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Job specification toolkit

The job specification consists of two parts:

1. The job/role description: this covers the purpose, requirements and responsibilities of the

job.

2. The person specification: a profile of the person you consider would best meet these

requirements.

Before you start

Before writing the job specification for a school business

manager for your school cluster, you must first agree:

how the role can best contribute to the

operation of your schools – the job description

will then simply need to list the functions you

wish the role to undertake;

a suitable salary that will attract the calibre of

school business manager you require – your

local authority can give advice on appropriate

salary levels;

the method of deployment for the post, such as

who will formally employ the SBM, who will line

manage the post and where the SBM will be

based.

It is worth spending some time determining exactly what you require of the role and the skills

that you seek.

Sources of information

To clarify thinking over the

functions required of the new role,

review sources such as:

The school business management

competency framework

The role of the school business

manager resource from this

toolkit

Job websites such as the NASBM

jobs website and Eteach can indicate

common salary levels.

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Writing the job specification

A well-written job specification will:

• help you evaluate initial applications quickly and

efficiently;

• provide a list of pertinent questions for

interview;

• form the basis of the future performance

evaluations and reviews for the successful

applicant, particularly during any probation

period.

A checklist covering what goes into a good job

specification is provided overleaf.

There is no particular format or layout for either part of

a job specification. Your school may already have a

preferred format. If not, there are many templates

available online (see box).

Sources of information

Examples of real SBM-related job

specifications can be found in the

annex at the end of this document.

Explore job websites such as the

jobs page on the NASBM website

and Eteach for more examples.

Job description templates are

available online such as those on the

ACAS website.

Tips

Don’t make the job specifications too vague (perhaps with the intention of encouraging

wider applications). This invariably leads to lost time spent sifting through irrelevant

applications or interviewing candidates who, when confronted with the reality of the

position, discover the role is not for them after all. A vague job specification can even

result in you taking on an employee that subsequently proves unsuitable because they

did not know, and cannot meet, all the job requirements.

Beware of inadvertently discriminating:

• Terms such as ‘youthful' or ‘mature' that might be seen as age discrimination,

excluding someone from applying for a role based on their age. Even asking for a

number of years of experience could be deemed as discriminating against someone

who hasn't had the opportunity to gain that experience as they are too young.

• No aspect of the role (including the job title) should never be gender specific.

• If language is an important part of the role (such as for some inner-city schools),

avoid the potential for racial discrimination by stating that the applicant must be

able to converse in the language rather than being from a particular country, for

example ‘ability to speak Urdu’.

For more advice, see the government guidance on preventing discrimination.

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Checklist

Job description

Organisational overview

Name of school.

Job title.

A summary of the school, including the size and mission/culture.

Provide information such as previous successes that will inspire

prospective candidates.

The reason for the role and where it fits in the school management

structure.

Role details

Core job description covering the purpose of the role – keep this

short.

Specific responsibilities and day-to-day main duties and tasks – use

active verbs, like ‘monitor’, ‘prepare’, ‘provide’ rather than vaguer

terms like ‘dealing with’, ‘in charge of’.

Hours of role (weekly) – whether full or part/term time.

Who the role reports to and who reports to this role

(management line).

Department/location where the role s based (if applicable).

The opportunities for progression (if applicable).

The training that will be provided (if applicable).

Details of the salary and benefits package – this may include a

reference to the grade or level of the role.

Interview details

The proposed date(s) for interviews.

How soon the role needs to be filled (required start date).

The number of interview stages there are (if applicable).

Who will be involved (if applicable).

The person specification

Organisational overview

Name of school.

Job title.

Skills and abilities

List what you require your ideal candidate to demonstrate in terms

of technical, organisational, communicative or creative skills (match

each skill required with the specific job tasks).

List any additional, preferred or desirable skills/abilities – but make

sure that these are clearly distinguished from the above

requirements.

Qualifications and training

List any prior education or training background that you

require/prefer – again, make sure you clearly identify which of these

are ‘required’ or ‘preferred’.

Experience

Outline the level and type of experience required and/or

preferred/desired – again, make sure you clearly identify which of

these are ‘required’ or ‘preferred’.

Character and personal attributes:

List characteristics that would help someone complete the job

efficiently. Use descriptive phrases such as ‘strong leadership skills’,

‘team player’ ‘excellent negotiation skills’.

Other requirements

List any additional requirements for the role such as ‘facility to travel

between sites’, ‘flexibility to attend occasional evening and/or

weekend meetings/events’.

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Annex: Example job descriptions and person specifications

Example 1: Business and Finance Director (job description) ...................................................................... 5

Example 2: Business and Community Manager (job description) ............................................................. 10

Example 3: School Business Manager (job description & person specification) .................................... 14

Example 4: Director of Finance and Operations (job description) .......................................................... 20

Example 5: Business Director (job description) ........................................................................................... 28

Example 6: Finance and Business Director (job description & person specification) .......................... 31

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Example 1: Business and Finance Director (job description)

POST: BUSINESS and FINANCE DIRECTOR Grade: I £50,676 - £57,036

Hours: 37 per week, 52 weeks per year

Job Description

Role Title Business and Finance Director

Reports To Headteacher

Role Purpose:

(why the role

exists)

To be a member of the Senior Leadership Team and advise on all

commercial and financial matters so as to contribute to the successful

and effective operation of the school

To operate, maintain and develop the administrative and financial

procedures and systems of the school in co-operation with the Senior

Leadership Team and Governors, ensuring that all legal and safety

requirements with regard to people and property are fully met

To be responsible for the school site and its buildings; their

maintenance, development and efficient use

To function as line manager for support staff that lead service

departments

To act as Company Secretary to the Academy Trust Company

To work collaboratively with local schools and colleges, the diocese

and LA where appropriate for the benefit of the school

Organisation

Headteacher

School Business

Manager

Facilities

Manager

Teaching and

support staff

Admin

support team

Finance

Manager

Technician

Team

Director

of IT

Admin

Manager

Finance

Assistant

HR

Assistant

Technicia

n

Data Admin

team

Site team

Catering

Manager

Catering

team

HR

Manager

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Role Requirements

Accountability Accountability Statements

Leadership

and Strategy

The Director of Finance and Business is expected to function as a member

of the Senior Leadership Team, ensuring that decision making is part of a

shared process. As such, all members of the Senior Leadership Team have

a collective responsibility for the management of the school

To lead the business and administration areas of the school and provide

professional leadership to business and administrative support staff to

ensure they deliver and maintain a high quality learning environment for

staff, students and the community, through efficient, effective and customer

focused support, systems and policies and procedures

To develop the strategy for non-education areas of the school in order to

enable the education areas to fulfil their mission in accordance with the

school development plan

To attend all relevant Governors’ meetings and advising Governors where

appropriate. In particular, to contribute to finance, personnel, building and

maintenance

To participate in and represent the school within the local network of

Finance and Business Managers

Ensure effective liaison with other schools for collaborative and cost

effective working

To act as Company Secretary for the Academy Trust

Any other duties as directed by the Headteacher

Financial As Finance Director, ensure the delivery and continuous improvement of

financial management across the school

Ensure compliance with financial regulations and financial procedures

appropriate to academies

Ensure compliance with relevant legislation and regulations including those

related to registered companies and charities

To advise the Governors on investment and financial policy, preparing

appraisals for particular projects and for the development of long-term

financial strategy for the future development of the school

Evaluate up to date information with regard to educational policy and its

financial implications on school funding

In consultation with the senior leadership team, prepare, plan and

construct the annual and revised budgets for the whole school for approval

by the Governors. To prepare and inform budget holders of departmental

budgets and ensure these feed into the main school budget

Provide Governors with accurate financial information and advice on

strategic financial planning

To be responsible for the production of regular management accounts,

monitoring and acting upon variances in actual against budgets

To lead in maintaining and monitoring internal financial control systems and

liaise with the responsible officer and external auditors as necessary

Compile, and update as necessary, the school’s Manual of Financial

Procedures ensuring it is compliant with the latest EFA Academies

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Accountability Accountability Statements

Handbook and Accounting Direction guidance and well as financial

regulations relating to companies and charities

To be responsible for ensuring information regarding financial procedures

is available to all new members of staff on induction and that existing staff

are made aware of any changes or updates that may be necessary

To lead in house financial training to staff with financial responsibilities

To be responsible for ensuring that the following policies are reviewed,

amended and appropriately approved as necessary. Finance, Lettings, Bad

Debt, Charges and Remissions, Gifts and Hospitality

To ensure all statutory financial returns are made within the required

deadlines to both EFA and Companies House

To be responsible for seeking professional advice on insurance and advising

the Governors on the appropriate insurances for the school. Implementing

the approved insurances and handling any claims that arise

To advise Governors on risk management and be responsible for ensuring

the Risk Register is reviewed and updated annually

To be responsible for dealing with the school’s rating assessment and VAT

liabilities and advising on the financial implications of charitable status with

respect to the current and any future tax legislation.

