SCHOOL OFFICE CAREER FRAMEWORK 2008

CAREER STEP: LEVEL FOURGRADE 7

KEY FOCUS / TASKS / COMPETENCIES (INCORPORATING THE COMMON CORE) / TRAINING AND QUALIFICATIONS
JOB TITLES:
School Business Manager
Support Services Manager
School Administration Manager / STRATEGIC LEADERSHIP, PLANNING & MANAGEMENT
Ensure the development of a coherent leadership strategy that supports the school’s strategic vision as outlined in the School’s Improvement Plan /
  • Provide strategic advice to the Headteacher/ SLM Team/Governing Body/Committees on the planning, development and monitoring of the support staff service ensuring the most effective deployment of staff/ resources
  • Provide leadership and guidance for support staff including induction training and performance management.
  • Manage the disciplines of finance, human resources, ICT, facilities, whole-school administration and marketing as required
  • Secure sponsorship funding and act as an articulate ambassador to develop contacts and raise the school profile
/
  • Excellent organisational and leadership skills able to priortise workload, work independently and to agreed deadlines/targets
  • Excellent ability to articulate vision and translate into action
  • Tact, diplomacy, confidentiality and sensitivity
  • Excellent decision making skills and able to address significant problems and able to seize opportunities
  • Excellent risk management skills
  • Successfully fulfils the role of ambassador for the school and meets sponsorship targets
  • Minimum of two year’s experience in a strategic management environment
/ ESSENTIAL QUALIFICATIONS:
A LEVEL/A2 ENGLISH
A LEVEL/A2 MATHS
DESIRABLE QUALIFICATIONS:
NVQ Level 4 business/administration
Diploma in administrative management
Certificate of School Business Management
Diploma in School Business Management
Advanced Diploma in School Business Management
DESIRABLE TRAINING:
Induction course
Safeguarding
Health and Safety Training
SEN Training
Emergency First Aid in Schools
European Computer Driving Licence (ECDL)
Management Essentials
Equal Opportunities
SIMS/FMSIS
SAGE
Governor’s Induction
Visit TDA Website
Learning and Development Handbook
Contact

CUSTOMER SERVICE
Exercise good practice in working with colleagues to deliver the school’s strategic vision of teaching and learning
Understand the school environment and realise the unique characteristics of schools, pupils and the school workforce /
  • Ensure that support staff and teachers work effectively together
  • Take an active role in coordinating and managing the relationship of interested parties/agencies in delivering effective extended school services
  • Act as an effective and efficient link between all callers and Headteacher and SMT Team
/
  • Excellent working relationships with school colleagues, internal/external agencies staff and colleagues responsible for the extended school services
  • Excellent management of customer services levels
  • An ability to speak with confidence and accuracy, using accurate sentence structures and vocabulary.

DATA HANDLING
Exercise good practice in handling and maintaining school data /
  • Manage, analyse and evaluate data/information and produce reports/information/data as required e.g. SIMS/FMSIS/CAF pupil data, attendance, admissions, SEN reviews and exclusions
  • Manage all the schools administration systems and financial computer network and curriculum network [if required]
/
  • Excellent understanding of the issues and legislation surrounding the control and confidentiality of information and the ability to effectively communicate information
  • Excellent knowledge of SIMS/FMSIS and other systems
  • Excellent response to requests for data returns by internal and external agencies/local authority etc.

FINANCIAL
Work to ensure cost effectiveness of services and ensure that good practice is followed in spending and accounting /
  • Manage income/expenditure for lettings ensuring targets are reached
  • Advise Headteacher/SLM Team/ Governing Body/Committees on financial and investment business plans/options
  • Prepare and monitor a detailed budget with the Headteacher/Finance Committee for the expenditure delegated to the school in accordance with regulations
  • Manage financial data using benchmarking tools to identify expenditure/trends
  • Manage all expenditure and end of year financial procedures. Prepare, maintain and reconcile reports, records and accounts in conjunction with schools’ accounting system
  • Prepare the school fund account for auditing and complete budget monitoring returns
  • Be responsible for 100% of the school funding into the school’s bank account (full funded schools)
  • Manage the housekeeping of the accounts such as ordering supplies, management of bank account/petty cash
  • Management of FMSIS/SIMS
  • Monitor the school workforce budget
  • Manage service contracts including tendering
/
  • Excellent knowledge of FMSIS and other financial regulations
  • Excellent financial budget monitoring/management skills
  • Excellent ability to provide strategic advice on expenditure/income and analyse the impact of a range of financial options on expenditure/income and budgets
  • Excellent management and monitoring of staffing budgets
  • Excellent management of the collection/banking/investments and reconciliation of all monies
  • Able to ensure that all financial returns are completed with efficiency, accuracy and within timescales

