Secondary Business Manager

The Secondary Business Manager promotes the highest standards of business ethos within the administrative function of the school and strategically ensures the most effective use of resources in support of the academy learning objectives and school improvement activity. Working closely with the Headteacher and as part of the Academy Senior Leadership Team, this role is responsible for making a major contribution to the strategic direction of the school to ensure educational targets are met whilst contributing to policies and practices which promote equality and opportunity for both staff, students and the wider community.

Duties and Responsibilities:

Budget & Financial Responsibilities

• Keep up to date with information provided by the EFA in order to identify funding streams and accurately estimate Income.
• Prepare a 5 year budget – ensure that staffing costs, expenditure and income are calculated accurately based on up to date information and Outturn forecasts.  HCSS is the budget tool used by LEAD Academies and must be kept up to date throughout the year.
• Prepare an annual report for the Headteacher to present to the Trust in order for them to approve the budget.
• Monitor Income and Expenditure regularly and re forecast bi monthly as required by the central finance team.  Account for any variances that may arise and advise on action to be taken if necessary.
• Prepare and deliver budget monitoring reports for the Senior Leadership Team and the Trust.  Maintain a strategic financial plan that will indicate the trends and requirements of the Academy Development Plan.
• Ensure any salary increases, contract changes and pension rate increases are entered on HCSS.
• Check the termly census to ensure that pupil numbers and Free School Meal numbers are correct.  Find ways to promote Universal Infant School Meals and Free School Meals in order to maximise Income.
• Consult and follow the Academy’s Financial Policy and Procedures, Scheme of Delegation and Academies Financial Handbook.
• Be confident in all areas of the PSF accounting package.
• Complete all month end procedures required by the Trust.
• Manage any claims made through the Trust procured Insurance provider.
• Ensure Purchase Orders are authorised before any financial commitment is made.
• Ensure all invoices are checked and authorised before being entered on to PSF.
• Ensure payment run documentation is authorised prior to payment.
• Ensure any credit card purchases are authorised before the transactions are processed.
• Ensure all cash entries are entered promptly and accurately on to PSF.
• Check any cash reconciliations prior to banking.
• Promote the use of a Cash free system.  If already in use monitor transactions and enter monthly invoice onto PSF.
• Where relevant, enter any transfers between bank accounts.
• Carry out bank reconciliations, including the debit card account.
• Investigate ways to generate income and apply for any available grants.
• Manage any Academy lettings and investigate further use of the building and grounds in order to increase revenue.
• Ensure sales invoices are raised in a timely manner 

Procurement

• Ensure value for money is always considered in Procurement. 
• Obtain quotes and approval as outlined in the Scheme of Delegation.
• Maintain an Asset Register in line with Trust policy.

HR & Payroll

• Have knowledge of all of the Trust’s HR policies and follow procedures as outlined in relevant policies.
• Support other Senior Leaders with identifying and developing succession planning opportunities
• Lead on investigations as required by the Headteacher
• Manage the recruitment process writing Adverts, updating Job Descriptions and ensuring all recruitment checks are carried out prior to interview and references are received, gaining authorisation/liaising with the Trust where required.
• Assist with the Headteacher shortlisting and support with the interview process as required.  Send out offer letters and arrange for contracts to be raised.
• Ensure all pre-employment checks are carried out and personnel files are updated with the correct documentation.
• Record all DBS checks on a Single Central Record and ensure that it is fully compliant and is in line with Ofsted requirements. Keep up to date with safeguarding legislation.
• Complete Starter and Leaver forms and Variations to Contract letters or forms.
• Manage all required payroll processes
• Enter any contract and salary changes on HCSS and SIMS.
• Monitor Staff Absence on the Management Information System.
• Carry out performance management on line managed staff
• Ensure all pension documentation for Teachers Pensions and LGPS is completed on time.
• Complete all HR paperwork for example, changes of contracts and salary changes and notify payroll.
• Review all overtime, unpaid leave, expenses claims before authorisation by the Headteacher.
• Check draft and final Payroll reports using Staff Monthly Profile Listing.
• Enter payroll journals on to PSF.

Line Management responsibilities

• Full responsibility for all support staff including strategic leadership of all non- teaching staff and other leaders within this area
• Mentor to designated subject area within the Academy aiding the development of and implementation of Academy policies
• Responsibility for ensuring all support staff are effectively deployed across the Academy to meet educational needs considering all aspects of operational demands, terms and conditions of employment and working patterns
• Ensure effective training and CPD for support staff to identify areas for development
• Manage the support staff performance and appraisal processes across the Academy identifying and delivering where required any training and development requirements

Audit, GDPR & Compliance

• Prepare all documentation for both internal and annual audit processes.
• Act on any recommendations that result from the Audit and the Trust.
• Ensure all GDPR procedures are followed and any breaches are managed effectively
• Ensure all records are kept up to date in line with the requirements of Trust and statutory data retention requirements
• Manage all Freedom of Information requests in line with statutory requirements
• Ensure all other Senior Leaders are familiar with Trust, National and local statutory responsibilities within the operational area of the Academy
• Attend Governance meetings as required by the Headteacher

Premises Management and Health and Safety

• Strategic responsibility for all aspects of facilities management including catering, cleaning, site management and grounds maintenance ensure a good standard and safe working environment for students, staff and the community
• Work with the Trust procurement team to prepare work specification for tender and to assist with the selection of contractors.
• Work with the Trust’s Health & Safety Officer to formulate, implement and monitor the Academy’s Health and Safety policy.
• Ensure a safe environment for the stakeholders of the Academy. 
• Monitor statutory Health and Safety checks, Fire Risk Assessment and update the Business Continuity Plan.
• Line management of Premises staff if required
• Manage/co-ordinate any building works
• Oversee the Academy emergency plans with the Headteacher ensuring all staff are trained and familiar with procedures
• Oversee all aspects of the Academy risk management plans ensuring all risk assessments are complete and all audit/compliance checks as required

Marketing & Liaison

• Management of all Academy publicity and PR materials overseeing design and implementation of materials including prospectus documents, social media posts, website development and all other publically shared documentation
• Participate in the work of the Academy through attendance at meetings and participation in working parties.
• Promote the Academy to different audiences and raise the profile within the local community.
• Liaise with local businesses and other schools for fundraising, arranging vocational experience and joint projects.

Management Information Systems and ICT

• In consultation with LEAD ICT that the Academy has a strategy for using technology aligned to the development plan.
• Ensure that contingency plans are in place in the case of technology failure.
• Ensure data collection systems providing information to stakeholders are streamlined to maximise efficiency of the data supplied.

Resource Management:

Direct line management of Admin Teams and Site Management

Influencing and Managing Relationships:

•       Headteacher

•       L.E.A.D. Central Support

•       External agencies

•       Parents and carers

•       Governors

•       Senior Leadership Team

•       Staff

As job descriptions cannot be exhaustive, the post-holder may be required to undertake other duties which are broadly in line with above key responsibilities.

The Trust is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment and individually take responsibility for doing so.

At L.E.A.D we have a strong vision and four core principles, to lead, empower, achieve and drive, which you will be expected to demonstrate in your working practices.

School Business Manager PersonSpecification

This job description lists the competencies expected of an experienced/fully trained post-holder. The two right hand columns provide guidance for the appointment of new staff. (E = Essential criteria, D + Desirable criteria)