Job Evaluation Code: Cysh014

JOB EVALUATION CODE: CYSH014

JOB DESCRIPTION

School Based

Job Title: Bursar/Finance & Administration Manager

Grade: J

Hours:

Responsible to: Headteacher

Direct Supervisory Responsibility for: All office-based administrative, secretarial and financial staff

Indirect Supervisory Responsibility for: (School Contract catering staff)

Important Functional Relationships: Internal: Headteacher, Heads of Department, Teachers, Support staff, pupils, School Governing Body

External: Parents, LEA Education Accountancy Team, Cornwall Council Advisors, Suppliers of goods and services.

Main purpose of job

To be responsible for the management of all aspects of financial practices and procedures associated with the School’s delegated budget, devolved funds and private funds so as to ensure legitimate and appropriate spending and budget management. To be part of the school senior management team, reporting on school finances and providing advice on matters relating to finance.

Duties & Responsibilities

School strategy related duties

To attend school/college management meetings and contribute at a strategic level with regard to financial planning, resources, staffing, personnel, systems, marketing and estate management.

To contribute to the development of the school/college’s business plan, including the school/college’s long-term strategy for the future development of the school/college.

To prepare school budgets, including the provision of accurate estimates, forecasts and projections in conjunction with the Headteacher, Governors Finance Committee and the School Senior Management Team.

To maximise income generation within the ethos of the school/college. To manage all income generating schemes including lettings and sponsorship ventures. To advise the headteacher and governors on investment and financial policy, preparing appraisals for particular projects as appropriate.

To be responsible for all aspects of the school/college’s risk management, including ensuring all necessary risk assessments are completed and the necessary checks are in place to meet all audit requirements.

To liaise and negotiate with providers of goods and services and third party contractors in consultation with the Headteacher, including negotiations relating to terms of service level agreements with LEA departments in accordance with Best Value frameworks. To conduct regular reviews of arrangements with contractors to ensure Best Value for money and high standards of service from contractors.

Finance related duties

To monitor and control each department’s spending on an ongoing basis and to liase with all heads of department and the School senior management team to ensure ongoing awareness and control of individual departmental budgets.

To advise departmental heads on budget planning and spending so as to ensure legitimate and appropriate use of school funds and no overspends.

To prepare for approval by the head and governors the annual estimates of income and expenditure.

To produce regular reports regarding the school’s financial status to all budget holders, the Headteacher, the school management team and Governors. To prepare financial returns for the DfES, LEA and other local and central government agencies as required.

To attend Governors’ meetings to provide financial reports.

To ensure appropriate procedures and systems are in place for the raising of invoices, to include monitoring of debtors and pursuing outstanding debts.

To supervise procedures for the receipt and deposit of money collected throughout the School from external sources.

To ensure appropriate procedures and systems are in place for the raising of invoices, to include monitoring of debtors and pursuing outstanding debts.

To manage all non-public funds including the production and presentation of the annual accounts to the Governors’ Finance Committee.

To monitor all school bank accounts, ensuring appropriate use of each account and regular reconciliation of bank statements.

To ensure appropriate security arrangements and authorisation for the processing of all purchase orders, payments and petty cash transactions.

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

To be responsible for the security arrangements for cash held in the school and banking procedures.

To regularly review school accounting systems, procedures and working practices to ensure compliance with financial regulations and audit requirements.

To be responsible for the production and updating of school financial procedures in accordance with financial regulations and audit requirements.

To maintain close relations with the LEA Education Accountancy and Audit teams.

Personnel related duties

To be responsible for the regular review of non-teaching support staff deployment to include finance, administration, office, catering and all premises and maintenance related staff groups.

To advise the headteacher and governors with regard to the assessment of salaries, staffing establishments, and personnel policies and procedures.

To be responsible for the management of all groups of non-teaching support staff within the administrative, financial and premises management departments of the school, ensuring appropriate supervision and deployment through supervisory staff.

To act as line manager to the Finance Officer, Administrative Officer and Site Supervisor.

