination etc. and the implementation of these
policies in the school.
Ng4
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SITE MANAGEMENT & MARKETING
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
To promote the school to different audiences and raise the profile within the local
community.
To manage the security of the school site.
To be responsible for the maintenance of the school site and the buildings, the
preparation of maintenance schedules and the efficient operation of all facilities
on the property including the purchase, repair and maintain all furniture and
fittings.
To draw up outline specifications for buildings improvements, obtaining
tenders, obtaining planning permission, and liaison with building contractors and
the school architect as appropriate and proceed after consultation with and
approval by the Head Teacher and Governors.
To formulate, monitor and implement the school’s safety policy to comply with
the requirements of Health and Safety at Work Act and other legislation.
To know about the main health and safety issues specific to the school and how
they relate to students, staff, visitors and contractors.
To implement risk management and loss prevention strategies in the school.
To know what the elements of fire safety are and the associated risks to the school
through the process of risk assessment.
Ensure the proper maintenance of equipment for protection against and escape
from fire & keep records of and to initiate regular fire practices and alarm tests.
To ensure emergency procedures are current and timely.
To be aware of the importance of a disaster recovery plan and its place within the
management procedures of the school and operate the elements linked to the resource
management responsibility.
WHOLE SCHOOL ADMINISTRATION
1.
2.
3.
3.
4.
To work as the school’s ICT Co-ordinator ensuring:
a)
The school has a current ICT policy.
b)
The classroom computers are of the best specifications appropriate to the
environment and are kept in full working order.
c)
The school’s software is appropriate to the children’s age range.
d)
A catalogue is set up and maintained detailing all the school’s software.
e)
ICT training is given to staff where needed.
To manage the administrative function including the administrative ICT facilities, school
reception, reprographics, records and telephones.
To be responsible for the systems and general management of the school’s administrative and
financial computer network, the implementation of appropriate Management Information
Systems and the administration accounting and record system. Acting as System Manager for
the administrative computer network.
To provide for the preparation and production of all school records and
publications.
To maintain Pupil Records including when appropriate the Assessment Process.
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5.
6.
7.
8.
9.
10.
To attend meetings, where and when directed, in order to take minutes and
arrange their production and distribution.
To act as correspondent for the Department for Education and Skills and to be
responsible for the records and returns required.
To be responsible for obtaining the necessary licenses and permissions and
ensuring their relevance and timeliness.
To keep and maintain a diary for the Head teacher/Deputy Head teacher/SENCO.
To be responsible for dealing with all correspondence including e-mails.
To book supply staff and manage record keeping of supply staff timesheets and to
reconcile timesheets with invoices for payment.
And any other appropriate duties relevant to the purpose of the post and within the
grading and competency of the post holder, as reasonably required by the Head Teacher.
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Service Area
Oliver Thomas Nursery School
Designation
School Business Manager
Post Number
JE Number
Factor
Level
Supervisory Responsibility
1
Comment
Points
Number supervised
16
Dispersal
0
Creativity & innovation
5
Solutions and responses requiring fresh thinking and ideas
76
Contacts & Relationships
5
Some matters are likely to be contentious or complex where the
outcome will have a material effect including care on the school
92
Decisions – Discretion
4
Decisions which lead to the setting of working standards in the
provision of operational services across the school
68
Decisions – Consequences
3
Decisions that have significant implications
36
Resources
3
Accurate handling, safekeeping and security of cash, cheques
and other financial resources
30
Work Environment –
Work Demands
3
Work Subject to changing problems, circumstances and demand
24
Work Environment –
Physical Demands
1
6
Work Environment –
Working Conditions
1
6
Working Environment –
Work Context
1
8
Knowledge & Skills
5
Detailed knowledge and skills in more than one specialist
discipline
TOTAL POINTS
Grade
176
538
SO2
This is the expected grade for duties
and responsibilities of this post.
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SO2