To ensure the necessary returns and claims are made to HMRC with

regard to the Governors Funds

To negotiate, manage and monitor contracts, tenders and agreements for

the provision of all support services ensuring compliance with the school’s

delegated authorities and European legislation

To purchase, either directly or indirectly, the school’s energy supplies

Seek to obtain Best Value for the school at all times, adhering to the

principle of the four C’s and encouraging others to do the same

To pro-actively identify additional sources of funding and the successful

completion of relevant applications for capital grants and borrowing within

the ethos of the school

To be responsible for and develop income generation through efficient use

of the school facilities and external partnerships

Personnel To lead and be accountable for the administration of Human Resource

matters, including recruitment, appointments, contracts of employment,

conditions of service, and discipline and grievance matters relating to

support staff, making recommendations as necessary to the Headteacher

and Governing Body regarding resourcing levels and salaries

To line manage the HR Manager in their role of administration of all

matters relating to whole school HR, payroll and pensions including claims

and expenses and to monitor the process of DBS checking and record

keeping

To implement the Governors Policy on Pay and Salaries and ensure

procedures for Absence, Sickness, Grievance and Capability are complied

with

To advise the Governors on the policy needed to comply with legislation

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Accountability Accountability Statements

concerning employment protection, equal pay, sex discrimination etc. and

the implementation of these policies in the school

To ensure that suitable safeguarding arrangements are in place for all

visitors to the school

To be responsible for ensuring staff salaries are correct by monthly

monitoring and to ensure that variations to contracts and overtime claims

are correctly dealt with

To ensure that the IT system used for payroll is fit for purpose and offers

value for money

Ensuring correct payments are made to external agencies such as HMRC

and Teachers Pensions on a monthly basis

To be responsible for ensuring that the following policies are reviewed,

amended and appropriately approved as necessary: Absence, Support staff

performance management, Single Equality, Accessibility Plan

To be responsible for all support staff and to provide effective means to

develop skills, systems of appointment, induction and performance

management, making recommendations to the Headteacher on school

support efficiency

To support the Admin Manager in the delivery of apprenticeship

programme for the school

Ensure that training is made available for new members of staff and that it

is on-going and reviewed regularly for all support staff

Health and

Safety/Site

To act as the school’s Fire Responsible Office

To line manage the Facilities Manager in their role of Health and Safety

Co-ordinator

To make recommendations to the Governors on the appointment of an

appropriate, independent health and safety advisor

To be responsible for ensuring that the following policies are reviewed,

amended and appropriately approved as necessary. Health and Safety,

including First Aid and Administration of Medicines, Site Security and Lone

working, Critical incident/disaster recovery plan

Ensure the supervision of relevant planning and construction processes is

undertaken in line with contractual obligations

To liaise with the Facilities Manager over the project management of

refurbishment works and new builds

To oversee the letting of the school premises to outside organisations and

school staff, and for the development of all school facilities for out-of-

school use, with particular reference to the local community within the

ethos of the school

Administration To work with the Headteacher and SLT to develop a consistent approach

to marketing of the school through a marketing strategy

To line manage the Admin Manager and ensure that the administrative

function of the school is cost effective and efficient, that performance

management procedures are followed for all support staff and all the

necessary paperwork is completed

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Accountability Accountability Statements

To line manage those staff responsible for data management within the

school and to ensure that systems are in place to ensure all data is held

securely, is suitably backed up, is relevant and up to date to maximise

efficiency of data supplied

To act as the school’s Data Protection Officer ensuring legal compliance

Catering To line manage and support the catering manager in the provision of cost

effective, healthy dining opportunities for students and staff both before

school and at break and lunch times

To support the catering manager to ensure compliance with all legislation

and government guidelines for secondary educational establishments

To develop the catering department to expand upon business

opportunities within the ethos of the school

IT To line manage the Director of IT with support and guidance to ensure the

needs of the curriculum and administrative teams are met in terms of IT

To work with the Director of IT to develop a strategy for the

improvement and development of current IT systems in line with the

school’s development plan and budget constraints

Company

Secretary

To act as Company Secretary for the Academy Trust

To keep statutory records in accordance with Companies Act

To ensure amendments are made in a timely and accurate manner

To ensure that the Annual Return is accurate and submitted on time

To ensure the academy complies with the Companies Act, other legislation

and the memorandum of articles

To attend and ensure satisfactory taking of the minutes of the Board. If

necessary advise the Chairman on current procedure

To line manage and offer support and guidance to the clerk to the

Governing Body

To liaise with the diocese for matters relating to the Academy Trust

Company, its legal documentation and procedures

School Policies

and

Regulations

Good knowledge of school policies and procedures

Knowledge of Health and Safety/security regulations and procedures

Pursue personal development skills and knowledge necessary for the

effective performance of the role

Work co-operatively with others towards shared goals

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Example 2: Business and Community Manager (job description)

Job description

Directorate:

School:

Post Title Business and Community Manager

Grade SMA 1-4

Responsible to Head Teacher

Responsible for Site Managers

Sports Centre Manager

Administration Team

Finance Staff

Job Purpose As a member of the Leadership Team, to provide strategic vision,

leadership and advice in the provision of all non-teaching/business

management aspects of the school, including Finance, Risk Management,

General Administration and ICT, Human Resources, Facilities, Health and

Safety and the school sports centre, ensuring that all these arrangements

are focused on supporting the development of the school and excellence

in the provision of teaching and learning.

Main Duties The following is typical of the duties the post holder will be expected to

perform. It is not necessarily exhaustive and other duties of a similar

nature and level may be required from time to time.

Key Responsibilities

1. Strategic Role

1.1. Strategic resource planning

Ensure the school makes the best possible use of resources through effective strategic

planning, including consideration of all financial implications. Produce timely and fully costed

proposals, ensuring they are sustainable (e.g. through three-year budgets). Understand the

effects and implications of government policies, legislation and directives and develop

effective strategies for current initiatives and long-term educational trends and

developments.

1.2. Management of resources

Manage all or the majority of the disciplines which are supportive to, but do not involve,

the teaching function, e.g. finance, human resources, information and communication

technology, estate/facilities management and whole-school administration, ensuring

maximum efficiency and a cohesive approach.

1.3. Risk management

Ensure effective risk management, e.g. in health and safety and the management of third

party service contracts. Develop a disaster recovery strategy to include a detailed plan.

Ensure that contracts, tenders and agreements are negotiated, managed and monitored to

achieve best value at all times and that all aspects of school business management are

conducted in a sustainable and eco-friendly manner.

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2. Financial Management

2.1. Management of financial resources

2.1.1. Manage the school accounting function, ensuring efficient operation and compliance

with agreed procedures. Maintain all accounting procedures by conducting regular

reviews and ensuring that any weaknesses are resolved.

