West Hill Primary School - Kent-Teach



West Hill Primary SchoolPost:SCHOOL BUSINESS MANAGERReporting to:HeadteacherGrade:Kent Range 9Hours per Week:37Weeks Per Year:52Leads & Manages:Administration and Caretaking staff in conjunction with the Headteacher.Manages and monitors budget of approx. ?2-2.5mJOB PURPOSETo provide strategic support to the Headteacher and Governing Body on all aspects of school business management. Planning and management of school finance and administration functions, including revenue, finance, premises, administration, personnel administration, data returns and health and safety, ensuring all Local Authority (LA) and legislative requirements are met.Key Responsibilities and Duties: Maintain established financial procedures for all school monies, ensuring compliance with legal, national and LA requirements and procedures.Maintain a 3 Year Budget Plan that will indicate the trends and requirements of the School Plan and will forecast future year budgets. Ensure an effective link between the 3 Year Budget Plan and the School Plan.Manage the security of the school site, ensuring that the school meets all safeguarding and Health & Safety legislation.Actively support the aims and ethos of the school and demonstrate continual positive commitment to the adherence to, and application of, school policies.Represent the school at meetings in and out of school.Specific Areas of Responsibility and AccountabilityLeadership and StrategyLead and manage all Administration and Caretaking staff. Attend Senior Management Team meetings as required and Financial & Strategic Development, Health & Safety and Full Governing Body Meetings.In the absence of the Headteacher, take delegated responsibility for Financial and other decisions. Ensure that the school has procedures in place to comply with all statutory and other regulations, including those relating to Data Protection, Freedom of Information, employment and equal opportunities.Financial ManagementEvaluate information and consult with the Headteacher and Governors to prepare a realistic and balanced budget for the school.Submit the proposed budget to the Headteacher and Governors for approval and assist with the overall financial planning process.Use the agreed budget to actively monitor and control performance to achieve Best Value. Identify and inform the Headteacher and Governors of the causes of significant variance and take prompt corrective action. Propose revisions to the budget, if necessary, in response to significant or unforeseen developments.Provide on-going budgetary information to relevant people including monthly reports for the Headteacher, Governors and Local Authority.Use financial management information, especially benchmarking tools, to identify areas of relative spend, assess trends and directly advise the Headteacher and Governors accordingly.Prepare the final accounts for submission to the Local Authority.Present timely and fully costed proposals, recommendations or bids.Advise the Headteacher and Governors if fraudulent activities are suspected or uncovered.Negotiate, manage and monitor contracts, tenders and agreements for the provision of support services including, for example, catering.Identify additional finance required to fund the school’s proposed activities. Negotiate and influence internal and external agencies to secure additional financial resources, including fund-raising initiatives, which support the School Plan. Seek professional advice on insurance and advise the Headteacher on appropriate insurances for the school and implement and manage such schemes accordingly. Administration ManagementFormulate, manage and maintain administrative systems that deliver effective outcomes based on the school’s aims and goals and ensure that up to date current data on staff, students and budgets is readily available.Establish and use effective methods to review and improve administrative systems to maximise efficiency and avoid duplication.Ensure contingency plans are in place in the case of technology failure of the administrative systems.Prepare information for publications and returns for the DfE, LA and other agencies and stakeholders within statutory guidelines.Obtain all necessary licenses and permissions, and ensure their relevance and timeliness.Human Resource ManagementProvide leadership, guidance and direct line management for Administration and Caretaking staff. Manage their recruitment, performance management, appraisal and development.Identify the types of skills, knowledge, understanding and experience required to undertake existing and future planned activities in relation to Administration and Caretaking professional developmentCorrespond with the school’s personnel service, payroll and other relevant agencies, ensuring recruitment and personnel procedures are followed for all staff.Monitor the payroll services for all school staff. Provide guidance, where appropriate, to staff relating to any salary queries that arise through the monthly monitoring process of payroll transaction reports and time sheets or pay slip queries.Provide advice to Governors on assessment of salaries, expenses, sickness and maternity procedures. Facilities and Property ManagementWork with the Headteacher and Governors to establish priorities for developing the school premises.Develop and implement a School Asset Management Plan.Draw up outline specifications for minor building works and obtain tenders for larger projects ensuring Best Value is achieved. Liaise with building contractors and relevant agencies as required. Manage the maintenance of the school site and buildings, the preparation of maintenance schedules and the efficient operation of all facilities including the purchase and repair of all furniture and fittings.Ensure the continuing availability of utilities, site services and equipment.Manage the letting of school premises to external organisations for the development of extended services and local community requirements. Health and SafetyFormulate, monitor and implement the school’s Health & Safety Policy to comply with the requirements of the Health & Safety at Work Act and other legislation. Ensure the Health & Safety Policy is subject to review and assessment at regular intervals or as situations change.Know about the main Health & Safety issues specific to the school and how they relate to pupils, staff, visitors and contractors.Develop and maintain a Business Continuity Plan and Emergency Planning Folder and be aware of its importance and place within the management procedures of the school.Be responsible for risk management including implementing emergency procedures regarding school closure. Ensure systems are in place to enable the identification of hazards and risk assessments. In conjunction with the Headteacher and School Caretaker, and in cooperation with the Fire Service, have an overview of the installation and maintenance of equipment for protection against and escape from fire. Plan, instigate and monitor records of fire practices and alarm tests to ensure compliance with LA and statutory regulations.Act as a Fire Warden for the school.Facilitate a safe and secure environment for all ensuring that systems are in place for effective monitoring, measuring and reporting of health and safety issues to the Headteacher, Governors and, where appropriate, the Health and Safety Executive. Other Responsibilities and Duties: Undertake any other duties which from time to time may be required and be relevant and commensurate with the post, as deemed necessary by the Headteacher.SCHOOL BUSINESS MANAGER PERSON SPECIFICIATIONFactorsEssentialDesirableAssessment MethodQualificationsEvidence of academic achievement to include Association of Accounting Technician (AAT) or similar and Certificate of School Business Management (CSBM)Diploma of School Business Management (DSBM)Certificates at interviewTrainingEvidence of continuing professional developmentKnowledge of sims FMS6 and software and spreadsheetsApplication FormInterviewExperienceManaging strategic financial plansManaging budgets, financial reporting, procurement and fixed assetsManaging change projectsManaging TeamsManaging HRManaging within an educational environmentManaging at a Senior Management Team levelManaging H & SApplication FormLetter of Application InterviewKnowledge and SkillsAble to deliver services and systems applicable for effective school managementAble to deliver value for money initiativesAble to understand national and regional education services and deliver appropriate strategiesAble to lead teams and individualsAble to strategically influence decision making within the schoolAble to use a range of ICT packagesUnderstanding of educational enterprise issuesUnderstanding of promoting positive relationships within the wider school communityApplication FormLetter of Application InterviewPersonal QualitiesHighly developed interpersonal skills including influencing skillsWillingness to constructively challenge the work of self and others to continually improve own and team performanceAble to work under pressure and meet deadlinesFlexible, hardworking and committed and responsive to changeTeam leader and team playerApplication FormLetter of Application Interview ................
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