Herschel Grammar School
Responsible to: Headteacher
Main purpose of the job
The Business Manager will be accountable to the Headteacher for the financial, administrative, catering
and premises leadership and management of the school and personnel employed in these areas. The
Business Manager will be a member of the Senior Leadership Team. The Business Manager will apply at
all times the principle of best value for money when procuring and deploying resources.
The post holder will have a key role to play in the school and will be expected to represent the school in
the wider community and at specific school events.
1.i. The Business Manager will be part of the Senior Management Team
1.ii. Ensure that Health and safety regulations are complied with - by working with Faculty Heads,
Catering Manager, Cleaning Supervisor and Site staff.
1.iii. Line management of all site staff, caterers, cleaners and office finance/administration staff
1.iv. Recruitment of all Support Staff
1.v. Direct Supervision of the two Finance Assistants
1.vi. Oversee the ‘Private Account’ function
1.vii. Ensure that all invoices are paid promptly and within the terms of trade agreed with the supplier of
goods or services
1.viii. Negotiate and enter into all contracts on behalf of the school
2.i. Prepare tenders and process when applicable, through to appointment of consultants and
2.ii. Negotiation of all contracts and agreements
2.iii. Capital buildings programmes - application for funds, liaison with consultants, - contractors and
other professional people
2.iv. Oversight of the management of Herschel Sports and the management contract with Slough
2.v. Overall responsibility for the day to day maintenance of the site
3.i. Generally responsible for the school accounts
3.ii. Monthly Bank reconciliation
3.iii. Overseeing the operation of finances for the Rotunda and the Conference Account
3.iv. Nominal Account transactions
3.v. Preparing documentation for Auditor
3.vi. Finalising annual accounts at the direction of the Auditor
3.v. Prepare annual report which accompanies the annual financial accounts as approved by the
3.vi. Preparation and control of budget and all associated returns
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3.vii. Reviewing Financial Procedures document and placing this before the Governing Body for
3.viii. Monitoring the application of financial procedures
3.ix. Income generation
3.x. Liaison with sponsors
3.xi. Prepare documentation for Responsible Officer, present their report to the Finance & Personnel
Committee of the governing Body and deal with any shortcomings
4.i. Point of reference for Site Controller regarding transport issues
4.ii. Book places for pupils travelling in school vehicles to and from school daily.
4.iii. Fix the annual cost of daily transport for pupils to and from school.
4.vi. Deal with the contract for the coach driver and any additional vehicles needed to run a daily
service for pupils to and from school.
4.vi. Organise the routes for all vehicles dealing with daily pupil transport – liaising with the drivers and
4.vii. Oversee collection of transport fees by Finance Assistant and instruct Finance Assistant on how
to deal with non payers
4.viii. Deal with discipline issues arising during daily transport of pupils to and from school and if
necessary involving the Head of Year.
4.ix. Deal with any question/issue arising from parents of pupils using the daily school transport
5. Financial Control
5.i. Be fully conversant with the accounting procedures as laid down in the Finance Manual (also to
present updated proposals to Finance & Staffing Committee of Governing Body
5.ii. Prepare the returns required by the Local Authority and to draft the annual statement of accounts
for agreement by the auditors.
5.iii. Compile the schools annual budget in accordance with any guidelines issued by the Local
Authority and to be based on the Local Authority’s indicative budget and updated by the final
budget. A rolling 3 year budget to be maintained and updated throughout this period.
5.iv. Prepare the annual budget for teaching and support staff in line with the existing contract
arrangements, expected pay increases and the Headteacher’s future staffing plans.
5.v. Prepare financial reports for the Headteacher and the Finance and Personnel Committee of the
Governing Body, to monitor the schools budget and to advise on variations.
5.vi. On financial reports to the Headteacher and Governors show projected over and under-spends
and advise on the options available for varying expenditure.
5.vii. Monitor the financial effects of appointments of teaching staff and support staff and other staffing
matters such as maternity leave and the engagement of supply staff
5.viii. Be fully conversant with the schools computerised accounting system.
5.ix. Prepare and maintain any reports, records and accounts as are required
5.x. Ensure proper systems are in place for the safe control of monies on site, with particular
reference to money collected from students for activities of any kind or for the supply of goods or
5.xi Monitor the receipt and proper expenditure of all Grants paid to the school.
5.xii. Obtain best value for money for all purchases
5.xiii. Oversight of the Payroll contract, checking that changes implemented and undertaking prima-
facie checks each month
6. Clerk to the Governing Body
6.i. Convening meetings of the Governing Body and its committees, including appeal committees
6.ii. Preparation of agenda and associated papers
6.iii. Obtaining and disseminating information as required and keeping Governors informed of matters
which properly affect them
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6.iv. Preparing and maintaining standing orders
6.v. Ensuring that all requirements laid down by statute and the DCSF, or other bodies are observed
6.vi. Undertaking such duties as the Chairman of Governors may require
6.vii. Making necessary arrangements for statutory committees as required
6.viii. Ensuring that all relevant persons are informed of the decisions of the Governing Body and its
committees and that those decisions are implemented
6.ix. Hold the register of Interests
6.x. Acting as Librarian for relevant documentation received from the DCSF and other bodies
6.xi. Acting as Returning Officer for any parent or teacher Governor vacancies
6.xii. Undertaking such other duties relating to the Governing Body and its Committees as the
Chairman of the Board or its Committees may require
The Clerk will be responsible to the Chairman of the Governing Body
This job description is designed to outline the main duties and responsibilities associated with the post
but is not intended to be an exhaustive list of all duties performed. It will be reviewed each year and it
may be subject to modification or amendment at any time after consultation with the post-holder or
During the course of your employment you may see, hear or have access to, information on matters of a
confidential nature relating to the work of Herschel Grammar School or to the health and personal affairs of pupils
and staff. Under no circumstances should such information be divulged or passed on to any unauthorised person
During the course of your employment you will have access to data and personal information that must be
processed in accordance with the terms and conditions of the Data Protection Act 1984.
Herschel Grammar School is committed to following and adhering to the Department for Children, Schools and
Families guidance entitled "Safeguarding Children and Safer Recruitment in Education" (January 2007). It is the
individual's responsibility to promote and safeguard the welfare of children and young people in the School.
Satisfactory CRB clearance is required for this post.
Health and Safety
You are required to comply with the school’s Health and Safety policy at all times.
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