ASSISTANT BUSINESS MANAGER
JOB DESCRIPTION
Job Title:
Assistant Business Manager
Grade: 7
Full time:
37 hours per week – All Year Round
Section:
Location:
Ernesford Grange Community Academy
Finance Office
JOB PURPOSE:
 To ensure that the Finance and Information Management Office provides an efficient service to
staff, students, parents and clients of the Academy at all times.
 To lead on health and safety, cashless catering, uniform supply, lettings and First Aid
DESCRIPTION OF DUTIES AND RESPONSIBILITIES:
Finance
1. To be responsible for the oversight and supervision of the accurate input of information onto the
financial computer accounting system (PS financials) managing all transactions in accordance with
the Governors and DfE regulations, as outlined in the Academy Finance handbook.
2. To be responsible for providing the Business Manager of the Academy with up-to-date and accurate
information at the end of each month about the status of all budgets and cost centres.
3. To be responsible for ensuring that all cost centre budget holders are provided with up-to-date and
accurate information about the status of their budgets at the end of each month.
4. To be responsible for ensuring that all earmarked monies and funding for training are claimed
through the appropriate procedures and that the Business Manager and Academic staff with
responsibility for earmarked funds are supported.
5. To ensure that the receipt, recording and banking of all monies, and the management of petty cash
interest and bank accounts are carried out efficiently and in accordance with financial regulations.
6. To be responsible for ensuring that all budget cost centre holders are able to maintain an up-to-date
register for non-consumable resources and equipment purchases.
7. To be responsible for assisting the Business and Finance Manager in preparing for audits of the
Academy’s accounts
8. To undertake to maintain a continuous review of the effectiveness and efficiency of the financial
systems and procedures in the Academy
External Users
9. To be responsible for ensuring the administrative co-ordination of the hiring of the Academy by
external organisations including the collection of fees and charges.
10. To ensure that Site Services Officers are provided with the necessary information in order for them
to manage the opening and closing of the facilities.
11. To maintain an up-to-date and accurate records of all organisations hiring or using the premises,
including a record of the names, addresses and telephone number of the responsible person.
12. To be responsible for ensuring that meticulous procedures association with the hiring of premises,
including the collection and accounting of fees and charges, are undertaken.
13. To provide information to the staff, and general public about the use of the Academy and to promote
its reputation as a Centre.
Reception
14. To be responsible for providing a personal reception service to staff, students, parents and the
general public which ensures that effective, user friendly information and advice is provided at all
times.
15. To be responsible for ensuring that a telephone reception service is provided in such a way as to
enable people to access the information or staff needed in an efficient and user-friendly manner.
16. To ensure that accurate messages are received and conveyed to staff as necessary.
17. To be responsible for the distribution of all incoming mail throughout the Academy.
18. To support with attendance issues in the absence of the attendance clerk
19. To take the lead on free school meals and ensure that the academy achieves maximum take up.
Access in the building
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To be responsible for issuing staff and student ID
Accident Reports (staff & students)
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Collating/following up any accidents
Preparing termly reports for governors
Liaising as appropriate with insurance company
Health & Safety
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To assist the business manager with health and safety
Ensure that departmental risk assessments are completed
Oversight of First Aid
Insurance
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To be the first point of contact for any insurance claims
To ensure that all insurance claims against damage or theft are processed according to the
conditions of insurance cover in a timely and efficient manner.
To be responsible for ensuring that staff are clear about any insurance procedures for trips etc
Parentpay
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To oversee the use of parent pay with staff, students and parents
Uniform
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To oversee the selling of uniform
To liaise with Uniform supplier
To promote with parents and students
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To ensure that it is easy for parents and students to purchase uniform
Cashless Catering
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To be the first point of contact with the cashless catering company
To provide updates on usage
To ensure that any student issues are resolved
To promote use of parent pay linked to cashless catering
General
20. To deputise in the absence of the Business Manager in relation to finance and administration of the
Academy.
21. To be responsible for overseeing, supervising and co-ordinating the work of staff in the Finance and
reception team
To supervise:
Finance Assistants
Office Manager/Admin staff
Receptionists
First Aiders
To be supervised by:
The Business and Finance Manager of the Multi Academy Trust
Duties, which include processing of any Personal Data, must be undertaken within the Corporate
Data Protection Guidelines [Data Protection Act 1998].
ASSISTANT BUSINESS MANAGER
PERSONNEL SPECIFICATION
ATTRIBUTES
KNOWLEDGE
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SKILLS
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ABILITIES
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EDUCATIONAL
ACHIEVEMENTS
EXPERIENCE
CONTRAINDICATORS
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REQUIREMENTS
Academy financial procedures
Throughout understanding of structure and organisation of SIMS
Understanding of administration systems including filing, recording
Prioritise and organise workloads to meet deadlines, cope with interruptions
and remain calm under pressure.
Health and safety regulations in a school setting
Maintain financial records and have book-keeping and accountancy skills of
a high order
Use computer systems to record information and generate reports
Use computer accurately word process
Inputting and generating accurate reports on SIMS software systems
Co-ordinating and prioritising of work
Operate telephone system and office equipment
Liaise and communicate effectively by telephone or on an inter-personal
level to obtain/give information in a courteous way, and to resolve
queries/filter callers where appropriate
Financial accounting skills such as budget handling income and expenditure
accounts, estimates, reconciliation and interpretation of accounts
Produce reports and accounting information
Manage people so that they can take responsibility and be accountable
Be flexible, tolerant and a problem solver
Able to supervise clerical staff in specific areas of financial records
Advise on preparation of annual budgets
Monitor expenditure against budgets and reports on variations
Stay calm in the presence of irate visitors and follow agreed guidelines for
such situations, cope with interruptions, use initiative
Maintain and update manual and computerised records and filing systems
relating to students, finance, exams and other Academy matters using
appropriate software as required
Provide support on matters relating to the site and associated services,
including liaison with external agencies as required
Achieved a level of education and/or experience equivalent of 5+ GCSE’s
A-C
Accreditation via recognised courses in word processing, SIMS
Academy accounting/finance procedures, preferably in an education setting
Working within a team of finance/administrative staff
Unwilling to utilise or learn new technology applications
Unwilling to work in a multi-cultural setting
Unable to recognise importance of security and confidentiality
Unable to work hours required or provide flexibility e.g. evening work or
occasional additional hours if needed
Dislike of association with children aged 11-19 years
Unwilling to undertake staff training and development courses, some of
which may be outside normal working hours
Lack of adequate literacy/numeracy/computer skills
Unwilling to work within explicit ethos of a Community College or accept its
principles
[This post is exempt from the provisions of the Rehabilitation of Offenders Act 1974. A Criminal
Record Disclosure will be required prior to appointment].