Akiva School The 80 East End Road , London N3 2SY Tel: 020 8349 4980

Email: [email protected]

Head Teacher: Susy Stone MA

AKIVA SCHOOL JOB DESCRIPTION

Job Title: School Business Manager

School: Akiva School

Grade Range: £31,282 to £34,284 actual term time only + 3 weeks = 42 weeks Pt Scale 41 to 45 (£38,611 to £42,317 pro rata) (Dependant on experience)

Hours: 35 hours per week, Term Time plus 3 weeks = 42 weeks per annum

Reports to: Headteacher

Accountable to: Senior Leadership Team and Governing Body

Responsible for: Administration Team, Site Managers and Catering Staff

PURPOSE  To give strategic vision and leadership to all aspects of Finance, HR and Premises.  To lead, operate, maintain and develop the financial procedures and systems of the school, in co-operation with the Leadership Group and Governors, taking responsibility for recommending robust financial policies and ensuring sound financial management of the school.  In conjunction with the Headteacher, to be responsible for the school site and its buildings, their maintenance, development and efficient use.  To function as line manager for admin staff.  To play a central role in the Leadership Group.  To ensure that the school is fully prepared to meet OFSTED safeguarding and SFVS financial criteria.  To liaise with relevant members of the LA, DfE, Governors and Foundation.  To provide leadership in the collection and reporting of voluntary contribution.  To lead, operate, maintain and develop the financial procedures and systems of the foundation in co-operation with the Foundation Governors and ensure the sound financial management of the Foundation.  Comply with and assist with the development of policies and procedures relating to child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person.  Be aware of and support difference and ensure equal opportunities for all.  Contribute to the development and implementation of the overall ethos/work/aims of the School.  Develop constructive relationships and communicate with other agencies/professionals.  Participate in training and other learning activities and performance development as required.  Recognise own strengths and areas of expertise and use these to advise and support others.  Duties and responsibilities of the post may change over time as requirements and circumstances change. The person in the post may also be required to carry out such other duties consistent with the grade from time to time.  Promoting and having empathy with the aims, objectives and ethos of the School

Purpose of the job:

To manage all financial resources of the school and be a management and administrative resource to the school, developing strategies and plans for effective utilisation of the school’s resources, ensuring that the school’s assets and systems are deployed in support of the school’s objectives. To advise on personnel issues and procurement, coordinate and manage all contracts, provide reports for the Governing Body and manage the premises and administrative staff.

Duties and responsibilities:

Finance and Procurement

 In conjunction with the Headteacher to prepare a draft annual budget for the agreement of the Governors’ Finance Committee  To compare accounts against budgets  To prepare regular management accounts for budget holders  To prepare and maintain financial systems, in accordance with instructions received from the LA, for agreement by the Governors’ Finance Committee  To evaluate and manage school risks and report them to the Head Teacher and Governing Body  To use financial management information, especially benchmarking tools, to identify areas of relative spend, assess trends and advise the Head Teacher of any potential deficit or other finance related issues, their implications and make recommendations on possible solutions  To manage quality financial accounting systems which are consistent with the financial systems and minimise opportunities for fraud and misappropriation of school monies and resources  Monitor accounting procedures and resolve problems e.g. ordering, processing and payment of goods/services, operation of bank accounts including monthly reconciliations, maintaining asset register, preparing invoices and ensuring Best Value  To prepare final accounts and liaise with auditors for the School and Foundation  To collect and maximise parents’ contributions (including monitoring and projecting future income)  To be responsible for provision of payroll service for staff  To prepare financial returns for DfE, LA and other relevant bodies  To recoup out of borough funding and maternity reimbursements  To implement all upgrades to the administration system network and ensure backup for data  To train new staff on school systems  To keep abreast of Data Protection legislation and develop policy and procedures to ensure the school operates within data protection code  To assist with strategic advice to the SLT regarding the budget and long term financial planning.

Securing Funds

 To maximise income generation  To follow up with other agencies re grant applications, gifts and other donations  To oversee the management of the lettings of school premises  To oversee the collection of Voluntary Donations

General Management

 Where required, to manage the preparation of statistical returns and other statutory information as required by the Head Teacher and/or the Governing Body  To participate in internal and external meetings as required

Management of department

 To have overall responsibility for school’s administration function and financial computer network  To participate on interview panels and to coordinate induction for new administration, finance, welfare and premises staff as necessary  To manage, set objectives and carry out appraisals for department staff  To review and maintain appropriate staffing and efficiency levels  To ensure department staff receive appropriate training, (internal and external) to maximise their efficiency

Personnel

 To monitor payroll reports and ensure all pay costs are appropriate and budget areas are correctly charged  To oversee sickness management by monitoring sick leave, identifying sick management issues and raising? with the Head Teacher  To maintain computerised personnel records, ensuring accurate records of staff details, including type of contract, pay etc.  To advise staff and Head Teacher on specific personnel matters relating to employment  Ensuring safeguarding procedures are in place and adhered to, particularly in relation to the Single Central Record, DBS checking and recruitment.  Ensuring all HR processes and systems are legal, compliant with internal policies and best practice and are efficiently undertaken,

