Main purpose
The school business manager (SBM) is responsible for managing the strategy and operation of the
business functions of our school, including financial management, health and safety, human
resources, compliance and administration. They will advise on and implement the day-to-day support
that enables the school to operate effectively and efficiently, and that allows other members of the
leadership team to focus on teaching and learning.

The role of School Business Manager

• Under the direction of the Headteacher, lead on all financial matters in school, to ensure the
  school’s successful financial performance and to ensure financial decisions are clearly linked
  to the school’s strategic goals.
• To give strategic vision and leadership to all aspects of budget, finance, premises and
  extended services.
• To ensure that the School uses its resources effectively and efficiently at all times.
• To lead, operate, maintain and develop the financial procedures and systems of the schools,
  in co-operation with the Senior Leadership Team (SLT) and the Governors, ensuring that legal
  and safety requirements with regard to people and property and function of the schools are
  maintained.
• To be responsible for the school site including maintenance, development and efficient use.
• To be responsible for the administrative functions of the schools as required by the
  Headteacher and Governing Body.
• To function as a line manager for all administration and premises staff.
• To oversee the quality of work of contractors, premises and cleaning staff, allocating work
  programmes and reporting standards to the Headteacher.
• Management of major building projects and monitoring the work of on-site contractors,
  arranging for estimates of work.
• To play a central role in the Senior Leadership Team and be responsible for: creating and
  delivering shared corporate strategic vision; raising standards of learning and teaching;
  building and sustaining effective relationships and communications strategies; working with
  the community and other services to improve the outcomes and wellbeing of pupils.
• To ensure the schools are fully prepared to meet Ofsted and SFVS criteria and Local Authority
  (LA) Health & Safety inspections.
• To liaise with relevant members of LA as required.
• To actively model and promote the values and ethos of the school.
• To generate and co-ordinate new income streams which are supportive of the ethos of the
  school.

Basic objectives of the post:

• To lead and advise the SLT and Governors on matters relating to premises, finance,
  personnel and Health and Safety.
• To take delegated responsibility for premises and financial decisions following appropriate
  discussions with the Headteacher.
• To help in the undertaking and, where appropriate, take a specific lead in projects identified in
  the schools improvement plan under the direction of the Headteacher and Governing Body.
• To provide support as relevant to the Headteacher.

Finance
To work with the Headteacher in preparing the annual budgets for the schools to be submitted to the
Governing Body and provide specific expertise in long term financial management. The Business
Manager will be responsible specifically for:

• Line Managing the School administration and premises staff.
• Obtaining agreements of budgets and monitoring all expenditure by preparing regular
  accounts for budget holders.
• Reporting on the current situation in terms of the budget to the governors by attending the
  Finance subcommittee meetings and, when necessary, the Governing Body meetings.
• The management of the schools’ accounting function, ensuring its efficient operation
  according to the schools’ and the local education authority agreed procedures and to maintain
  those procedures by conducting at least an annual review.
• Preparing the final accounts and to liaise with auditors and to ensure that the schools’
  accounts comply with all necessary requirements.
• Using financial management information, especially benchmarking tools, to identify areas of
  relative spend, assess trends and directly advise the SLT accordingly.
• Maintaining VAT and income tax returns, and submit statutory returns.
• Effective liaison with the payroll provider to ensure all staff are paid efficiently.
• Preparing all financial returns for the schools, local authority and other government agencies
  within statutory deadlines.
• Assisting in planning for the maximisation of income generation within the ethos of the
  schools.
• Advising the Headteacher on investment and financial policy, preparing for appraisals for
  future projects and for the development of longer term financial strategy for future
  development of the school.
• Understanding the effects and implications of government policies, legislation and directives
  and develop effective strategies for current initiatives and long-term educational trends and
  developments.
• Preparing the final accounts for the L.A. Providing detailed accounts for the Headteacher and
  governors according to an agreed schedule. Reporting on the financial state of the School to
  the governors informing them immediately of any exceptional problems.
• Attending Governors Resources Committee.
• Preparing for audits and taking responsibility to report to Headteacher and Governing Body of
  corrective action plan.
• Planning for the maximisation of income generation through lettings and other activities within
  the ethos of the School.
• Preparing appraisals for particular projects and the development of long term initiatives for the
  School.
• Ensure financial management of the School meets SFVS standards and its own Scheme of
  Delegation.
• Managing, maintaining and processing the School’s petty cash.
• Managing the system for invoicing parents on a monthly basis for childcare fees.
• Monitoring of bank account to ensure fees are paid, reconciling parents’ accounts and
  ensuring information is recorded onto software.
• Managing the process of debt collection.
• Monitoring income targets.
• Helping to plan, prepare and liaise with local education authority and other agencies with
  regards to grant applications, gifts and donations.
• Securing bid-based competitive funds by effective use of bidding systems and contacts.
• Negotiating, managing and evaluating contracts, tenders, and agreements for the provision of
  support services (including energy suppliers and catering), with a view to cost effectiveness
  and ensuring the schools maximises their potential from these services.
• Promoting arrangements and bookings for how the schools’ facilities are used by outside
  agencies, groups and the wider community.
• Seeking the appropriate advice in terms of insurance matters and advising the governors
  accordingly. Processing and submitting any such claims.
• Overseeing the ordering of all equipment, materials and services. Ensuring regular stock
  taking of day-to-day resources for teaching and support staff, plus annual stock taking is
  undertaken.
• Maintaining systems and controls for the effective use of schools’ bank accounts.
• Operating and maintaining the computerised accounts system and for the prompt and
  controlled payment of invoices through the schools’ cheque book account.
• Preparing invoices and organise collection of fees and other dues (e.g. trips, dinner money,
  breakfast club) taking legal action with appropriate advice where necessary to cover bad
  debts.
• Assisting parents, or directing them to staff in the schools who may help them, in securing the
  benefits to which they are entitled.
• Having a good knowledge of FMS, Integris, excel and word.

Management of School Administration
Management of administration systems to ensure the efficient running of the School’s
administrative function including:

• All aspects of data protection and Freedom of Information (FoI) issues, including advice to all
  staff, management of requests submitted to the school under the Data Protection Act and
  Freedom of Information Act and ensuring that the confidentiality of all sensitive and personal
  pupil and staff data is maintained.
• Ensuring mechanisms are in place to ensure that feedback on the School’s administration and
  support is collected regularly, analysed, and acted upon.
• The provision of the best quality customer service to internal and external customers and
  stakeholders, including an effective, efficient and approachable front line reception service for
  parents, visitors and suppliers.

Human Resources

• Monitoring and reviewing the quality of service of the personnel services provider and work
  with providers to resolve problems, queries and complaints.
• Responsibility for general personnel matters from recruitment to retirement/resignation,
  including employment clearance for new staff, issuing contract of employment and processing
  Occupational Health referrals.
• Maintaining a current overview of employment law, including equality and human rights
  legislation, and ensure that the School is in compliance.
• The provision of routine advice to Team leaders and staff on terms and conditions of
  employment.
• Payroll administration, monitoring the quality of the payroll services provider to make sure that
  payment and deductions are paid correctly and on time to the right location, and working with
  provider to resolve problems, queries and complaints.
• Compiling and submitting the School Workforce Census, ensuring all data is collected from all
  staff in accordance with borough guidelines.
• Overseeing the management of maintenance of central personnel records, including
  absences and training records, entering data on school management information system as
  appropriate.
• Overseeing the management of the Criminal Records Bureau/List 99 checks on all staff
  including supply cover, parents and volunteers, and be the named lead officer responsible for
  the Single Central Record.
• Providing leadership and guidance for administrative, catering, etc

Personnel

• Leading and managing the Single Central Record ensuring that all safeguarding procedures
  are in place in relationship to staff and other adults who may have contact with children or will
  be on site.
• Responsibility for general personnel matters relating to staff recruitment ensuring procedures
  for clearance of new staff including references, medical checks, DBS checks and the issue of
  contracts are in place. To set up staff records and ensure that staff records held by the
  schools are kept confidential.
• Managing the School Workforce Census and ensure all statutory returns are completed and
  returned by the deadline.
• Monitoring staff absence and providing regular statistics to the headteacher and governors.

Premises and Health & Safety management
The Business Manager will be responsible for the overall management and maintenance of the
School buildings, facilities, grounds, fabric and furnishings, working with the Headteacher.
Specific responsibilities include:

• Taking the lead on compiling and implementing a Premises Development Plan, including
  energy conservation.
• Leading on Health and Safety Matters, working with closely with the Headteacher and Site
  Manager.
• Attending and reporting to the Health & Safety working party.
• Overseeing the quality of work of premises staff, allocating work programmes and reporting
  standards to the Headteacher.
• Monitoring the ‘maintenance book’ ensuring all issues are resolved in a timely fashion.
• Managing the purchase, repair and maintenance of all furniture and fittings.
• Advising on the main health and safety requirements relating to the schools, ensuring that
  relevant risk assessments are carried out to an agreed schedule and pointing out any
  shortcomings to the Headteacher and governors.
• Completing annual fire safety risk assessment with the Site Manager.
• Keeping records and initiating regular fire practices.
• Monitoring the Site Manager’s schedule of safety testing for specific equipment.
• Overseeing the School’s safeguarding procedures with regards to access to the schools.
• Management of the School in terms of letting out the premises to members and groups of the
  wider local community and to aid the schools’ move towards implementing the core provision
  for extended services.
• Liaising with the relevant project manager and Site Manager over the management of major
  building works and monitoring the work of on-site contractors and arranging for estimates of
  work.
• Leading on development of the School’s critical incident plan. Leading on the implementation
  of risk assessment and loss prevention strategies in the School to reduce possible insurance
  costs.
• Ensuring that security, maintenance, heating, cleaning and other general site services within
  the premises are managed and monitored.
• Working with the premises staff to implement the premises and site decisions of the
  Headteacher and Governing Body.
• To take responsibility for the main health and safety issues specific to the school and how
  they relate to pupils, staff, visitors and contractors.
• Attending and reporting to the Health & Safety/Premises subcommittee.
• Overseeing the quality of work of premises staff, allocating work programmes and reporting
  standards to the Headteacher.
• Providing and documenting effective risk management, for example, in Health and Safety and
  in the management of any third party service contracts.
• Negotiating, managing and monitoring, tenders and agreements for the provision of support
  services.
• Managing the catering contracts, cleaning contracts, leasing arrangements, and asset
  register.

Lettings

• Leadership and management of the school premises lettings to members and groups of the
  wider local community in order to maximise income and community use.
• Promoting arrangements and bookings for how the School’s facilities are used by outside
  agencies, groups and wider community.
• Ensuring all systems are working efficiently and review annually.
• Ensuring effective communication with the different teams is working effectively.
• Working with all members of the team to prepare medium term projections and report to
  Governor’s Resources Committee.
• Preparation and present quarterly report on lettings income and capacity utilisation for
  Governors.
• Dealing with all complaints prior to HT & Governors involvement.
• Managing all marketing and publicity of premises.

ICT Systems Management

• Having overall responsibility for the wide range of ICT resources required by teaching staff in
  order that they can meet curriculum targets for attainment and achievement (ICT and non-
  ICT).
• Leading on all matters relating to GDPR and Data Protection.
• Having overall responsibility for the school ICT network.
• Leading on liaison with external providers and contracted technicians.
• Continuously reviewing quality and efficiency of all ICT systems including the School’s
  management information system.

