Christ the King Catholic Primary School

Job Description for a School Admin Officer

POST: School Admin Officer

GRADE; Permanent

RESPONSIBLE TO; Headteacher

RESPONSIBLE FOR; School Office, Finance & Personnel Administration,

and Health & Safety

POST OBJECTIVE:

1. To give strategic direction and leadership to all aspects of budget and finance.

2 To promote the highest standards of business ethos within the administrative function
of the school and strategically ensure the most effective use of resources in support of
the school’s learning objectives.

3. To be responsible for the Financial Management/Administration Management/

Management Information and IT/Human Resource Management/Site Management and
Health & Safety Management of the School.

4. To lead, operate, maintain and develop financial procedures and systems of the school,
in co-operation with the leadership team and governors, ensuring that legal and safety
requirements with regard to people, property and function of the school are
maintained.

DUTIES AND RESPONSIBILITIES:

Leadership & Management

1 To lead, develop and manage the financial, administrative and personnel related
operations at the school to ensure the correct implementation of school, Diocesan, LA and
DFE policies, procedures and regulations.

2. To attend all Governor meetings, which includes the collation of and production of all
relevant correspondence. Prepare and present financial information at the Governing
body meetings and all relevant committee meetings.

4. To contribute to the school’s development and assist the Headteacher as and where
appropriate.
5. To support the work of the Senior Leadership Team in the exercise of their operational
responsibility.

6. To assist in the formulation of the School Improvement Plan, to ensure that the
budget setting process takes into account the school’s priorities for development.

7. To take delegated responsibility for financial decisions following appropriate discussions

with the Headteacher.

Financial Management

1. To lead, develop and manage the financial and budgetary processes of the school to ensure
that the school derives maximum benefit from its budget. To include:

 Consultation with the Headteacher, Governors and SLT in order to prepare a

realistic and balanced budget
 Financial advice to the Headteacher and Governors by the way of termly finance
reports, which are presented at governor meetings.
 Submission of the proposed budget to the Headteacher and Governors for approval
 Discuss, negotiate and agree the final budget
 Identify and inform of any variances and corrective action required
 Propose revisions to the budget if necessary in response to significant or
unforeseen developments.
 Provide ongoing budgetary information to Headteacher, SLT and Governors
 i.e. Budget Monitoring Reports, Benchmarking Report, CFR Return, Financial
Summary and Statement of Internal Control.

2 To ensure the school operates an effective system of financial management and control,
including payment of invoices, collection of monies, and reconciliation of accounts to
include the Budget, School Fund and Imprest Account. Therefore adhering to audit
requirements and working towards the new financial standard SFVS.

3. To oversee the maintenance of the School Inventory and Off-Site Register.

4. To ensure that the school meets all statutory and legal requirements concerning finan-
cial management and to liaise with external auditors as and when required.

5. To advise the Headteacher and Governors on strategic financial management providing

termly reports and information.

6. To advise the Headteacher and Governors, and as appropriate, manage processes for
tendering and negotiating contracts.

7. To ensure that competitive ‘Best Value’ quotes are secured for the provision of goods and
services.

8. To ensure the correct treatment of VAT.

9. To ensure all payroll related data is accurate and submitted on time.

10. To develop, implement and revise as necessary existing financial systems to support effi-
ciently the functions of the school.

11. To oversee the letting of the school premises to outside organisations and advise where
necessary with regard to Charges and Remissions.

12. To advise the Headteacher and Governors if fraudulent activities are suspected or un-
covered.

Personnel Management

1. To assist the Headteacher in the process of recruitment and selection of staff which in-
cludes:

- Staff advertisements, appointments and associated paperwork including interview-

ing of support staff and devising question matrix for interviews
- CRB clearance for new and existing appointments
- Medical checks
- References
- To liase with the education authority personnel department, who are currently
contracted by the school to issue contracts of employment.
- To give advice to Governors on assessment of salaries, expenses, sickness and
maternity procedures, redundancy and other matters of dismissal.
- To maintain staff records and to ensure that staff records held in the school are
kept confidential. This includes the administration and responsibility of the Single
Central Record.

2. Maintain and update personnel database (Workforce)

3. To maintain monthly staffing returns and SSP records for all staff.

4. Personnel employment law advisor to Governors and Headteacher.

5. To undertake any training appropriate to the job.

7. To arrange supply cover for teaching and support staff as and when required (first
point of contact for staff reporting their sickness).

8. To liaise with Teaching Assistants and Midday Supervisors in matters

relating to sickness/ supply cover.

9. To update the staff handbook annually in conjunction with the Headteacher.

10. To ensure that safeguarding procedures are adhered to at all times.

Administration Management

1.. Design and maintain administrative systems that deliver outcomes based on the
school’s aims and goals.

2.. Establish and use effective methods to review and improve administrative systems.

3.To prepare or oversee the preparation of information for publications and returns to the
DFE, other agencies and stakeholders within statutory guidelines.

Management Information and IT

1. To co-ordinate, manage and develop the school’s management information system and
its application, to ensure the provision of quality management information and the
minimisation of the administrative burden on teaching staff.

2. To act as IT administrative systems manager including responsibility for Data Protec-

tion.

3. To carry out regular back-ups as defined in the Computer Disaster Recovery Plan.

4. To ensure that the school meets all statutory and legal requirements concerning infor-
mation
i.e. returns to the LA and DFE.
Health & Safety

1. Act as the school’s Health & Safety Co-ordinator and attend training as appropriate.

2. Ensure the school’s written Health & Safety Policy is clearly communicated and availa-
ble to all people.

3. Ensure the Health & Safety Policy is implemented at all times, put into practice and is
subject to review and assessment at regular intervals or as situations change.

4. To ensure that the school identifies, assesses and manages risk, contributing to the
production of appropriate risk assessments, where necessary.

5. To know about the main health and safety issues specific to the school and how they
relate to students, staff, visitors and contractors.

6. To carry out regular Health & Safety workplace inspections and submit reports to the
Headteacher and Resources Management Committee as appropriate.
7. Work in co-operation with the Fire Service. To ensure emergency procedures are current
and timely, including risk assessment.

8. To maintain the Critical Incident Management Plan.

9. To ensure that the school is properly and competitively insured.

The job description may be amended at any time but only after mutual
discussion and consultation.
General

1. To liaise with and establish effective working relationships with all stakeholders.

2. Market the school positively with the media and with the local community at all availa-
ble opportunities.

3. To organise the relevant cover for any staff absences within school being the first point
of contact for staff to notify if they are sick or unable to attend school.

4. To actively promote the values and ethos of the school, acting as a positive role model to
all members of the school community.

5. To ensure that the school presents itself to its stakeholders in an efficient manner,
which is consistent with the school’s ethos and mission.

6. To seek advice from appropriate outside agencies in the provision of financial, person-
nel, administrative and health & safety services to the school, attending meetings as re-
quired.

7. Visionary and driver in parent communications: write newsletters, implementation of

parentmail text systems.

8. Mentoring and coaching of administration staff at other schools and leading initiatives
in conjunction with our cluster of schools ensuring termly meetings take place to share
best value.

9. To undertake any other duties which are commensurate with the grade and level of re-
sponsibility of the post.