Job Description: Strategic Business Manager

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1 Job details School: Federation of Cherry Oak School, Victoria School & Victoria College Salary: GR 6 Hours: 36.5 Contract type: Full Time Responsible to: Executive Head Teacher Direct Line Manager for: HR Officer / Site Manager / Building Services Manager / ICT Network Manager / Finance Officer / Senior Secretary / PA to Executive Head Teacher / General Assistant / General Assistant Laundry Indirect Line Manager for: Administration Assistant HR / Administration Assistant Finance / Building Services Manager / Assistant Building Services Supervisor / ICT Technician / Administration Assistant Pupils / Clerical Assistant Main purpose To play a full and active part in the federation and individual school leadership teams with specific responsibility for leading and developing support services to ensure that appropriate systems are in place to enable the successful function of Teaching and Learning. Specific duties and responsibilities Leadership Play a full and active part in the School Leadership Teams across the federation, with specific responsibility for leading/developing support services; Provide leadership and guidance for all support staff, including direct line management responsibility where appropriate; Attend and participate in such meetings / working groups as are appropriate to the role, including attendance at all Governing Body meetings;

2 Strategic Planning Ensure the federation makes the best possible use of resources through effective strategic planning, including consideration of all financial implications; In liaison with the Executive Head Teacher, ensure as process for the regular review and development of policies; Produce timely and fully costed proposals ensuring they are sustainable, for example, through fiveyear 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. Management Manage the staff and disciplines of finance, human resource management, ICT, estate management, whole-school administration, and marketing; Manage the processes for the review and development of roles, responsibilities and conduct of staff within the above disciplines. Risk Management and Sustainability Develop an effective risk management plan, for example, in finance, health and safety and in the management of any third-party service contracts; Develop and implement a disaster recovery / resilience strategy to include a detailed plan; Negotiate, manage and monitor contracts, tenders and agreements ensuring best value at all times; Manage all aspects of school business management in a sustainable and eco-friendly manner; To produce long term development plans to ensure sustainability across the federation, whilst considering the needs of each individual setting within the federation. Finance Manage the preparation of annual estimates of income and expenditure for approval by the Executive Head Teacher and governors; ensuring that estimates are linked to Improvement Planning; Oversee, monitor and develop the federation s accounting procedures, ensuring compliance with all financial regulations and audit requirements for all accounts across the federation; Regular monitoring of monthly and annual salaries for all staff across the federation, including additional payments; advising staff members and governors accordingly of any discrepancies and rectifying these promptly. Page 2 of 6

3 In liaison with our external financial provider, oversee the regular preparation of management accounts and reports on the financial state for governors and school staff as necessary; Advise the Executive Head Teacher 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 federation settings; Ensure compliance with the Schools Financial Value Standards; Use financial management information and tools, to identify areas of relative spending, assess trends and directly advise the leadership group accordingly; Maximise income generation within the ethos of the school, ensure best value principals are adopted, for example, in extended activities; Secure funds to which the schools and college is entitled; acting as point of contact with central and other agencies with regard to grant applications, gifts and other donations; Secure bid-based competitive funds through effective use of bidding systems and contacts, and manage these funds in line with the bid objectives and rules; Act as point of contact for external organisations for fundraising, joint projects and community pay back opportunities. Procurement Ensure a competitive process that ensures best value for the federation and complies with LA/DfE guidance; Negotiate, manage and monitor contracts, tenders and agreements for the provision of support services such as catering and cleaning; reviewing these regularly to ensure best value is continually being obtained; Purchase, either directly or indirectly, other supplies and services across the federation to ensure continuity in all disciplines of responsibility; monitor these contracts to ensure best value. Seek professional advice on insurance and advise the governors on the appropriate insurances for the federation; implementing and monitoring the approved insurances regularly; Human Resource Management Oversee general personnel processes including recruitment, employment clearance (medical checks, safeguarding, immigration) induction, attendance, leave, discipline and performance management, and advise the Leadership Team accordingly. Completion of relevant paperwork to trigger HR processes. Page 3 of 6