2.1.2. Prepare for approval by the Head and governors annual and three-year budgets and

monitor monthly accounts against the agreed budget. Prepare monthly management

accounts and finance reports for the Head and Finance and Premises Committee.

2.1.3. Circulate monthly finance statements to all budget holders and report regularly to

governors on the school’s financial situation.

2.1.4. Advise the Head and governors on investment and financial policy, preparing

appraisals for particular projects and developing a business plan (long-term financial

strategy) for the future development of the school.

2.1.5. Ensure compliance with the Financial Management Standard in Schools. Use financial

management information, especially benchmarking tools, to identify areas of relative

spending, assess trends and directly advise the Leadership Team and governors

accordingly.

2.1.6. Monitor all accounting procedures, including:

- ordering, processing and payment of goods and services provided to the school

- operation of all bank accounts, ensuring that a full reconciliation is undertaken at least once per month

- maintaining the assets register, and

- preparation of invoices and collection of fees and other dues, taking legal action where necessary to recover bad debts.

2.1.7. Manage HCSS Finance module and give guidance to other users.

2.1.8. Prepare the year-end accounts and liaise with the school’s external auditors and the

Local Authority internal auditors.

2.1.9. Manage the payroll function for all school staff including the operation of the

various pension schemes and other deductions in which the school participates.

2.1.10. Ensure that all required financial returns are prepared and submitted to the Local

Authority within the statutory deadlines.

2.1.11. Deal with the school’s rating assessment and VAT liabilities, and advise on the

financial implications of charitable status with respect to the current and any future

tax legislation.

2.1.12. Maximise income generation within the ethos of the school, ensuring best value

principals are adopted, e.g. in extended schools activities.

2.1.13. Act as point of contact with central and other agencies with regard to grant

applications, gifts and other donations.

2.2. Bids/service contracts

2.2.1. Secure bid-based competitive funds by effective use of bidding systems and contacts.

2.2.2. Negotiate, manage and monitor contracts, tenders and agreements for the

provision of support services and school facilities, including the purchase, either

directly or indirectly, of the school’s energy supplies.

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2.2.3. Oversee the arrangement of school facilities to include:

- catering

- transport

- school shop

- bookings for school facilities

- provision of facilities for additional tuition out of school hours.

2.2.4. Seek professional advice on insurance and advise the governors on the appropriate

insurances for the school, implement the approved insurances and handle any

claims that arise.

2.3. Fund-raising

Either directly or through contracting with professionals, secure funding and sponsorship

for school activities.

3. Human Resources

3.1. Oversee all operational and strategic Human Resources activity including staff recruitment,

employment clearance for new staff (medical checks, child protection) and issuing of

contracts of employment, contract changes and termination of employment to ensure that

costs are fully accounted for within budget.

3.2. Advise governors on assessment of salaries, expenses, sickness and maternity procedures,

redundancy and matters of dismissal. Attend employment tribunals as necessary. Ensure

that all records and other staff-related documentation are maintained in a fully confidential

fashion.

3.3. Provide advice to governors on policy needed to comply with employment legislation.

Formulate, monitor and implement the school’s safety policy to comply with the relevant

legislation and act as the school’s health and safety coordinator and fire officer.

4. Estate Management

4.1. Oversee, through the Site Manager and the Sports Centre Manager, all site management

and maintenance activity, including site / buildings maintenance, health and safety

arrangements, site security and upkeep of grounds and lettings to outside organisations.

4.2. Liaise with the school’s tenants to ensure compliance with lease arrangements, collection

of rents and implementation of rent reviews.

4.3. Oversee the preparation, implementation and review of maintenance schedules and

efficient operation of all facilities on the school site and monitor the quality of work by

contractors, site and cleaning staff.

4.4. Devise a premises strategy and oversee any land or premises acquisition, disposal or

development activity, including the drawing up of specifications, tendering and obtaining

planning permission.

4.5. Oversee the implementation and review of the disaster recovery plan and risk management

and loss prevention strategies in the school to reduce insurance costs.

5. Whole-School Administration and ICT

5.1. Oversee the administrative function of the school, including the administrative ICT

facilities, school reception, admissions, reprographics, website, records and telephones.

5.2. Oversee the management of the school’s administrative and financial computer network

systems, the implementation of appropriate management information systems and the full

computerisation of the administration accounting and record system, including desktop

publishing.

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5.3. Act as a bridge to facilitate closer working relationships between teaching and support staff

and develop school policies for working with contractors and outside agencies.

6 Health and Safety

6.1 To lead and manage the Health and Safety process, policy and procedures and

regularly review to enable effective maintenance, security and operation of the school

buildings and facilities.

6.2 To work in partnership with the Facilities Manager to ensure legislative duties are

complied with throughout the school.

6.3 Ensure the school’s written Health and Safety Policy is clearly communicated and

available to all.

6.4 Ensure the Health and Safety Policy is implemented at all times, put into practice and

is subject to review and assessment at regular intervals or as situations change.

6.5 Ensure risk management strategies are implemented including annual risk assessment,

risk assessment as required and annual Health and Safety inspections carried out with

the Facilities Manager.

6.6 Quality assure the production of Risk Assessments for the whole school, and co-

ordinate departmental risk assessments.

6.7 Ensure appropriate fire prevention and fire risk assessment strategies are

implemented including statutory fire regulations are adhered to.

6.8 Ensure systems are in place for effective monitoring, measuring and reporting of

health and safety issues to the Leadership Team, Governors and where appropriate

the Health and Safety Executive.

6.9 Ensure the maximum level of security consistent with the ethos of the school.

6.10 Oversee statutory obligations are being met for students with special educational

needs, ensuring that financial and supporting agency services are adequate for their

diverse needs.

6.11 Develop and maintain a Business Continuity Plan for the school.

6.12 Organise and manage First Aid Service to College, ensuring that any accidents are correctly

reported and any appropriate action is taken, including liaison with LA insurers, etc.

7. Marketing and Liaison

Promote the school to different audiences, including parents, partners and the local

community.

8. Staff Leadership and Management

8.1. Provide leadership, management and guidance to a large team of support staff and line

manage a number of team leaders within this team.

8.2. Implement and maintain the school’s performance management system for support staff,

ensuring that the team is trained and developed to meet business needs.

8.3 To promote and implement the School’s/Council’s Equality Policy in all aspects of

employment and service delivery.

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Example 3: School Business Manager (job description & person specification)

Job Description

Job title: School Business Manager

Responsible to: Academy Business Director

Responsible for: Finance Staff, Caretaking Staff, Cleaning Staff, General Assistant, Catering

Staff, IT Staff

Main purpose of role:

To assist the Academy Business Director in the day-to-day business functions of the school and to

lead in the support of the strategic alliance Partner Schools.

Key accountabilities:

Leadership and Strategy

The School Business Manager is responsible to the Academy Business Director as their line manager

and is a full member of the Leadership Team. The School Business Manager is responsible for:

Within the High School:

• To attend Leadership Team meetings as appropriate.

• The disciplines of Finance, Estate Management and Training and Development of support

staff plus all matters within the management of the school which are supportive to, but do

not involve, the teaching function.

• In the absence of the Academy Business Director, take delegated responsibility for decision

making.

• Strategic planning aspects including all financial implications and ensuring that the school

makes the best possible use of resources available.

• The forward planning and feasibility studies for the most effective use of the school premises.

• Effective Risk Management, including Health and Safety and in the management of third

party service contracts including, grounds maintenance, cleaning etc.

• Plan and manage change in accordance with the school development plan.

• Liaison with all school stakeholders to ensure that all strategic avenues of improvement are

investigated.

• To lead and manage selected Support Staff including assisting in the creation and

implementation of recruitment, induction, appraisal, and training and mentoring of these

staff.

