THE TIFFIN GIRLS’ SCHOOL Richmond Road, Kingston upon Thames, Surrey KT2 5PL tel 020 8546 0773 fax 020 8547 0191 email@example.com www.tiffingirls.kingston.sch.uk Head Teacher Vanessa Ward MA JOB DESCRIPTION: DIRECTOR OF FINANCE AND OPERATIONS Job Title: Director of Finance and Operations Location: The Tiffin Girls’ School Purpose: A member of the senior leadership team whose role is to ensure outstanding efficiency and effectiveness of all aspects of non-teaching Support to the School including finance, facilities and administration. Providing advice and support to the Headteacher and Governing Body, ensuring the achievement of the School’s strategic aims. Responsibilities: Responsible directly to the governors for matters of school governance and financial probity and to the Headteacher for day to day administration, including the contribution to longer term strategic plans for the School. General Duties Finance: The DFO is responsible, with the Finance Team, for: 1. advising the Headteacher and Governing Body on general financial policy and providing advice on any financial aspects impacting on strategic decisions. 2. preparing annual estimates of income and expenditure including the Support TGS company, The Kitbag and the catering operation. 3. reviewing monthly accounts, outturns, cash flow forecasts and balance sheet transactions and presenting regular management reports. 4. keeping the investment policy under review and investing surplus funds in accordance with the policy. 5. ensuring all aspects of payroll, including PAYE, pensions, NI and benefits in kind are properly administered. 6. organising special appeals and making bids for capital and minor funds. 7. keeping accurate financial records 8. preparing a three year assessment of the future financial performance of the School. 9. income generation (including lettings of premises and facilities, sponsorships etc.) 10. preparing financial appraisals of projects as required. 11. managing the preparation of the year end accounts file and annual reports for the auditors and drafting the statutory accounts in accordance with the Companies Act and SORP. 12. in consultation with the senior leadership team, negotiating and preparing the annual budget. 13. ensuring the preparation of accurate and timely returns to the YPLA, HMRC, Companies House and other government departments as required Management and Administration. The DFO will line manage and lead those Departments providing specialist support to the Headteacher, the Governing Body, the Senior Leadership Team and to teaching staff. Therefore the DFO manages those functions undertaken within finance, HR, premises, ICT support, data and all administration. Together with the relevant managers (e.g. in HR and IT) he or she is responsible for: 1. the implementation of regulations to comply with legislation concerning employment protection, equal pay, sex discrimination, the Freedom of Information Act, and other relevant employment law 2. producing and maintaining the school’s Disaster Recovery Plan 3. monitoring and implementing the requirements of Health and Safety at Work legislation and ensuring compliance 4. the employment and terms of service of all staff 5. the school’s administrative and reprographic service 6. supervising the school’s insurance in all forms and dealing with all insurance correspondence 7. managing the ICT Network Manager thereby ensuring the ICT infrastructure provides the services required by the school. 8. ensuring the ICT strategy is continually reviewed in order that the best solution for the school is provided taking into account financial constraints. 9. managing of all aspects of the Management Information System, including the application of the Data Protection Act, acting as Data Controller responsible for data security and compliance 10. managing purchases within the purchasing policy and ensuring value for money. 11. overseeing and arranging the tendering process for and monitoring of external contracts (e.g. cleaning, major ICT procurements ). 12. maintaining records of contracts, guarantees and documentation relating to the upkeep of the buildings and the frequency cycle of statutory checks which are not annual e.g. fixed test installation. 13. acting as correspondent for the Department for Education and any other Government agency and being responsible for the records and returns required by them e.g. workforce and pupil census. 14. acting as Director of Support TGS Company and The Kitbag. 15. maintaining contact with the Statutory Authorities and with other organisations 16. establishing appropriate working relationships with all staff, including all teaching staff and especially with the Headteacher and Governors 17. dealing with day to day matters relating to non-academic staff. Premises and Facilities. Working with the Site Manager where appropriate, the DFO has overall responsibility for: 1. preparing long terms plans for the effective and efficient use of school premises including the Community Sports Centre 2. developing a costed, prioritised asset management plan which informs the programme for maintenance and capital works for the school 3. maintaining school buildings, preparing maintenance schedules and keeping records and managing the cleaning, whether through contractors or directly employed staff 4. drawing up outline specifications for new buildings, obtaining tenders, planning permission, and liaising with architects to ensure best value and any building programs are met within budget and on time 5. overseeing of all building work undertaken at the school, including managing small builds commissioned directly by the school in line with Construction (Design and Management) Regulations 6. liaising with a range of outside agencies as appropriate e.g. planning and building control. 7. commissioning, using and interpreting conditions and suitability surveys 8. the security of the Academies’ premises 9. the installation and maintenance of equipment for protection against and escape from fire or other emergency 10. the maintenance and efficiency of the installation and plant for electrical supply, heating, domestic hot water, cooking, water-softening, etc. 11. the supervision of the lighting and ventilation of the school buildings 12. monitoring all statutory Health and Safety contracts 13. the upkeep of playing fields, gardens, all-weather surfaces, astroturf and tennis courts 14. the maintenance of boundaries, footpaths and roads 15. the management of the school’s catering facilities, either through the use of specialist contractors or by directly employed staff The DFO may be required to undertake any other duties than those specified within this job description as required by the Headteacher.
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