To co-ordinate and participate in the recruitment and selection of new staff within the areas of responsibility as and when required.

To ensure regular appraisals are conducted for all staff within the areas of responsibility and make arrangements for the necessary staff training in accordance with identified development areas for staff and operational requirements.

School administration related duties

To manage the school/college’s administrative function including ICT facilities, school reception, reprographics, pupil records and data, and general office functions.

To manage, maintain and operate the School’s computerised financial management systems and SIMS.

To manage the recollection of payroll information from the LEA local network to ensure full reconciliation and accurate staff salary payments.

To establish procedures for all aspects of salary management, including administration associated with setting up new staff on the County Council payroll system, arrangements for resolving pay queries/pay errors, alterations to staff pay and information relating to final payments for staff leaving the school, and appropriate record keeping of all such information.

To ensure regular checks, records and inventories are maintained and the relevant controls take place for audit purposes.

General Responsibilities

To remain aware of and adhere to the school/college’s child protection policy and procedures.

To be aware and to adhere to applicable rules, regulations, legislation and procedures e.g. School Equal Opportunities policy/Code of Conduct), national legislation (Health and Safety, Data Protection).

To maintain confidentiality of information acquired in the course of undertaking duties for the School.

To be responsible for your own continuing self-development, undertaking training as appropriate.

To undertake other duties appropriate to the grading of the post as required.

Date Prepared: April 2003

Prepared by: Cornwall Council

PERSON SPECIFICATION

Job Title: Bursar/ Finance & Administration Manager

Department: School based

Person specification prepared by: Cornwall Council

Date: April 2003

ATTRIBUTES / ESSENTIAL / DESIRABLE / HOW IDENTIFIED
Relevant Experience / Detailed knowledge, skills and practical experience of managing finances and administration, including good experience of working at management level.
Experience of financial and accounting work. / Experience of working within a school/college environment. / Application form.
Interview.
Education & Training / Attainment of a degree or a full professional qualification (or equivalent). As an alternative, extensive relevant experience may demonstrate an equivalent level of knowledge & skills.
Attainment of AAT qualification or equivalent. / Application form.
Interview.
Special Knowledge & Skills / Numeracy and literacy skills.
Good ICT skills.
Management & supervisory skills.
Report writing & presentation skills.
Organisational skills. / Knowledge of school or college administrative & accounting systems, manual and computerised. / Interview.
Any Additional Factors / Self-motivated & enthusiastic.
Able to work under pressure, use own initiative.
Professional & friendly approach.
Comfortable with children & young people.
Displays an awareness, understanding and commitment to the protection and safeguarding of children and young people. / Interview.

GLPC JOB EVALUATION SCHEME

JOB INFORMATION QUESTIONNAIRE

Cornwall Council

Job Title: / Bursar/Finance & Administration Manager
Present Job Grade: / J
Department: / Children, Schools and Families
Service: / School based
Section: / Finance & Administration
Job Evaluation Code: / CYSH014
Immediate Line Manager’s
Job Title: / Headteacher
CONTENTS AGREED BY:
Name of Job Analyst:
Liz Sandland/Nicky Cook
Date: 24 April 2003 / Name of Manager:
Date:

Supervision / Management of People

Does the post holder supervise/ manage other staff?
(Whether permanent, temporarily assigned, shared, contract or others) / Yes / No

If NO go to the Creativity & Innovation section on page 4.

If YES, Please complete the table(s) below as appropriate:

Complete this table if the post holder has full and ongoing responsibility for Council employees
Specify the ACTUAL number of employees. Part time, job share and full time staff should be treated equally - count the actual number of people for which the jobholder has supervisory or managerial responsibility, either directly or through others (i.e. staff who are managed by a subordinate).
Project Staff – include the number of staff for which the post holder has complete supervisory responsibility on a near continual basis (in the course of a project or number of consecutive projects). / 11 - 15
Identify the job title(s) of the staff and the number of post holders against each title
Job Title
Administrative staff
Secretarial staff
Financial Staff / Number of staff
11 - 15
In relation to direct reports, identify the nature of the responsibility. In particular does the post holder:
Allocate, instruct, direct, organise work: / Yes / No
Check work: / Yes / No
Provide training: / Yes / No
Undertake appraisal: / Yes / No
Discipline staff if necessary: / Yes / No
Are staff in the same section? Yes / No
If yes, please specify the name / title of the section: / If no, specify the different section names:
Office staff (ie: admin, secretarial, finance)
Is there more than one occupational group Yes / No
If yes, please specify the occupational groups:
Office & finance.