Within the Partner Schools:

• To attend full Governing Body and sub-committee meetings as appropriate.

• In the absence of the Academy Business Director, take delegated responsibility for decision

making.

• Plan and manage change in accordance with the school’s development plan.

• To be the main contact for the Partner School Headteachers, Administrators and Governors.

• To support the Partner School Headteachers and be a ‘critical friend’.

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Financial Management

Within the High School:

• To identify the need for, select and manage the ordering of supplies, services and

equipment for all delegated budgets ensuring expenditure remains within budget and all

purchases are value for money.

• Preparation of work specifications for tender and assisting with the selection of

contractors.

• To assist the Academy Business Director with the effective management of financial

administration procedures, including compliance with financial regulations and ensuring

adherence to the school financial policy and responsible for informing all staff of changes to

regulations.

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

• To deputise for the Academy Business Director in their absence

• Responsible for the processing of all transactions including the processing of all orders and

invoices.

• Upkeep and monitoring of all school accounts.

• Processing of music fees including liaising with students’ parents and Head of Music.

• Processing of all monies received from the Association of Secondary Heads.

• Present timely and fully costed proposals, recommendations and bids as appropriate.

• To assist in the setting of multiyear budgets taking into consideration staffing requirements,

school priorities and any external influences.

• Responsible for all school cash income and banking excluding catering

• Provide up-to-date reports to all budget holders.

• Providing advice on VAT.

• Monitoring of postage levels.

• Assist the Academy Business Director in the preparation of the final accounts. To provide

detailed managements accounts for the Governors and Head according to an agreed

schedule, reporting immediately any exceptional problems.

• Assist the Academy Business Director to prepare all financial returns for the DfE, LA and

other central and local government agencies within statutory deadlines.

Within the Partner Schools:

• Preparation of work specifications for tender and assisting with the selection of

contractors.

• Present timely and fully costed proposals, recommendations and bids as appropriate.

• To identify available grants and alternative funding streams for specified projects in relation

to school development plan priorities.

• To raise awareness of funds available for prospective projects.

• To assist in the setting of multiyear budgets taking into consideration staffing requirements,

school priorities and any external influences.

• Provide all primary schools with an annual benchmarking report.

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• To assist the Headteacher with the effective management of financial administration

procedures, including compliance with financial regulations and ensuring adherence to the

school financial policy and responsible for informing all staff of changes to regulations.

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

• Liaise directly with the LA regarding queries on income and expenditure.

• Where applicable, to identify the need for, select and manage the ordering of supplies,

services and equipment for all delegated budgets ensuring expenditure remains within

budget and all purchases are value for money.

Facilities Management

Within the High School:

• Manage the maintenance of the school site including the purchase and repair of furniture

and fittings.

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

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

• Ensure a safe environment for all stakeholders of the school to provide a safe environment

in which due learning processes can be provided.

• To be responsible for the security of the school site in conjunction with the site manager

• Ensure cleaning services are monitored and managed effectively.

• Assist in the implementation of risk management and loss prevention strategies in the

school to reduce insurance costs.

• To ensure records are kept of regular fire practices and alarm tests.

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

timeliness.

• To co-ordinate appropriate training for all site staff to ensure safe working practices.

• To know about risk assessment tools and how to use these to establish hazards within the

school and the associated risk involved.

• To act as the School’s Health and Safety adviser.

Within the Partner Schools:

• To facilitate an estate management consultancy service.

• In conjunction with the relevant Headteachers and Governors to enable and manage

building projects liaising with appropriate professional organisations to ensure continuity of

service in a safe environment.

• To be the point of contact for LA representatives in relation to specified projects.

• To co-ordinate contractors for minor works.

• To review cleaning and catering contracts ensuring the service meets the needs of the

individual school using the principles of best value.

• To know about risk assessment tools and how to use these to establish hazards within the

school and the associated risk involved.

• To advise the Headteachers and Governors on all matters relating to Health and Safety.

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Management of ICT

Within the High School:

• Working with the Deputy Headteacher responsible for ICT, advise on future technological

development.

• Seek to improve communication systems between the school stakeholders e.g. parents,

Governors and the wider community, including partnership of schools.

• Working with the IT team to ensure contingency plans are in place in the case of

technology failure and risk management more generally.

Within the Partner Schools:

• Assist and advise Headteachers on future technological development.

• Working with the IT team to ensure that a suitable level of technical support is available to

meet with schools SLA’s.

Marketing and Administration

Within the High School:

• Support with marketing including events, prospectus, website, advertising and leaflets.

• Administer the Governor Portal.

Within the Partner Schools:

• Support with marketing including events, prospectus, website, advertising and leaflets.

• Establish and use effective methods to review and improve administrative systems.

• Benchmark systems and information to assess trends and make appropriate

recommendations.

Line Management Responsibilities

To manage the day-to-day activities and undertake the induction and performance management of

the following staff:

• Finance Staff

• Caretaking Staff

• Cleaning Staff

• Catering Staff

• General Assistant

• IT Staff.

Other Duties:

To undertake such other duties, training and/or hours of work as may be reasonably required and

which are consistent with the general level of responsibility of this job as detailed by the Academy

Business Director.

To undertake health and safety duties commensurate with the post and/or as detailed in the

School’s Health and Safety Policy.

Principal Contacts

Students, parents, contractors/suppliers, teachers, other school support staff and Governors at

the High School and the Partner Schools.

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Person Specification

Job title: School Business Manager

Professional Knowledge and Understanding

To carry out their responsibilities effectively, the School Business Manager needs specific

professional knowledge and judgement and a range of leadership, management, administrative and

personal skills and attributes. The knowledge and understanding that a School Business Manager

needs will draw on sources both from inside and outside education.

The School Business Manager should have knowledge and understanding of:

What constitutes quality in the provision of support services within schools, and the close

inter-relationship between good support and good learning.

How to use comparative data and benchmarking to develop best practice and best value

for money strategies in the provision of support services.

How to specify, select, deploy and develop management information systems such that the

school’s Leadership Team and the governing body are assured of high quality information.

Leadership styles and practices and their relevance in different contexts within the school.

The fundamentals of financial management and control, accountancy terminology and the

ability to accurately interpret financial documents.

The role of national, regional and local bodies in the educational life of the country, i.e., the

contribution made to the school by external advisers, OFSTED teams, auditors, National

Audit Office advisers, Inland Revenue Inspectors and professional consultants.

The School Business Manager should possess and display the attributes of:

Personal impact, presence and self confidence

Resilience, enthusiasm, energy and vigour

Flexibility and adaptability to changing situations

Intellectual ability

Reliability, integrity and commitment

Probity, justice and humility

Decision Makings Skills: the ability to investigate, solve problems and advise:

The School Business Manager should be able to:

Collect and weigh evidence, make judgements and give advice

Analyse, understand and interpret relevant information and data

Think creatively and imaginatively to solve problems and identify opportunities

Demonstrate good judgement.

Communication Skills: the ability to make points clearly and understand the views of

others:

The School Business Manager should be able to:

Communicate effectively orally and in writing

Negotiate and consult effectively

Demonstrate a high level of computer literacy

Develop, maintain and use an effective network of contacts.

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Self-management: the ability to plan time effectively and to organise oneself well:

The School Business Manager should be able to:

Prioritise and manage their own time effectively

Work under pressure and to deadlines

Be self-motivating

Achieve challenging professional goals

Take responsibility for own professional development.

It is anticipated that the successful applicant will be educated to Certificate in School Business

Management level, as a minimum, holding relevant financial, Health and Safety and Business

qualifications and experience.

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Example 4: Director of Finance and Operations (job description)

JOB DESCRIPTION

JOB TITLE: Director of Finance and Operations

GRADE: L13 – L17 HOURS/WEEKS: 37 hrs per week/ 52 weeks per year

REPORTS TO: Head teacher

1. PURPOSE OF JOB:

To be a member of the Senior Leadership Team (SLT); contributing to whole school

strategic planning, policy and decision making.