Whole School Admin

Management of school reception, office, reprographics, records, telephones, ICT facilities

 To ensure implementation of new computerised administration, accounts and record systems as necessary.  To act as correspondent for the DfE and to be responsible for the records and returns required for financial matters  To be responsible for obtaining the necessary licenses and permissions  To purchase contract management  To ensure education visits, including residentials are coordinated.  To be responsible for kitchen and school lunch management  Assisting the SLT by being responsible for administrative tasks that are integral to the smooth running of the School including public functions, educational visits, in-School events, educational visits and daily cover. (Support for School administration processes and the agreed needs of Teachers and Teaching Assistants)  Compliance with Data Protection (to include GDPR) and Freedom of Information Acts.  Overseeing all administrative systems and personnel to ensure the smooth running of processes and procedures.  Establishing and monitoring effective communication systems throughout the School including parents and carers and other agencies.

Premises Management

Premises strategy

 To input into the School Development Plan  To liaise with architect as appropriate  To represent the school on VA group and Asset Management

Basic premises management

 To purchase, repair and maintain all furniture and fittings  To purchase and manage telecoms system

Health and Safety Management

 To understand health and safety issues specific to the school and how they relate to students, staff, visitors and contractors

Services contract management

 To negotiate, manage and monitor contracts, tenders and agreements for provision of support services  To purchase the school’s energy supplies  To be responsible for the arrangements of the catering and cleaning.

Insurance

 To be responsible for seeking professional advice and advising Governors. Implementing and handling insurance claims

Akiva Foundation

 Oversee the collection of all donations.  To lead, operate, maintain and develop the financial procedures and systems of the Akiva School Foundation in cooperation with the Foundation Trustees.  Support the Foundation Trustees to ensure that it operates within the requirements of the Charity Commission.  Manage financial arrangements for the Year 6 Israel trip and Israel trip fund.  Manage receipt and expenditure of Devolved Capital Formula grants.

Risk assessment and hazard identification

 To know about risk assessment tools and how to use them to establish hazards within the school and the associated risk involved

Other

 To undertake such other duties as may be required by the Head Teacher, which is commensurate with the job and grade.

Person Specification

Job Title: School Business Manager

Qualifications: A School Business management qualification highly desirable or recognised management/business degree or equivalent work based professional experience.

Essential knowledge: Understanding of managerial and supervisory role in a professional environment Understanding of general principles in an educational setting Experience of strategic management of budgets and resources Able to deliver services and systems applicable for effective school management Knowledge of premises management including health and safety Knowledge/experience of voluntary aided institutions/HMRC/gift aid. Experience of administration of a charity.

Essential skills & abilities: Ability to work accurately under pressure and prioritise workload The skills to work effectively both on your own and as part of a team The ability to delegate and manage an effective team Excellent numeracy/literacy skills. Experience of maintaining manual and computerised financial systems Excellent office and ICT skills Ability to communicate verbally and written with all stakeholders Persuade, motivate, negotiate and influence all stakeholders Have emotional resilience and a high level of confidentiality Empathetic Future thinking

Essential experience: To have experience of: Working in a financial and or School financial management position at a Senior capacity Providing high-level administrative support including Managing staff and HR Procedures Developing, implementing and having an awareness of current education policies, procedures and legislation relating to schools Analyzing data, developing systems, problem solving and project management Premises or site management including knowledge of the application of Health & Safety in a School/college setting, including good practice relevant to maintenance and upkeep of a public building and the carrying out of risk assessments

Special conditions: The Governors and the Leadership Team believe prospective candidates would benefit from a visit to the School before applying. Demonstrable empathy with the aims and needs of the school. All appointments are subject to vetting, including an enhanced DBS check.

Akiva is a progressive Jewish primary school. It is an inclusive and egalitarian learning community, teaching our children to be happy, confident and knowledgeable citizens, with a love of Israel and all aspects of . Akiva children are taught to understand and respect themselves, others and the world. Successful learning is an active partnership between children their parents and teachers. At Akiva we see each child as an individual and provide a broad and dynamic, Jewish and secular curriculum reflecting their needs. earning and teaching.

confident, Jewish identity.

each other with kindness.

Akiva School was established in 1981. It became a two-form entry state-aided school in 2007 and moved into a new purpose-built state-of-the-art building in January 2008. The school benefits from being part of the largest Jewish communal site in Western Europe. The Sternberg Centre includes the headquarters of the Movement for , the College (where progressive and teachers are trained), New North London (Masorti) , a specialist Jewish bookshop and a café. Susy Stone MA was appointed Head Teacher of the school in September 2008. In July 2013 Akiva became Barnet’s first Thinking School. You can read about our accreditation at www.akivaschool.org In October 2014 Akiva had its most recent inspections by OFSTED and, simultaneously, by Pikuach (the Jewish inspection body). OFSTED judged Akiva to be a good school and Pikuach judged the Jewish provision as outstanding. You can read the reports at www.akivaschool.org