Director of Finance and Operations

London

Director of Finance and Operations

Job Grade: Leadership
Hours: Circa 40 hours however, since this a leadership role, it may incur additional duties and hours. Flexibility negotiable due to the nature of the role
Start Date: 04/07/2022
Interviews: 20/04/2022
Closing Date: 01/04/2022
Salary: £66,112.00 - £73,713.00

Job Description

Reporting

The Director of Finance and Operations will report to the Principal

 

Relationships

  • The post holder is responsible to the Principal of the Academy.

  • The post holder will be responsible for line managing the Corporate Services Manager, IT Network Manager, Principal’s Executive Assistant, Senior Administrator, Finance Manager, HR Manager, Registrar, Student Services Managers,  and Fundraising and Development Manager.

 

Job Purpose

  • To ensure the successful and strategic financial management of the Academy and its day to day efficiency in all aspects of Finance.

  • Act as Company Secretary

  • To play a central role within the Academy Leadership Team and make a significant contribution to whole school policies and ethos.

  • To provide support and guidance to the Academy Leadership Team on all finance and operational matters.

  • To lead on the promotion and marketing of the Academy and local community relations.

  • To provide strategic leadership and development of the resource and business functions of the school.

  • To provide strategic financial information for the Principal and the Governing Board, and to be responsible for the financial affairs of the Academy.

  • To provide and oversee operational management for all aspects of business services including finance, personnel, facilities management, school administration, catering, IT services and health and safety.

  • To maintain the systems and processes in place and identity new ones to support the Academy

 

Key Responsibilities:

Strategic Leadership

  • Attend Leadership Team (LT) meetings and appropriate governor meetings.

  • Influence strategic decision making within LT

  • Plan and manage change in accordance with the strategic plan

  • Provide strategic and operational leadership of all areas of responsibility 

  • Performance manage associate staff with respect to all areas of responsibility, through regular meetings, setting appropriate targets for performance, providing support and challenge and undertaking regular reviews.

  • Maintain an uptodate understanding of relevant educational issues, policies and legislation and incorporate the implications within the operation of your role.

 

Finance

Working with the Principal the post holder will prepare an annual budget for the Academy to be submitted to the Governing Body and will provide specific expertise in long-term financial management. The post holder will be responsible specifically for:

  • Ensuring the Academy has appropriate financial systems and managing these in accordance to the agreed policies and timetable, ensuring accurate financial records are maintained and reported to the Principal, Governors and the Education Funding Agency (ESFA).

  • Line management of the Finance Manager.

  • To cooperate, initiate and manage audit procedures as necessary.

  • To produce the statutory accounts for the Academy and to ensure all of the required EFSA reporting requirements are met.

  • To monitor payroll information, checking for accuracy and ensuring compliance with pay policy.

  • To ensure the Academy complies with PAYE, NI, VAT and other legislation

  • To ensure regular banking/accounting of all monies

  • To ensure ordering of goods and supplies and approval of invoices for payment within agreed regulations and to monitor the quality of purchases.

  • Supporting staff responsible for delegating budgets with procedures which enable them to monitor these budgets.

  • Submitting capital bids to the Department of Education/EFSA/Local Authority, monitoring and control of capital expenditure on buildings, grounds, placing of contracts, appointment and monitoring of contractors

  • Manage the tendering for all service contracts; monitoring all insurance policies, with a view to cost effectiveness.

  • Ensure timely and effective support for the Governors, attending meetings and

  • providing general support to ensure the effective conduct of their business in accordance with the articles of governance and financial regulations policy. Assist the Chair of the Business Operations Committee.

  • To manage special projects as required, particularly those concerned with sponsorship and income generation and to write bids for funding as required.

  • Promoting the Academy’s activities and premises with the objective of maximising letting income, within agreed policies.

  • To act as Secretary and Finance Director for the Chelsea Academy Foundation and oversight of associated bank account(s) ensuring regular audits and reconciliations are carrying out and producing statutory accounts as required by the Charity Commission.

  • Provide strategic advice to the Principal and Governing Board on the long term and short term budgets for the school

  • Be responsible for monitoring the actual spend against forecasted spend and offering immediate advice to the Principal on areas of concern.

  • Have responsibility for ensuring that all staff follow the Academy’s financial procedures, and appropriate, clear policy guidelines are in  place and acted upon.

  • Ensure that all financial activities comply with the Academy’s financial regulations

  • Ensure that the “Best Value” principles are applied to all appropriate purchasing decisions.

  • Oversee the ordering, receipt of goods and authorisation of payments through the Academy’s financial system

  • Lead and manage operation of the Academy bank accounts, including monthly reconciliation bank statements 

  • Liaise with and provide information to the school’s auditors and ensure that recommendations are implemented.