To work at a level of responsibility equal to the Assistant Head teachers and assist the

Head teacher and Deputy in their duties, and support all colleagues to maintain and

develop the ethos, values and expectations of the school as outlined in the school policies.

To attend and contribute to Senior Management team meetings, Team Leaders, staff and

other meetings, leading discussion where it is appropriate to the area of responsibility,

without incurring overtime payments or time in lieu.

As a member of the SLT:

To be responsible for Financial Management, Administration Management, ICT, Human

Resources, Estates Management, Health and Safety, Catering and Risk Management,

including the strategic planning for these disciplines.

To take a leading part in the delivery and evaluation of Performance Management

procedures in line with school policy.

To be accountable to the Head teacher for the monitoring of the performance of all

team members.

To support all staff in the teams and care for their general well-being and professional

development.

To promote the highest standards of business ethos within the administrative function

of the school and ensuring that the school makes the best use of resources available to

support the school’s key objectives.

To be a member of appropriate governors’ committees and attend full governor

meetings.

2.

MAIN RESPONSIBILITIES, TASKS and DUTIES

Financial Management

Evaluate information and consult with the SLT and Governors to prepare a realistic

and balanced budget.

Submit the proposed budget to the Head teacher and Governors for approval and

manage the overall financial planning process.

Discuss, negotiate and agree the final budget.

Implement and manage budget monitoring procedures to ensure concepts of best value

and value for money are maintained.

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Identify and inform the Head teacher and Governors of the causes of significant

variance and take prompt corrective action.

Propose revisions to the budget in response to significant or unforeseen developments.

Provide regular budgetary information to staff as required.

Advise the Head teacher and Governors if fraudulent activities are suspected or

uncovered and investigate accordingly.

Maintain a strategic financial plan that will indicate the trends, meet requirements of

the school development plan and forecast future year budgets.

Act as the main financial consultant and adviser to the Governors and Head teacher

advising on financial policy, investment and development of the long-term financial

strategy.

Identify and research additional finance streams required to fund the school’s proposed

activities and generate ideas for fund raising, preparing, presenting and submitting fully

costed proposals, recommendations or bids.

Seek and make use of specialist financial expertise.

Maximise income through lettings and other activities.

Monitor the effectiveness and implementation of agreements.

Carry out benchmarking to assess trends, identify areas of concern and make

appropriate recommendations.

Monitor, assess and review contractual obligations for outsourced school services,

ensuring best value, including monitoring and controlling capital expenditure.

Manage all contracts for supply/services including contract negotiation,

drafting/agreeing of SLA's.

Manage the schools’ finance office ensuring its efficient operation according to agreed

procedures, complying with policy and good accounting practice.

Manage the purchase of all supplies and services for the School in accordance with the

school’s finance policy under the Delegated Management Scheme, ensuring that

optimum value for money is achieved.

Human Resources:

Ensure the payroll services are managed appropriately including the management of

pension schemes and associated services.

Manage the recruitment and induction process, performance management and staff

development for all support staff.

Manage the processes for recruitment, employment and clearance of new staff

Seek and make use of specialist expertise in relation to HR issues.

Identify the types of skills, knowledge, understanding and experience required to

undertake existing and future roles or planned activities.

Responsible for personnel matters providing general support and guidance to the SLT,

for example advice on salaries, new posts and terms and conditions of employment,

disciplinary and grievance matters.

Develop and implement a performance management system for support staff.

Ensure support staff have a clear understanding of the school’s policies and procedures

and the importance of putting them into practice.

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Administration Management:

To be Company Secretary for the school’s educational trust.

Manage the whole school administrative function and lead all designated support staff.

Design and maintain administrative systems that deliver outcomes based on the

schools’ key objectives.

Manage systems and link processes that interact across the school to form complete

systems.

Define responsibilities, process flows, reporting structures, information and support

for staff.

Act as a "bridge" to facilitate closer working relationships between teaching and

support staff.

Establish effective methods to review and improve administrative processes and data

collection systems to ensure they are streamlined to maximise efficiency and avoid

duplication of work.

Benchmark systems and information to assess trends and make appropriate

recommendations.

Prepare information for school publications, policies and statutory returns to DFE, LA

etc.

Ensure all policies and procedures are reviewed and updated in a timely manner.

ICT

Ensure that the school has a strategy for using technology aligned to the overall vision

and plans for the school, ensuring best value for money.

Ensure the ICT strategy and key objectives are progressed, the initiatives costed,

planned and evaluated to ensure best value.

Ensure contingency plans are in place in case of technology failure.

Establish systems to monitor and report on the performance of technology within the

school.

Ensure resources, support and training are provided to enable staff to make the best

use of available ICT including teaching, learning and assessment systems.

Estate Management:

Ensure the supervision of relevant planning and construction processes is undertaken

in line with contractual obligations and the estates strategy.

Ensure a premises development plan, including energy conservation, is progressed by

costing and planning projects to ensure best value and agree an annual program of work.

Arrange to acquire and dispose of land/buildings as authorised by the Head teacher and

Governing Body including meeting with architects to discuss outline specifications for

buildings and receiving tenders.

Working with the asset management plan and suitability survey, ensure that the

school's maintenance expenditure including devolved capital spend is targeted to

priority areas.

Ensure the safe maintenance and security operation of the school site.

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Manage the maintenance of the school site arranging the purchase and repair of all

furniture and fittings and ensure an inventory is maintained.

Ensure the continuing availability of utilities, site services and equipment.

Ensure that day to day estate management and grounds maintenance is managed

effectively and performance monitored.

Ensure cleaning services are monitored and managed effectively.

Manage the lettings of school premises to external organisations for the development

of extended services and local community lettings.

Ensure the school has adequate insurance, advising the SLT on appropriate insurances

for the school, implement and manage such schemes accordingly seeking professional

advice as required.

Health and Safety:

Manage the school’s Health and Safety Co-Coordinator and Fire Officer.

Plan and instigate fire practices ensuring that records of practices and alarm tests are

maintained.

Ensure the school’s Health and Safety policy complies with all relevant Health and

Safety legislation, is clearly communicated and available to all staff/governors/visitors.

Ensure the Health and Safety policy is implemented at all times, put into practice and is

subject to review and assessment annually or as situations change.

Ensure the supervision of students outside of lesson times is adequate.

Enable regular consultation with staff on health and safety issues.

Ensure systems are in place to enable the identification of hazards and writing of risk

assessments.

Ensure systems are in place for effective monitoring, measuring and reporting of health

and safety issues to the SLT, Governors and where appropriate the Health and Safety

Executive.

Ensure the maximum level of security is in place during and outside the school day to

protect and safeguard children.

Responsible for effective risk management concerning health and safety and in the

management of third party contracts.

Ensure all new staff are properly inducted and trained concerning health and safety

policies/procedures.

Arrange health and safety training for specific groups of staff as necessary.

Ensure frequent physical and system/procedural audits are undertaken to ensure

compliance.

Catering:

Liaise, in relation to the shared facility, to:

Ensure that all food produced and sold within the school (and to primary schools)

meets the current Government food and nutrient guidelines and the Healthy Schools

agenda.

Ensure that all goods, supplies and services purchased are regularly reviewed and

costed to ensure best value principles.

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Ensure that sufficient profit margins are achieved across the catering functions and

options for areas of concern identified.

Ensure that the catering facilities are effectively managed and efficiently organised.

Ensure the safe maintenance and operation of the catering facility.

Develop a strategic catering plan detailing future expansion and diversification of

catering services in the school to the local community.

Ensure that the catering facilities are successfully promoted to ensure expansion of

service and that new sources of business are explored.

Ensure hygiene, health and safety systems are in place that are monitored and

effectively managed.