Complete this table if the post holder has full and ongoing responsibility for Council employees – continued.

Does the post holder face an extra demand due to the fact that staff are located at different bases or highly mobile? If yes, please describe the nature of the dispersal: Yes / No
In the case of highly mobile staff, specify (on average) the number of days per week the staff are away from the post holder’s office.
Complete this table where the post holder’s responsibility for Council employees is for temporary assigned or shared employees (this includes responsibility for seasonal staff and must be for a minimum of four weeks per year).
Specify the ACTUAL number of employees.
Recurring supervision of temporary staff or seasonal variations should be averaged on an annual basis.
Project Staff – consider situations where there is less than complete supervisory responsibility and/or projects are on a less than continuous basis.
Deputising – include those staff which the post holder has temporary supervisory responsibility for a limited period (e.g. absence cover).
Identify the job title (s) of the staff and the number of post holders against each title
Job Title / Number of staff
In relation to the above staff identify the nature of the responsibility. In particular does the post holder
Allocate, instruct, direct, organise work: / Yes / No
Check work: / Yes / No
Provide training: / Yes / No
For contract workers or agency staff ONLY
Specify the ACTUAL number of employees averaged over a typical year.
Contract staff should be subject to regular monitoring and issuing of directions and instructions. / 11 - 15
Identify the job title (s) of the staff and the number of post holders against each title:
Job Title
Possibly catering staff, cleaning staff contracts, buildings contractors on a temporary basis the event of building work taking place on the school premises. / Number of staff
11 - 15
Please describe the nature of the responsibility:
Overall responsibility for the management of contract staff.

Creativity and innovation

This section considers the extent to which the job requires innovative and imagination responses to issues and the resolution of problems.

Please give examples of creativity and innovation which the job requires and for each example indicate frequency. The fullest range of potentially creative work should be taken into account. This can be exercised in a number of ways including, for example: caring and counselling; design and application of information technology systems; creation and planning of menus; repair and maintenance of landscapes, buildings, plant and machinery; cleanliness and well being of the environment; preparation of plans and drawings, development of policy, practice and procedures and in the use of the written and spoken word.

Example
Preparing school budgets, providing budgetary forecasts, projections and estimates.
Providing financial advice to the school management team and headteacher.
Producing regular reports to budget holders, headteacher, management team & governors.
Devising operational procedures and working practices relating to financial and accounting systems, security systems, programmes of work for staff etc.
Negotiating with providers of goods and services, conducting regular reviews of arrangements with contractors to ensure value for money and high standards of service.
Managing building projects.
Co-ordinating the recruitment and selection of new staff.
Undertaking staff appraisals, completing training needs analyses for staff. / Frequency
Annually
Daily
Monthly
Termly/ ongoing
Ongoing/ as required
As required
Termly
Annually

Describe any instances where the post holder has to find a solution or a new response to issues.

New responses may include the post holder generating ideas with regard to income generation schemes, including lettings and sponsorship ventures.

Solutions with regard to school security arrangements where these may be subject to review.

The postholder may be required to resolve or respond to accommodation issues, regarding pupils or staff.

The post holder may be required to provide a new response or solution with regard to the review of staffing structures and proposed recruitment of new staff in the event of staff leaving or new work coming into the department.

In the event of contracts coming to an end, the postholder would be required to review contractual arrangements/potential contractors and to negotiate new contracts in order to ensure the best arrangements for the school.

Give examples of the post holder’s response to problems and indicate the frequency for each example: