School Business Manager

Job Purpose

• Promotes the highest standards for business ethos within administrative function of the Academy and strategically ensures the most effective use of resources in support of the Academy’s learning objectives.

• Responsible for the Financial Resource Management/Administration Management/Management Information and ICT/Human Resource Management areas

• To operate, maintain and develop the administrative and financial procedures and systems of the Academy in co-operation with the other members of the Senior Management Team and Governors

• To ensure the efficient use of all facilities on the site

• To advise the other members of the Senior Management Team on business matters so as to contribute to the successful and effective operation of the Academy in meeting its educational aim

Leadership & Strategy

• To function as a member of Senior Leadership Team (SLT), ensuring that the decision making is part of a shared process

• Attend full Governing Body and appropriate Governor’s sub-committee meetings

• Negotiate and influence strategic decision making within the Academy’s Senior Leadership Team

• Plan and manage change in accordance with the Academy development plan

• Promoting the Academy within the community

Financial Resource Management

• In consultation with the Senior Team and Governors prepare, submit and monitor a realistic and surplus budget for academy activity and to achieve value for money

• Identify and inform the Head and Governors of the causes of significant variance and take prompt corrective action

• Propose revision to the budget if necessary, in response to significant or unforeseen developments

• Provide ongoing budgetary information to relevant people

• Advise the Head and Governors if fraudulent activities are suspected or uncovered

• Maintain a strategic financial plan that will indicate the trends and requirements of the academy development plan and will forecast future year budgets

• To prepare financial returns for the DfE, EFA, LA and other central and local government agencies within statutory deadlines

• To monitor all accounting procedures and resolve any problems, including: the ordering, processing and payment for all goods and services provided to the Academy. The operation of all bank accounts, ensuring that a full reconciliation is undertaken at least once per month. Preparation of invoices and collection of fees of other dues

• Identify additional finance required to fund the Academy’s proposed activities 

• Seek and make use of specialist finance expertise 

• Maximise income through lettings and other activities

• Select types of investments which are appropriate for the Academy, taking account of risks, views of stakeholders and identify possible and suitable providers in order to maximise return

• Present timely and fully costed proposals, recommendations or bids

• Put formal finance agreements in place with suitable providers for agreed amounts, at agreed times and appropriate agreed costs and repayment schedules and monitor their effectiveness and implementation 

Administration Management

• Manage the whole academy administrative function including Academy Reception, reprographics and records

• To provide the preparation and production of all correspondence, records, policies and publications

• To be responsible for obtaining the necessary licences and permissions and ensuring their relevance and timelessness 

• To be responsible for the systems and general management of the academy’s administrative and financial computer network, the implementation of appropriate Management Information Systems and the full computerisation of the administration accounting and record systems, including desk top publishing

• Acting as Systems Manager for the administrative computer network

• Design, maintain and manage systems and link processes that interact and deliver outcomes based on the academy’s aims and goals to form complete systems

• Establish and use effective methods to review and improve administrative systems and ensure systems are streamlined to maximise efficiency and avoid duplication

• Benchmark systems and information to assess trends and make appropriate recommendations 

• Prepare information for publications and returns for the DfE, EFA, LA and other agencies and stakeholders within statutory guidelines 

• To handle all other matters relating to the administrative nature which may arise

Managing Information Systems & ICT in consultation with the school’s ICT support provider:

o consider approaches for existing use and future plans to introduce or discard technology in the academy,

o consult with relevant people and other parties to introduce new technology or improve existing technology for different purposes

o ensure that the academy has a strategy for using technology aligned to the overall vision and plans for the academy ensuring value for money

• Communicate the strategy and relevant policies, including Data Protection for use of technology across the academy

• Ensure contingency plans are in place in the case of technology failure

• Ensure data collection systems providing information to stakeholders are streamlined to maximise efficiency of the data supplied

Human Resource Management

• Responsible for HR matters relating to all staff, for the clearance for new staff- medical, child protection and to arrange the issue of contracts of employment

• To maintain confidential staff records including the school’s single central record.

• Liaise with the payroll provider to manage the payroll services for all academy staff including the management of pension schemes and associate services

• Ensure the academy’s Equality Policy is clearly communicated to all staff

• Ensure that all Recruitment, Appraisal, Staff development, Grievance, Disciplinary and Redundancy policies and procedures comply with legal and regulatory requirements 

• To manage and co-ordinate the recruitment of all staff 

• To line manage Administrative Staff, Playleaders, Buildings and Site Supervisor, including professional development, appraisal and training.

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

• Seek wider Reach2 Trust HR Team support for specialist expertise in relation to HR issues

• Evaluate the academy’s strategic objectives and obtain information for workforce planning

Facility Management/H&S

• To compile, maintain asset register

• Responsible for the letting of the academy premises to outside organisations, especially the development of extended services and the local community

• To maximise income generation and energy saving within the ethos of the academy trust

• Ensure a safe environment for the stakeholders of the academy; to provide a secure environment in which due learning processes can be provided

• Ensure ancillary services e.g. catering, cleaning, etc., are monitored and managed effectively

• Seek professional advice on insurance and advise the SLT on appropriate insurances for the academy and implement and manage such schemes accordingly.

• Ensure the maximum level of security consistent with the ethos of the Academy Trust.

• Oversee statutory obligations are being met for pupils with special educational needs, ensuring that financial and supporting agency services are adequate for their diverse needs.