3. MANAGEMENT OF PEOPLE

Full line management for designated support staff including responsibility for recruitment,

appointment, performance management, disciplinary/grievance, ensuring that adequate

induction and training is provided, carrying out quality of work checks. Ensuring the

welfare of supervised staff and authorizing leave of absence to the designated level.

4. CONTACTS AND RELATIONSHIPS

Personal contacts and relationships are central to achieving the purpose of the post

including the use of tact, persuasion and sensitivity.

The post holder will have regular contact with Head teacher, Deputy Head, Assistant

Heads, Governors, staff, students, parents, Business Managers, DFE, LA, NASBM, the LA,

Mouchel, other external bodies and members of the public.

The level of these contacts will vary depending upon the reason for the contact and can

involve discussion, challenge, mediation, conciliation and persuasion when dealing with

sensitive and complex issues, e.g. providing advice on financial matters regarding the

budget to the Head teacher and Governors.

5. CREATIVITY AND INNOVATION

The Director of Finance and Operations has a high degree of autonomy within designated

boundaries/areas of responsibility, as authorised by the Head teacher and Governing Body

who should be kept informed of progress. The post holder will operate as a member of

the Senior Leadership Team and will be expected to make whole school decisions without

reference to others as an equal member of that team. Equally they will be expected on

occasions to represent the school.

The post holder will be expected to prepare the School Finance plan which will provide

the strategic lead in the effective and efficient development, provision and operation of

financial, administrative and all other service support for the school, ensuring best practice

and financial stability and growth.

Innovation is required in all aspects of the role - to find more efficient/effective ways of

doing things; to make cost savings; to find solutions to staffing problems; etc. These will be

whole school issues and will not be brought to the post holder, the post holder is

expected to continuously evaluate and improve systems which affect the whole school and

which affect teaching and non-teaching areas.

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The Director of Finance and Operations will be expected to find solutions which are not

readily available in school and will require experience in leadership and management and

the ability to research outside of the school environment.

The Director of Finance and Operations will be expected to work during the school

holidays and therefore it is expected that between 10 and 15 days holiday will be taken

during term time, at appropriate times which will not materially affect the running of the

school.

The role is strategic and project based.

6. DECISIONS

a. Discretion

To be responsible for all strategic planning aspects including all financial implications and

ensuring that the school makes the best use of resources available including:

Management of budgets.

Interpret policies and procedures as necessary.

Have main input and make recommendations into the revision of working practices,

policies and procedures.

Work will be carried out within a range of broad objectives (many self-generated) and

without referring the matter to others.

b. Consequences

Decisions made will have an impact on the reputation of the school, staff and pupils as will

decision making in the majority of the disciplines of Finance, Human resources, ICT, Estate

Management, Catering and Administration.

Decisions will also have a significant material impact on the school and its public image due

to the responsibility of financial resources.

7. RESOURCES:-

The Director of Finance and Operations is responsible for the building/grounds (when the

site Manager and Caretakers are absent) and is a key holder for emergency situations.

8. WORK ENVIRONMENT

a. Work Demands

Constant deadlines: returns to LA, DFE, financial reports, interview procedures, staff and

public complaints etc.

Interruptions by telephone calls, visitors, pupils and staff of problems that need resolving

and issues requiring urgent attention and a decision.

Degree of unpredictability due to nature of role and staff, pupils, Governors and

representatives from outside agencies expecting to be seen immediately without

appointment having been made.

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b. Physical Demands

Normal physical effort associated with office based work, there may be prolonged periods

of sitting for example when working on a computer.

c. Working Conditions

Well lit and well ventilated general office environment.

d. Work Context

Regular contact with Head teacher, employees of the school and other outside bodies,

including suppliers on matters which are generally non contentious.

Occasional contact with parents/carers on contentious matters and some risk of abuse

and aggression from visitors or telephone callers.

9. KNOWLEDGE AND SKILLS

Essential:

Minimum 5 years in similar position in a school or commercial environment.

Degree in business management and/or financial discipline, or Accounting /business

administration qualification.

Experience and detailed knowledge of budget management, HR and premises

management.

Previous experience of staff management e.g. appointments, disciplinary etc.

Experience of implementing new business processes.

Ability to solve problems and consider options.

Strategic thinker.

Competent user of Microsoft Office software and databases.

Aptitude for working with a range of IT packages and databases.

Experience of dealing with difficult situations where the need for diplomacy,

assertiveness and initiative is required.

Good standard of written English.

Good inter-personal skills.

Good organisational skills and the ability to work under pressure.

Ability to interpret financial data and produce reports.

Ability to pay attention to detail and ensure accuracy.

Ability to work flexibly as part of a team.

Flexible attitude.

Desirable:

DSBM.

Knowledge of working in a school environment.

Payroll experience.

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10. GENERAL

a. Other Duties The duties and responsibilities in this job description are not exhaustive.

The post holder may be required to undertake other duties that may be required from

time to time within the general scope of the post. Any such duties should not substantially

change the general character of the post. Duties and responsibilities outside of the general

scope of this grade of post will be with the consent of the post holder.

b. Equal Opportunities The post holder is required to carry out the duties in accordance

with School Equal Opportunities policies.

c. Health and Safety The post holder is required to carry out the duties in accordance

with the Schools’ Health and Safety policies and procedures.

d. Confidentiality Any breach of confidentiality would automatically instigate disciplinary

action in accordance with the school’s disciplinary policy.

All school staff have a responsibility to safeguard and promote the welfare of

children and young people within the school.

28 |

Example 5: Business Director (job description)

Job Description

Post title: Business Director

Responsible to: Headteacher

Salary / Grade: NJC PO9 scale points 61-65 (£52,919 - £56,685)

Working time: Full-time

Core purpose:

To lead on and develop the finance and business strategy, working closely with the Finance, HR,

Catering, Admin, Office and Premises teams to ensure a proactive approach to maximising the

best use of resources. To support the school’s ambition to be at the centre of educational

innovation and training and secure the external funding to achieve this.

Main responsibilities:

Contribute to the leadership of the School as a member of the Senior Leadership Team (SLT).

Work with the SLT and Governors to implement the School’s vision and values.

Ensure that the School, as an Academy, meets all its statutory and regulatory requirements.

Take a leading role in overseeing and developing premises, ensuring that all staff see their

roles as contributing to outstanding teaching and learning and in creating a safe environment

for all.

Develop and lead on aspects of the School Development Plan (SDP).

Maintain a highly visible and professional profile within the school.

Seek opportunities and develop partnerships that further the business arm of the School.

Specific responsibilities:

1. Financial Strategy

1.1 Provide strategic leadership, direction and management, ensuring high financial standards

and viability and the development of systems appropriate to an Academy.

1.2 Maintain a strategic financial plan that indicates trends and requirements of the SDP and

forecasts future year budgets in consultation with the Headteacher, Responsible Officer

and Governing Body.

1.3 Be responsible for budget modelling, drawing up base budgets, provisional budgets and final

budget, and providing financial information, training, and advice to the Headteacher,

Responsible Officer and Governing Body.

1.4 Ensure the School meets the requirements of the financial standards pertaining to

Academies, and prepare the statutory annual accounts and financial reports.

1.5 Manage all school finances in line with EFA financial regulations and the requirements of the

audit.

1.6 Prepare and monitor the school budget.

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1.7 Perform the role of Company Secretary to the Academy Trust Board and provide financial

advice, information and analysis to the Headteacher/SLT and act as the interface between

the SLT and the Board on financial and business matters.

1.8 Establish internal financial procedures which comply with all statutory aspects of company

law and be responsible for submitting accounts to Companies House on an annual basis.

1.9 Co-ordinate signing off of the annual documents with Companies House and the Charity

Commission.

1.10 Manage, in collaboration with appropriate staff, relevant contracts including negotiations of

all new contracts ensuring that consistent and effective contracting arrangements are

maintained.