Catering

• Liaising directly with the catering providers and liaise directly with the catering staff as a where
  required.
• Continuously reviewing quality and efficiency of the catering service provided.

Marketing

• Promoting the school to different audiences, including the press, and raise its profile within the
  local community.
• Liaising directly with the School’s website provider to ensure that the website content is
  relevant and up to date.
• Developing systems to ensure that all parents, pupils, and visitors to the school are provided
  with relevant support and information on all aspects pertaining to the life of the school.
• Liaising with local businesses for fundraising, arranging vocational experience and joint
  projects.
• Where appropriate, ensuring effective liaison with visiting professionals to the school.
• Liaising with and supporting the work of the Parents Staff Association.

Procurement and Contracts

• Negotiating, managing and evaluating contracts, tenders and agreements for the provision of
  support services (including energy suppliers and catering), with a view of cost effectiveness
  and ensuring the school maximises its potential from these services.
• Responsibility for the efficient maintenance and administration of ICT systems and facilities
  (such as reprographics, telephones, computer networks and Management Information and
  Accounting System software – including, where applicable, monitoring the service of providers.
• Monitoring the performance of external providers and review contracts periodically, ensuring
  best value is achieved and report annually to Headteacher and Governors’ Personnel and
  Finance Committee.
• Maintaining a Contracts and Service Level agreement register. Monitor performance prior to
  renewal carry out a Value for Money evaluation.
• Ensuring principles of best practice are applied to procurement of goods and services
  throughout the school
• Ensuring that all staff are following correct procedure for purchases
• Liaising with school Administrative Assistant and Budget Holders to ensure that outstanding
  orders are reviewed and outstanding issues are dealt with as appropriate
• Liaising with Administrative Assistant, Budget holders & suppliers to ensure processes and
  procedures are adhered to.

Whole School Administration

• Managing the administrative function including the administrative ICT facilities.
• Providing for the preparation and production of all school records and publications.
• Interpret matters of policy / procedure and local guidelines/policy/statute etc.
• Ensuring that the school website is compliant and that all relevant policies and documents are
  relevant and up to date.
• Ensuring fair and efficient elections for staff and parent governor vacancies as they arise, in
  accordance with local authority procedures.
• Ensuring that all aspects of data protection and freedom of information issues, including
  advice to all staff, management of requests submitted to the school under the Data Protection
  Act and Freedom of Information Act and ensuring that the confidentiality of all sensitive and
  personal pupils and staff data is maintained.
• Ensuring that mechanisms are in place to ensure that the feedback on school administration
  and support is collected regularly, analysed and acted upon.

Compliance

• Managing the school’s compliance with statutory obligations, and advise others on the relevant
  legal, regulatory and ethical requirements
• Tracking all school policies and ensure they are updated in accordance with the policy review
  schedule

Line Management
The post holder will be required to lead and manage the administrative and premises staff and will be
responsible for their efficiency and effectiveness in meeting the needs of the schools within the
changing educational environment.

• Managing and completing performance management reviews for all administration and
  premises staff.
• Motivating and facilitate teamwork and good practice in order to achieve excellent standards
  of service delivery.
• Managing administration and premises staff attendance and leave to ensure a continuous
  service throughout the year.

Other Duties

• To keep all policies and procedures relating to finance, administration and premises/Health
  and Safety under review and recommend improvements
• To assist the chair of the Staff Pay and Conditions subcommittee as required.
• To access training relevant to own professional development.
• To ensure confidentiality is maintained.
• To undertake any other temporary duties consistent with the basic objectives of the post.
• To represent the school at relevant staff meetings.
• To participate as part of the Senior Leaderships Team and to minute meetings as required.
• To access training relevant to own professional development.
• To undertake any other duties as appropriate to the grade of the post as required by the
  Headteacher.

In addition a high level of knowledge in the areas of Finance, Education Policy, Premises, Personnel
and IT will be required as the post holder will have full responsibility for the administrative functions of
the school as required by the Headteacher and Governing Body.