HR/PEOPLE
Exercise good practice in working with colleagues to deliver the HR service /
  • Manage the advertising and recruitment of new staff, pre-employment checks, sickness and terminations
  • Advise Headteacher/SLM Team/ Governing Body/Committees employment law, assessment of salaries/expenses/sickness/maternity procedures/redundancies and other matters of dismissal
  • Line management of office staff including induction, training and carry out performance management
  • Maintain confidential paper/computerised HR records, CRB checks, child protection
  • Book course/networks for staff and
arranging supply cover following
school’s guidelines
  • Management of payroll/and liaise with the payroll/HR provider
  • Attend employment tribunals [if required]
/
  • Meet school’s recruitment/retention targets
  • Excellent knowledge of HR systems including payroll
  • Excellent interpersonal skills able to relate well to pupils/adults
  • Tact, diplomacy, confidentiality and sensitivity
  • Excellent conflict management skills and able to address problems with diplomacy and sensitivity
  • Excellent team working skills and understanding of the schools rules and responsibilities and your own position within these
  • Ability to identify own training and development needs and co-operate with means to address these
  • Excellent management of the team’s CPD needs and implementation plans to develop their skills/performance/careers
  • Excellent management of the school’s HR records/CRB checks/child protection

SCHOOL SITE AND PREMISES
Deal with the maintenance and lettings requests, determine appropriate requests taking into account the needs of the school environment /
  • Draw up and manage a rolling programme of maintenance schedules/repairs negotiating with the Local Authority/private contractors and reporting to the Headteacher, SLM Team and Governing Body
  • Draw up outline specifications for new buildings, obtaining tenders and liaise with contractors and school architect [if required]
  • Manage the school’s letting policy and monitor the operation of school facilities
  • Manage the security of the school site [if required]
/
  • Excellent management/monitoring of school lettings and other uses of the school premises ensuring that they comply with the school lettings policy
  • Excellent management/monitoring of all maintenance repairs/contracts; ordering of equipment and building projects
  • Excellent school security systems are in place and monitored
  • Excellent knowledge and understanding of risk management and loss prevention strategies to reduce insurance costs

HEALTH & SAFETY
Aware of specific health & safety issues relating to the school, implement relevant precautions and routines /
  • Manage the updating of records of health & safety inspections, accident reports and risk assessment forms
  • Develop to the school’s safety policy to comply with health & safety legislation
  • Act as school’s health & safety co-coordinator/fire officer [if required]
  • Liaise with the property team/fire service to ensure that fire equipment/exits/fire drills/evacuation procedures comply with regulations and meet the needs of the school
/
  • Excellent understanding of general/specific health & safety issues relating to work, both for self and work colleagues/visitors/contractors and how they relate to students
  • Excellent understanding/management of fire safety/risks
  • The school’s fire management/systems/procedures meet all the fire regulation standards as outlined in the school’s policy

PASTORAL
Ability to effectively communicate [verbally and in writing] information at an appropriate level /
  • Assist with pupil first aid/welfare duties and liaison parents/guardians/carers/staff
/
  • Current First Aid (if required)
  • Ability to communicate effectively and develop trusting relationships with children, young people, families and carers
  • Good listening and observation skills and the ability to identify developmental and behavioural changes of children and young people
  • Good understanding of their responsibility in safeguarding and promoting the welfare of children and young people
  • Support children and young people during times of transition and understand their need for reassurance, advice and support
  • Good team working skills and able to forge and sustain relationships across agencies and respect their contribution to working children, young people, families and carers

RESOURCES
Exercise good practice in managing sales, stock and supplies of school resources /
  • Manage the supply of school resources
/
  • Understand and follow school procedures/policies relating to ordering/storage and maintenance of supplies
  • Ensure that the team follows the school procedures/policies relating to managing resources/school uniform etc
  • Excellent management of all paperwork/systems for the financial budget monitoring of resources/supplies
  • Excellent monitoring/management of the receipt/checking of all deliveries

GOVERNOR SUPPORT
Exercise good practice in working with governors/clerk to governors to deliver and support the governing body /
  • Be aware and advise the finance committee/Headteacher of current financial regulations/developments
  • Attend meetings of the governors’ finance committee and full governing body and report on financial matters as required
/
  • Excellent knowledge/understanding of working with committees and excellent ability to contribute to the effectiveness and efficiency of the committees
  • Excellent record keeping, information retrieval and dissemination of governing body data/documentation

G:\Learning and Development\stephanie\CAROLINE\job evaluations 2008\Jenny\revisedCAREERSTEPLEVELFOURGRADE78Apr2009.doc