1.11 Keep abreast of financial and legal developments across the Educational Sector, notably in

relation to the Academies Sector.

1.12 Produce financial reports and budgets for the SLT and Governors’ Finance and Premises

Committees, focusing on future years’ projections, benchmarking and best value.

1.13 Ensure best value in the acquisition of all services and resources through effective

procurement.

1.14 Prepare information for statistical and other returns for the EFA, DfE and other agencies

within statutory guidelines, and liaise with them as necessary.

1.15 Manage the ordering, processing and payment of all goods and services and be responsible

for an asset register.

1.16 Maintain records to meet legal and tax requirements and to measure both the inputs and

the outcomes of Keswick School’s operations as an Academy.

1.17 Provide accounting services for use by managers in planning and controlling their work –

this includes financial accounting, management accounting, forecasting, budgeting and

control systems.

1.18 Plan and manage cash flow and investment activity to meet the needs of the SDP and in

consultation with the Headteacher and Governing Body.

1.19 Manage the maintenance of all financial accounts in accordance with regulations as an

Academy and ensure the provision of regular reports to all budget holders.

1.20 Create and regularly review a finance manual which takes into account the latest legislation

and guidance for Academies.

1.21 Advise all staff on correct financial procedures through the delivery of in house training on

resource management.

1.22 Responsible for ensuring compliance with all Tax and VAT requirements.

1.23 Responsible for the management of cash on behalf of the Trust.

2. Funding Streams

2.1 Take a lead responsibility in the management of income generation, including school

lettings and other fundraising initiatives.

2.2 Research and advise on funding and grant opportunities, and make appropriate bids and

approaches.

2.3 Develop a community services’ strategy, be entrepreneurial in maximising income and

produce an annual development and funding plan to reflect strategic priorities.

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3. Premises and Facilities Management

3.1 Take a strategic role in developing, supporting and monitoring the work of the Premises

team.

3.2 Take a lead role in the planning and implementation of major projects.

4. Health and Safety

4.1 Lead on all health and safety requirements and ensure compliance with legislation and risk

assessment procedures.

4.2 Take responsibility for emergency/disaster planning and for a business continuity plan, so

that the School is insured and covered for all eventualities.

5. Community, Partnerships and Marketing

5.1 Develop and liaise with partners to promote and facilitate extended services.

5.2 Work with new and existing partners to promote the use of the school site in the

evenings, at weekends and in the holidays.

5.3 Contribute to the School’s place and profile in the local and wider community.

6. Staff Management

6.1 Recruit, retain, deploy and develop Associate staff to achieve the vision and goals of the

School.

6.2 Provide leadership and direction to the Finance, HR, Catering, Admin, Office and Premises

teams, ensuring they are appropriately line managed and supervised in accordance with

policies and procedures.

7. Communication and Organisation

7.1 Represent the Headteacher at appropriate meetings as required.

7.2 Create and maintain good working relationships among all members of the school

community.

7.3 Contribute to established partnership working and lead on new business partnerships.

7.4 Attend Governor Finance, Premises and full governing body meetings, SLT meetings, and

other meeting as appropriate.

7.5 Advisor to the Governing body (Academy Board and the Trustees).

7.6 Review and update school policies in consultation with the SLT and Governors, and

communicate to all concerned.

7.7 Ensure staff meet high standards of work and conduct.

7.8 Undertake any other duties commensurate with the grade.

Variation in role

Given the dynamic nature of the role it must be accepted that there may be a need for

adjustments to the role and responsibilities of the post. The duties specified above are, therefore,

not to be regarded as either exclusive or exhaustive. They may change from time to time

commensurate with the grading level of the post and following consultation with the post holder.

31 |

Example 6: Finance and Business Director (job description & person specification)

Job Description

Job title: Finance and Business Director

Grade:

Responsible to: Headteacher and Board of Governors

Responsible for: Support Staff

Main purpose of role:

The Finance and Business Director will:

Establish the Academy’s commercial strategy, developing a network of commercial

activities which will support the educational aims of the Academy.

o Developing and maximising the assets of the Academy.

o Working with partner schools, developing a network of schools to maximise Value for

Money, develop effective services; support, school improvement, curriculum

development, CPD, new initiatives, etc.

o Identify new opportunities that support aims of the school.

o Develop and sell/redesign services (with partners) for the benefit of the school.

Generating value added service improvement and income.

o Introduce business processes into school planning i.e. options appraisal.

o Create a professional network of partners working with the school/s in a commercial

environment.

Work to establish a network of like-minded schools (whether designated ‘Academy’ or

not) or other business or public service interests, with the purpose of developing their

entrepreneurial activities through collaboration and partnership.

Be the Academy’s leading commercial professional and will work as part of the Leadership

Team. The post holder will be involved and have access to financial management (strategic

and operational). The post holder will also be a ‘critical friend’ to the Headteacher and

Board.

Be responsible for providing professional leadership and management to all support staff.

Promote the highest commercial standards and strategically ensure the most effective use

of resources, including plant and facilities, in support of the school’s learning objectives.

Be responsible the following key areas:

o Strategic role

o Finance

o Personnel Management

o Estate Management / Health and Safety

o Whole School Administration

o Marketing.

Key accountabilities:

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Strategic Role

The Finance and Business Director is responsible to the Headteacher and the Board and is a full

member of the Leadership Team (LT). The Finance and Business Director is responsible for:

As a member of the LT, working with the Board and LT, the Finance and Business Director

will devise, implement and establish a Business strategy for the High School Academy

Trust.

Negotiating and influencing strategic decision making within and as part of the LT.

Taking responsibility for Financial and Business decisions.

Planning and managing change in accordance with the school development/strategic plan.

Leading and managing all school support staff using delegation where appropriate.

Keeping the Board informed through regular reports and discussion.

Attending LT, and Governing Body (Board) meetings.

Acting as a Member of the Academy Trust and discharging the duties as laid down in the

articles of association.

Acting as a permanent member of the Governing Body.

Effective Risk Management including Health and Safety and in the management of third

party service contracts including, grounds maintenance etc.

The forward planning and feasibility studies for the most effective use of the school

premises.

Finance

To liaise with the EFA over all matters regarding DfE funding.

To advise the Headteacher and Governors on investment and financial policy, preparing

appraisals for particular projects and for the development of a business plan (long term

financial strategy) for the future development of the Academy.

Develop networks of commercial activity which enhance the school’s budget, the

reputation of the school in the community, county, regionally and nationally and the value

added for the children and young people attending the High School and partner schools.

Evaluate information and consult with the LT and Governors to prepare and implement a

balanced budget.

Monitor and control performance to achieve value for money, taking prompt and

corrective action if there is significant variance developing.

Commission and procure services on behalf of the school and the network as required.

Using Quality Assessment and the aims and objectives of the school as criteria in decision

making.

Provide ongoing budgetary information to relevant people and advise the Headteacher and

Governors if fraudulent activities are suspected or uncovered.

Seek and make use of specialist financial expertise, maximising income wherever possible,

through commercial activity such as investment, use of the facilities, preparing and

submitting bids and generating income through other business opportunities.

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All plans will be presented to the Board by the Finance and Business Director in a timely

fashion as fully costed proposals, recommendations or bids.

Formal financial arrangements proposed by the Finance and Business Director will be

subject to the agreement of the Board.

To prepare for approval by the Headteacher and Governors, the annual estimates of

income and expenditure. To obtain agreement of budgets, and to monitor accounts against

budgets. To report on the financial state of the Academy to the Governors.

To monitor and ensure the Academies cash flow is kept at a sustainable level.

To use financial management information, especially benchmarking tools, to identify areas

of relative spend, assess trends and directly advise the Leadership Team accordingly.

To prepare the final accounts in liaison with the auditors.

To prepare all financial returns for the DfE, Companies House and other central and local

government agencies within statutory deadlines.