 

HR Responsibilities

The post holder will share oversight with the Principal of the recruitment, interviewing and appointment of staff with a view to making the best use of physical, financial and human resources. The post holder will be responsible specifically for:

  • Line management of the HR Manager

  • Ensure consistency in the induction process, performance management policy and training strategy for all new appointments to the associate staff team.

  • Ensuring Safer recruitment across the Academy through line management of the HR Manager; all legal checks are carried out, recorded and training is in place.

  • Maintenance and accuracy of the Single Central Register.

  • Motivating and facilitating teamwork and good practice in order to achieve excellent standards of service delivery.

  • Managing the attendance and leave of Associate Staff to ensure a continuous service throughout the year.

  • Monitoring the effectiveness of Associate Staff in order to best meet the needs of the Academy.

  • Oversee an efficient payroll service for all Academy staff, including the management of pension schemes and associated services, in conjunction with the Academy’s payroll providers.

  • Ensure that all recruitment, appraisals, staff development, grievance, disciplinary and redundancy policies and procedures are clearly communicated to all staff in the Academy

  • Manage the recruitment, performance management, appraisal and development of all associate staff.

  • Monitor the relevant legal, regulatory, ethical and social requirements and the effect they have on the academy and staff

  • Participate in the Remuneration Committee & Finance Risk and Audit Committee.

  • Make use of specialist expertise in relation to HR issues.

 

Premises

The post holder will be responsible for the overall management and maintenance of the buildings, grounds,fabric and furnishings of the Academy with the Principal. Specific responsibilities include:

  • Through regular contact with the Facilities Manager and Site Manager, ensure that the proper maintenance and repair of the Academy is carried out and progress monitored.

  • Line management of the Facilities Manager.

  • Ensuring the appropriate placing and monitoring of all service contracts including cleaning and catering.

  • To deal with all external agencies, delivering services to the Academy and to deal with all aspects of tendering.

  • To be responsible to the Principal for the security, maintenance, heating, cleaning and other general site services within the premises.

  • Taking the lead on compiling and implementing a Premises Development Plan, including energy conservation.

  • Purchase, repair and maintenance of all furniture, equipment and fittings.

  • To monitor and oversee the quality of work by contractors, site staff and cleaning staff, reporting to Governors as appropriate.

  • To ensure that the best use is made of premises personnel and to be responsible for their allocation of hours and pay.

  • To monitor the work of on-site contractors and arrange for estimates for work.

  • Ensure the supervision of relevant planning and construction processes is undertaken in line with the contractual obligations.

  • Ensure the safe maintenance and security operation of the Academy premises.

  • Manage the maintenance of the Academy site, including the purchase and repair of all furniture and fittings.

  • Ensure the continued availability of utilities, site services and equipment.

  • Monitor, assess and review contractual obligations for outsourced academy services.

  • Ensure a systematic procedure for asset management, which ensures an accurate and current asset register

  • Ensure a safe environment for the stakeholders of the Academy to provide a secure environment consistent with the ethos of the Academy and its safeguarding commitments.  

  • Ensure ancillary service e.g catering, cleaning and IT are monitored and managed effectively and that supplies deliver in accordance with contracts.

  • Manage any lettings of the academy premises to external organisations, for the development of the extended services and local community requirements.

 

IT

The post holder will be responsible for the overall management and maintenance of IT services:

  • Through regular contact with the IT Manager, ensure that the IT services are fit for purpose and meet the needs of both staff and students.

  • Line management of the IT Manager

  • Ensure that IT strategy takes advantage of future technological advances whilst remaining affordable and sustainable.

 

Management of information systems – SIMS and Google Suite

  • Establish systems to monitor and report on the performance of technology within the Academy, liaising with external providers and experts as needed.

  • Manage existing, and the introduction of new technology within the Academy – delivering outstanding value for money.

  • Ensure resources, support and training are provided to enable work colleagues to make the best use of available ICT, including teaching, learning and assessment systems.

  • Develop and manage contingency plans in the case of technology failure.

  • Provide leadership of SIMS and Google Suite in the Academy to ensure their effective and efficient use across the Academy.

 

Health and Safety

The post holder will be the designated Health and Safety Manager for the Academy and will be required:

  • To formulate, monitor, implement and review the Academy’s Health and Safety policy including all Risk Assessment procedures.

  • To advise on all Health and Safety matters, including measures in the event of emergencies including critical incident plans.

  • To report to the Governors on Health and Safety.

  • To ensure the installation and maintenance of equipment for protection against and escape from fire. Keeping records and initiating regular fire practices.

  • Ensure the Academy’s arrangements for insurance are effectively managed and provide adequate cover.

  • Act as the Academy’s lead person for health and safety and as a Fire Warden.

  • Manage health and safety issues  associated with the premises, ensuring compliance with relevant legislation and the Academy’s requirements.

  • Ensure systems are in place to enable the identification effective minimisation of hazards and risks.

  • Ensure systems are in place for effective monitoring, measuring and reporting of health and safety issues to the LT, governors and external agencies.

 

Admissions/Principal’s EA/Administration/Student Services

The post holder will be responsible for those aspects of administration within the Academy, which do not relate to teaching, supervision and pastoral care of students. Specific responsibilities include:

  • Lead and develop the whole school administrative function.

  • To ensure the efficient running of the Academy’s General Office, Reception and Finance

Team.

  • To line manage the Senior Administrator, Registrar, Principal’s Executive Assistant and Student Services Managers

  • To have an overview of technical aspects of SIMS in order to complete School Census/ DfE returns.

  • To ensure inventories of equipment and stock are maintained and all statutory and statistical returns are completed as appropriate.

  • To maintain an overview of copyright and data protection

  • Manage systems and link processes across the Academy to form complete systems

  • Be responsible for the preparation of information for publications and returns to the DfE, the local authority and other agencies and stakeholders within statutory guidelines.

 

Fundraising and Lettings

The post holder will be responsible for the overall management of fundraising, including the generation of income, primarily from lettings. Specific responsibilities include:

  • Ensure that the premises are used to maximise potential income from letting

  • Ensure that the Academy receives all of the government funding it is entitled to

  • Work with the Fundraising Officer to ensure applications to  funding bodies such as charitable trusts and potential corporate donors are made 

 

Community Relations

As part of the Academy Leadership Team, the post holder will be responsible for community relations.

Specific responsibilities include:

 

  • Promoting and establishing arrangements for use of the Academy site for community and other non-Academy activities.

  • Developing mutually beneficial links between the Academy and the wider community.

  • Maintaining and developing good relations with local residents.

 

Person Specification – Director of Finance and Operations

 

Essential

Desirable

Qualifications

  • Degree qualification or equivalent

  • Professional qualification in Business Management or Accountancy

  • Member of the Institute of School Business Leaders or other professional body

Experience 

  • At least 2 years experience in financial, HR, business and/or premises management

  • Experience of developing effective administrative systems and procedures

  • Experience of project management

  • A sound knowledge of the financial workings, budget management and

  • accounting techniques of an Academy (ideal) or other school

  • Experience of producing statutory accounts under the Charity Statement of Recommended Practice (SORP)

  • Leadership within the public/ private sector.

  • Experience of driving through organisational change

  • Experience of producing a wide variety of reports including detailed management accounts

Knowledge and understanding

  • Good knowledge of financial principles and standards

  • Good knowledge of effective IT administration systems

  • Clear understanding of HR processes and systems needed to ensure a high quality professional learning environment  

  • Sound knowledge of policy and practice regarding premises management, health and safety and human resources

  • Ability to communicate with a range of audiences including colleagues, governors and suppliers

  • Ability to analyse and interpret complex information and make recommendations

  • Knowledge and up to date understanding of child protection, safeguarding issues and procedures and the ability to keep children and young people safe

  • Knowledge and understanding of Google Suite (google drive)

 

Skills and ability

  • Ability to communicate with a range of audiences including colleagues, governors and suppliers

  • Ability to identify work priorities and manage own workload to meet deadlines whilst ensuring that lower priority work is kept up to date

  • Ability to show sensitivity and objectivity in dealing with confidential issues

  • Ability to negotiate “best value” with suppliers

  • Ability to line manage a team effectively 

  • Ability to problem solve

  • Ability to analyse and interpret complex information and make recommendations

  • Ability to develop and maintain efficient record keeping systems

Personal attributes

  • A successful enhanced DBS check

  • Highest levels of integrity, probity and reliability.

  • Ability to work under pressure

  • Adaptability to change

  • Ability to learn new skills and acquire knowledge

  • Good personal organisation

  • Attention to detail

  • A great sense of humour

  • A willingness to participate in any aspect of Academy lifeWillingness to participate in further training and developmental opportunities offered by the Academy, to further knowledge

  • Excellent interpersonal skills, to include students, staff and parents

  • Able to work as part of a team as well as to work independently

  • An interest in wider educational issues

  • A commitment to the Christian ethos of the Academy

 

Equal Opportunities and Safer Recruitment

Chelsea Academy is an inclusive employer. We welcome applications from suitable candidates no matter their gender, race, religion, sexual orientation, or disability, however, we do expect all our staff to note and follow our Christian ethos which is outlined on our website. Please note that Chelsea Academy is committed to safeguarding and promoting the welfare of children and young people. The successful candidate must be able to satisfy successful references, an enhanced police / Security Disclosure and Barring Service (DBS) check and right to work in the UK  prior to starting employment with the Academy.

If you have any further questions about this post or would like to arrange an informal conversation with the
principal then please feel free to contact her on [email protected]. Alternatively, please click here to apply for the role

If you would like to visit the Academy then contact the Principal’s Executive Assistant, Katie Courtley, on 0207 376 3019

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