School Business Manager

Main purpose

The Business Manager is a member of the school s senior leadership team and is responsible for managing the strategic operation of the business functions of the Southover Partnership, including compliance, financial management, health and safety, human resources, premises, IT, and general administration.

The successful candidate will advise on and implement the day-to-day support that enables the Southover Partnership to operate effectively and efficiently, and which allows other members of the leadership team to focus on teaching and learning.

Duties and responsibilities

Leadership and strategy

Under the direction of the Executive Headteacher (EHT), lead on all financial matters in the Southover Partnership, to enable successful financial performance and to ensure financial decisions are clearly linked to the Southover Partnership s strategic goals

Oversee recruitment processes and procedures

Attend all senior leadership team meetings and report to Trustees where appropriate

Allocate resources in line with the Southover Partnership school improvement plan and carry out long-term resource planning that reflects the school s 5-year plan

Take all decisions in line with the vision and values of the Southover Partnership, and encourage others to do the same

Oversee and implement a marketing plan for the Southover Partnership, which utilises the Southover Partnership website, signage, the prospectus, and communications with current and prospective parents in collaboration with the EHT and Heads of School

Monitor developments in technology and consider how it can be used to enhance the Southover Partnership s business procedures and processes

Implement the organisation s fundraising and income generation strategy, choosing fundraising priorities in line with the Southover partnership strategic vision

Be responsible for performance appraisal for all administrative staff, including supporting professional development

Alongside the wider leadership team, ensure staff well-being is a priority and that the systems and processes are in place to support staff to be effective in their role

Compliance

Manage the Southover Partnership s compliance with statutory obligations including the SCR, and advise others on the relevant legal, regulatory and ethical requirements

Track all the Southover Partnership policies and ensure they are updated in accordance with the policy review schedule

Monitor and update the risk register

Ensure that the Southover Partnership has adequate insurance cover at all times to include employer's liability, public liability, buildings and equipment cover, personal accident, professional indemnity, travel insurance and other relevant cover. (Professional advice should invariably be sought)

To support the EHT to ensure that the school is compliant with all parts of the ISI guidelines.

Financial management

In partnership with the EHT & SLT, create and manage the Southover Partnership s budget and forecast future years budgets ensuring it is balanced, realistic, represents an effective use of funds and enables the EHT to make strategic, long-term decisions

Submit the budget to the Trustee Board annually, & provide and present financial reports at least termly for the Trustees, providing insightful information to aid short- and longer-term decisions, including the consideration of financial risks

Monitor the budget all year round, by providing monthly management accounts and reports to the EHT, advising where revisions or changes are needed, annotating all material variances and taking actions to rectify negative variances

Manage day to day financial operations, including cash flow, invoicing, debt collection, payroll, payments and other transactions

Ensure spending on petty cash and company cards is within the limits of the finance policy. Oversee the reconciliation of these accounts

Review all monthly postings as part of the month end process, calculating and posting cut off adjustments e.g. accruals, prepayments and deferred income

Deal with any customer and supplier account queries that have been escalated by the team

Authorise supplier BACS payments and ensure all other external payments (e.g. PAYE and pensions) are up to date

Comply with financial reporting requirements and submit statutory returns to the Charity Commission and Companies House

Prepare accounts ready for audit, liaising with the auditor to ensure a prompt sign off of the annual accounts

Oversee the Southover Partnership bank accounts on a day-to-day basis, ensuring money is banked, invoices are paid promptly, money owed is collected, and clear records are kept

Lead on procurement processes, managing tenders where appropriate, conducting due diligence, benchmarking and evaluating suppliers, negotiating deals and ensuring value for money

Ensure the effective and efficient operation of staff involved in finance, delegating tasks to finance/administrative staff where appropriate; in particular, bookkeeping tasks, Local Authority contract management and resource ordering, to ensure best value

Ensure that where applicable, Gift Aid is claimed on all charitable donations

Maintain a strategic financial plan that will indicate the trends and requirements of the Southover Development Plan and will help formulate future year budgets

At least annually, review calculations of fees and charges made to local authorities and schools to ensure they are appropriate and financially sound

Fundraising

Investigate and recommend potential funders and funding streams to EHT and Trustees and follow up as required

Human resources

Manage the Southover Partnership s payroll provision with the payroll provider and approve monthly payrolls, ensuring all staff are paid correctly in a timely manner

Manage day to day administration of the Pension scheme re starters, leavers and ad hoc forms, updating pension provider with monthly payroll contributions

Ensure that recruitment, appraisal, disciplinary and grievance policies are administered in accordance with employment law

With the EHT, conduct reviews of the Southover Partnership s staffing structure to ensure effective deployment of staff and financial efficiency

Ensure compliance with all relevant aspects of employment law including employment protection, equal pay, minimum wage, Working Time Directive, pensions or discrimination on the grounds of sex, race or disability

Act as the EHT s adviser on employment matters, including disciplinary procedures and ensure that the Southover Partnership has appropriate disciplinary and grievance procedures. Liaise with the external HR adviser where appropriate

Participate in the recruitment of staff and handle related administration. Be responsible for ensuring the recruitment procedures are in line with Partnership policies

Ensure that all relevant staff have contracts of employment including variations and maternity leave arrangements. Keep the Southover Partnership 's standard contracts & terms and conditions of service up-to-date as new legislation takes effect

Lead on and monitor the effective use of staff access to support, counselling, Occupational Health and Education Support services both internally and externally in accordance with the Partnership policies and procedures

Work with members of the Partnership Leadership Team to ensure that staff development needs are identified and that appropriate programmes are designed to meet such needs

Health and safety and facility & property management

With the EHT, supervise the maintenance of the Southover Partnership s sites

Supervise the Facilities, Site and IT Officer to ensure Southover Partnership s compliance with health and safety regulations, and put in place processes and procedures to ensure the safety of all in the Southover Partnership

Manage the Facilities, Site and IT Officer to:

Ensure a safe, properly maintained and secure environment on all sites for the stakeholders of the Southover Partnership in which safe and effective learning can be provided

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

Ensure the continuing availability of utilities, site services and equipment

Monitor, assess and review contractual obligations for outsourced services

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

Office administration, IT & management information systems

Keep records in accordance with the Southover Partnership s record retention schedule and data protection law, ensuring information security and confidentiality at all times

Administer Governor Hub

Attend and support the Finance and Governance sub-committee and full Trustee Board meetings & ensure that the administrative support for school governance is carried out to a high standard

Be the Southover Partnership s lead on data protection, taking responsibility for monitoring data protection compliance and advising the Southover Partnership community on data protection issues

Direct the work of the Facilities, Site and IT Officer to ensure the management of IT and management information at the Southover Partnership is efficient and up to date.

The School Business Manager will be required to safeguard and promote the welfare of children and young people and staff . click apply for full job details