To be responsible for dealing with the financial implications of charitable status with

respect to the current and any future tax legislation, liaising with the Charities Commission

as required.

To be the point of contact with central and other agencies with regard to grant

applications, gifts and other donations.

To be responsible for securing bid-based competitive funds by effective use of bidding

systems and contacts.

To be responsible for seeking professional advice on insurance and advising the Governors

on the appropriate insurances for the Academy. Implementing the approved insurances,

and handling any claims that arise.

To be responsible for securing sponsorship funding using ‘commercial flair’ and developing

contacts.

Personnel

Lead the development of the Human Resource management function across the school,

taking due note of all legalities that pertain.

Ensure people have a clear understanding of policies and procedures and the importance of

putting them into practice.

Monitor the way policies and procedures are actioned, provide support and make use of

specialist expertise where necessary.

With the Headteacher, evaluate the school’s strategic objectives and offer advice on

workforce planning and commercial opportunities.

Establish the payroll services for all school staff including the management of pension

schemes and associated services including partner or network schools where appropriate.

Ensure the school’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.

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To be responsible for the recruitment, professional development, appraisal, discipline and

training of all support staff.

To give advice to Governors on assessment of salaries, expenses, sickness and maternity

procedures, redundancy and other matters of dismissal. To attend at Employment

Tribunals as necessary.

To ensure that staff records held in the school by others are kept confidential.

To provide leadership and guidance for support staff, including direct line management

responsibility where appropriate – administrative and clerical, financial, technicians, welfare

and teaching assistants, premises and maintenance, cleaners and caterers.

To ensure the school has a robust CRB checking process in place.

Estate Management / Health and Safety

In conjunction with the LT and the Board, lead the future development of the school site,

buildings and grounds.

Ensure the supervision of relevant planning and construction processes is undertaken in

line with contractual obligations and with due regard to Health and Safety.

Follow sound practices in estate management and grounds maintenance, ensuring the safe

maintenance and security of all school premises and manage the purchase and repair of all

furniture and fittings.

Ensure the continuing availability of utilities, site services and equipment.

Monitor, assess and review contractual obligations for outsourced school services,

including insurance, and ensure ancillary services e.g. catering, cleaning, etc., are monitored

and managed effectively.

Maximise the use of the school site and facilities managing the letting of school premises to

external organisations as part of the commercial strategy Health and Safety.

Lead and manage all aspects of the school’s Health and Safety policies and processes,

including implementation, regular review and reporting to Governors or the Health and

Safety Executive.

Ensure the maximum level of security consistent with the ethos of the school.

In co-operation with the Fire Service, to be responsible for the installation and

maintenance of equipment for protection against and escape from fire. To ensure accurate

records are kept and to initiate regular fire practices, training and alarm tests. To ensure

emergency procedures are current and timely.

To acquire and dispose of land and buildings as authorised by the Headteacher and

Governing Body. To draw up outline specifications for new buildings, obtaining tenders,

and planning permissions, and liaison with building contractors and architects.

To know about risk assessment tools and how to use these to establish hazards within the

school and the associated risk involved.

To be aware of the importance of a disaster recovery plan and its place within the

management procedures of the school.

To know the elements of a comprehensive disaster and recovery plan and operate the

elements linked to the resources management responsibility.

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To implement risk management and loss prevention strategies in the school to reduce

insurance costs.

To conduct regular feasibility studies for the most effective use of the estate.

To project manage and act as the point of contact for all building work on site.

Whole School Administration

To manage administrative functions including the administrative ICT facilities, school

reception, reprographics, records and telephones etc.

To be responsible for the systems and general management of the school’s administrative

and financial computer network, the implementation of appropriate Management

Information systems and the full computerisation of the administration accounting and

record system, including desk top publishing.

To provide for the preparation and production of all school records and publications.

To act as correspondent for the DfE and to be responsible for the records and returns

required.

To be responsible for obtaining the necessary licenses and permissions and ensuring their

relevance and timeliness.

To act as a ‘bridge’ to facilitate closer working relationships between teaching and support

staff.

Be responsible for the coordination of parent's evenings, open evenings, presentation

evenings, roll of honour services, new premises openings and any other high profile event.

To ensure all extended schools services are administered effectively.

Marketing

To promote the school to different audiences and raise the profile within the local

community and beyond.

Liaise with local businesses for fund-raising and joint projects.

To ensure a professional prospectus is produced and maintained for both the main school

and the sixth form.

To seek out new ventures for the school to participate in which will help promote the

school and advise the LT.

To ensure that the extended services are marketed effectively.

Other Duties:

To undertake such other duties, training and/or hours of work as may be reasonably

required and which are consistent with the general level of responsibility of this job as

detailed by the Headteacher or Board.

To undertake health and safety duties commensurate with the post and/or as detailed in

the School’s Health and Safety Policy.

Principal Contacts

All stakeholders

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Person Specification

Job title: Finance and Business Director

Professional Knowledge and Understanding

To carry out their responsibilities effectively, the Finance and Business Director needs specific

professional knowledge and judgement and a range of leadership, management, administrative and

personal skills and attributes. The knowledge and understanding needed by the Finance and

Business Director will be drawn from sources both inside and outside education.

The Finance and Business Director should have knowledge and understanding of:

What constitutes quality in the provision of support services within Academies and

schools, and the close inter-relationship between good support and good learning.

How to use comparative data and benchmarking to develop best practice and best value

for money strategies in the provision of support services.

How to apply advice from bodies such as the Education Funding Agency (EFA), Department

for Education (DfE), the National Audit Office (NAO), the National Association of School

Business Management (NASBM), the National College of School Leadership (NCSL) and

the Association of Schools and College Leaders (ASCL) in the optimisation of good

support practices in pursuit of student learning outcomes.

How to specify, select, deploy and develop management information systems such that the

Academies leadership team and the governing body are assured of high quality information.

Political, economic, social, religious and technological influences that have an impact on

strategic and operational planning.

Leadership styles and practices and their relevance in different contexts within the school.

The fundamentals of financial management and control, accountancy terminology and the

ability to accurately interpret financial documents.

Human resource legislation, including employment law, personnel practices, remunerative

practices, recruitment and selection strategies, and disciplinary hearings.

National and European health and safety requirements and in particular their impact upon

the provision of a safe and secure school environment where learning can flourish.

The role of national, regional and local bodies in the educational life of the country, i.e., the

contribution made to the school by external advisers such as OFSTED teams, auditors,

NAO advisers, Inland Revenue Inspectors and professional consultants.

The Finance and Business Director should possess and display the attributes of:

Personal impact, presence and self-confidence.

Resilience, enthusiasm, energy and vigour.

Flexibility and adaptability to changing situations.

Intellectual ability.

Reliability, integrity and commitment.

Probity, justice and humility.

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Decision Makings Skills: the ability to investigate, solve problems and make decisions:

The Finance and Business Director should be able to:

Collect and weigh evidence, make judgements and take decisions.

Analyse, understand and interpret relevant information and data.

Think creatively and imaginatively to solve problems and identify opportunities.

Demonstrate good judgement.

Communication Skills: the ability to make points clearly and understand the views of

others:

The Finance and Business Director should be able to:

Communicate effectively orally, in writing and through presentations using multi-media

equipment.

Negotiate and consult effectively.

Manage information and communication technological systems.

Demonstrate a high level of computer literacy.

Develop, maintain and use an effective network of contacts.

Self-management: the ability to plan time effectively and to organise oneself well:

The Finance and Business Director should be able to:

Prioritise and manage own time effectively.

Work under pressure and to deadlines.

Be self-motivating.

Achieve challenging professional goals.

Take responsibility for own professional development.

It is anticipated that the successful applicant will be educated to a minimum of Advanced Diploma

in School Business Management or a relevant Masters or professional qualifications.