4 Oversee and monitor all employment contracts across the federation, consulting and advising staff and governors accordingly of any discrepancies or changes promptly; Advise governors on assessment of salaries, expenses, sickness, special leave and maternity procedures, redundancy and matters of disciplinary actions; Act as principle point of liaison for Professional Associations, including chairing of meetings and attending employment tribunals as necessary; Be directly involved in the recruitment of support staff across the federation; Advise governors on the policy needed to comply with legislation concerning employment protection, equal pay, sex discrimination, etc, and the implementation of these policies in school; Seek appropriate professional advice on issues concerning employment law and advising staff and governors according to this advice; Formulate, monitor and implement the school s safety policy to comply with the requirements of Health and Safety at Work Act and other legislation; Facilitate closer working relationships across the federation and between teaching and support staff; Develop school policies for working with outside agencies/consultants. Ensure that staff records held in the school by others are held in line with Data Protection regulations. Premise Management Act as the federation health and safety coordinator and fire officer; Manage the maintenance of the sites and buildings, the preparation of maintenance schedules and the efficient operation of all facilities on the property. In addition oversee the maintenance and development of plant for lighting, heating, domestic hot water, cooking, ventilation, water softening, energy conservation, etc. In cooperation with the professional services, manage the installation and maintenance of equipment for protection against, and escape from, fire. Initiate and monitor records of regular fire practices and alarm tests, including the preparation of fire risk assessment. Ensure emergency procedures are current and timely; Oversee the management of the upkeep of all external areas; negotiating the maintenance boundaries with neighboring properties; Manage the processes for the purchase, repair and maintenance of all furniture and fittings; Oversee and monitor the management of the security of the federation sites; Page 4 of 6

5 Understand health and safety regulations, particularly the main issues specific to the individual settings within the federation and how they relate to pupils, students, staff, visitors, contractors and other users of the premises and facilities; Manage the letting of the federation premises to outside organisations and federations staff, and the development of extended activities with particular reference to the local community; Draw up outline specifications for premise developments; managing the processes for obtaining tenders, planning permissions and LA approvals, and acting as project manager for these developments; Know about risk assessment tools and how to use them to identify hazards within the school and the associated risks involved. Oversee the implementation of risk assessments related to the premises and users of the premises; Develop the elements of a comprehensive disaster recovery plan and operate the elements linked to resource management responsibility; Implement risk management and loss prevention strategies across the federation to reduce insurance costs and limit disruption to school functions. Advise staff and governors, seeking professional advice where appropriate, on matters relating to health and safety and premise management. To be a designated key holder across the federation. Whole School Administration Manage all administrative functions including the administrative ICT facilities across the federation; developing and implementing improvement plans; Oversee the sharing of best practice across all administration functions of the federation; Provide support functions for the preparation and production of all school records and publications; Oversee the management of pupil/student records, including the analysis of data and, in conjunction with teaching colleagues, form strategies to address specific issues; Obtain the necessary licenses and permissions, and ensure their relevance and timeliness; Manage the federation s administrative and financial computer network systems; the implementation of appropriate management information systems; and the full computerisation of the administration accounting and record systems. Ensure effective liaison with relevant professionals and agencies. For example by linking to a learning network and accessing training in order to develop the effectiveness of all administration functions across the federation. Page 5 of 6

6 Other Duties The requirement to work across all settings of the federation to enable the successful completion of the tasks outlined in this job description, and to ensure continuity of effective support services; Attend and participate in training and staff development programmes as appropriate, including adhering to the principles of appraisal; The responsibility for promoting and safeguarding the welfare of children and young people; To ensure all tasks are carried out with due regard to Health and Safety; To adhere to the ethos of the school and promoting the values and behaviours of Birmingham City Council; Set an example of personal integrity and professionalism at all times; Attend meetings and events which may fall outside of your normal working hours, as requested by your Line Manager; Any other reasonable tasks commensurate with the role to include before during and after school duties as member of Leadership Team. Notes This is illustrative of the general nature and level of responsibility of the work to be undertaken, commensurate with the grade. It is not a comprehensive list of all tasks that the post holder will carry out. This job description may be amended at any time in consultation with the post holder. Last review date: January 2017 Next review date: As deemed appropriate by the Leadership Team Line manager s signature: Date: Post holder s signature: Date: Page 6 of 6

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