What follows is a list of responsibilities which the postholder at Ysgol Friars may be required to undertake. It represents an agreement between the school’s management and the postholder which may be subject to renegotiation by either party should there be a change in management or a new appointee. The list further represents a list of responsibilities which cannot be carried out simultaneously and is therefore subject to prioritisation by school management or the varying demands of different periods of the academic year. It is also subject to the terms of the appointee’s contract and any local agreements with the LEA.
Responsible to:
The Headteacher is responsible for the deployment and management of all staff employed at the school, and the Headteacher’s authority may be delegated to other Senior Management Team members. On a dayto-day basis, you are directly accountable to the Headteacher. Disclosure Level: Enhanced (DBS
RESPONSIBLE FOR: 
Maintain the school budget including managing contracts and salaries via Finance admin and payroll, having responsibility for premises and its maintenance.
KEY PURPOSES OF THE JOB
Manage, maintain and develop the school’s premises and financial procedures and systems in co-operation with the Headteacher and School’s Governing Body, ensuring that all legal and safety requirements regarding people and property are met
Line manager for premises staff and administration team.
Manage the Friars school cleaning service.
Responsible for the school site and its buildings, their maintenance, development, efficient use and ensure that health and safety requirements are met
Undertake any duties not listed below that are commensurate with the level of responsibility of the post as directed by the Headteacher or Governing Body. • Operate and have oversight of the FMS and SIMS Management System used within Ysgol Friars.
General
Contribute to the schools’ Senior Leadership Team (SLT) and support the Headteacher to ensure effective, efficient functioning of the school in line with its objectives
Attend Senior Leadership meetings and Finance Committee meetings as required. • Delegate on behalf of the Headteacher as required in areas relevant to this role.
Assist the Clerk to the Governors in the efficient discharge his/her duties
Have due regard for safeguarding and promoting the welfare of children and young people and to follow the child protection procedures adopted by the School’s Governing Body.
Always operate within the school’s Equal Opportunities policy.
Contribute to the maintenance of a caring and stimulating environment for pupils.
Advise and update any relevant policies on an annual basis relating to finance and premises
Lead and manage the administrative and premises staff, including the cleaners
Lead on statutory data collections
Financial
Provide expert guidance to ensure responsible and efficient financial planning for the school
Maintain the School’s financial systems (FMS) and accounts, in line with any existing practice, ensuring best practice principles are followed, providing efficient financial information to the Headteacher, Governors and budget holders to support all strategic planning.
In conjunction with the Headteacher, prepare the annual budget for approval by the Governing Body.
Prepare for approval by the Governors the annual estimates of income and expenditure.
Monitor expenditure and income in all accounts against budgets and alert the Headteacher to any concerns or potential overspends and provide recommendations to ensure spending remains within budget.
Prepare regular management accounts for budget holders
Report on the school's financial state to the Governors as necessary.
Ensure timely production and issue of financial reports and returns as required by the Local Authorities who place pupils within our setting.
Monitor all accounting procedures and resolve any problems. This includes:
the operation of all bank accounts, ensuring that regular bank reconciliations take place
supporting the finance administrator in the preparation of invoices and collection of fees and other dues
making necessary claims etc. (e.g. to staff sickness insurance provides, organisations providing temporary secondments to staff etc.)
Work in collaboration with the school’s auditors in the preparation and audit of the Annual Accounts
Regularly and systematically review all contracts and reports and recommend actions to the Headteacher and Governing Body to ensure best value.
Complete any benchmarking activities to ensure value for money and make recommendations to Headteacher and Governing Body.
Lead any tendering processes, ensuring all LA procedures are met.
Take the lead on any Data protection / freedom of information acts requests along with the designated data protection officer in relation to finance.
Prepare all financial returns for the WG, LA, GwE and other agencies within statutory deadlines.
Advise the Headteacher on all financial matters and report on the financial feasibility of projects.
Line Manage the Finance Support Officer in the purchase of goods and supplies, ensuring that the school obtains best possible value for money from suppliers and contractors
Be the contact with the WG, LA or other agencies about grant applications, gifts and other donations and provide timely and accurate information on the use of such funds.
Negotiate, manage and monitor contracts, tenders and agreements for support services.
Maximise income generation and provide support to staff in the writing of bids and in liaison with the Headteacher manage income generating activities of the school.
Advise the Headteacher, SLT and Governors on all matters relating to pay and expenses,.
Prepare statistical information and reports required by the Headteacher, SLT, WG and LA including the pupil level annual school census data (Plasc)
Accounting and Finance
Recover outstanding debts owing to the school and devise strategies to minimise any debts owed.
Deal with a range of financial queries from parents and external agencies when necessary.
Dealing with any financial emergency which was brought to their attention, deciding on the best course of action and either dealing with the situation if appropriate or advising the Headteacher.
Payroll
Being responsible for coordinating information for the payroll service used by the school via Cyngor Gwynedd.
Carrying out new and annual teacher salary assessments with the Headteacher.
Liaising with Cyngor Gwynedd to direct the payroll regarding the correct and timely payment of staff salaries, including the administration of claims for travel, overtime, lunchtime supervision etc.
Liaise with Cyngor Gwynedd to direct the payroll regarding the operation of pension schemes and other deductions in which the school participates.
To administer the DBS procedures on behalf of Cyngor Gwynedd in ensuring that all members of staff directly employed by the school have appropriate DBS clearance
Premises
Coordinate and manage the work of the premises staff, ensuring efficient operation of the school premises and adequate and reliable communications between premises staff.
Arrange and oversee all service level agreement arrangements with the local authority and respond to tender and booking requirements ensuring value for money
Maintain holiday records as necessary (for ancillary staff).
Organise appropriate training and development for members of the ancillary staff whenever necessary
Oversee the maintenance of the school sites and the buildings, the preparation of maintenance schedules and the efficient operation of all facilities on the property;
Oversee the security of the school site.
Oversee the School's caretaking and cleaning, including quality control.
Health & Safety
Manage all Health and Safety matters including school facilities, contract management and monitoring, procurement, tenders and agreements for the provision of services to the school, ensure school buildings operate in accordance with emergency procedures and adhere to all Health and Safety requirements.
Perform the role of Health and Safety Officer and school Fire Officer.
Ensure that the cleaning staff use appropriate and safe materials and chemicals and abide by all relevant health & safety requirements.
Ensure policies are up to date and suitable and fully implemented.
Manage the community use of the school building.
Arrange and oversee all service level agreement arrangements with the local authority and respond to tender and booking requirements ensuring value for money.
Oversee insurance arrangements - including the minibus arrangements.
Act as the school's Educational Visits Officer.
Staff Management
Manage school administration and premises staff through appropriate approaches to appointment, induction, training and performance management along with any capability, discipline, appeal or complaints issues that may arise.
In consultation and the SLT member leading on professional development, plan, develop and organize appropriate training for support and premises staff and evaluate its impact.
Monitor the effectiveness of the support / administrative staff structure to respond to contemporary school requirements.
In collaboration with relevant member of SLT, ensure that the administrative team's job descriptions are up to date and reviewed as needed.
Line manager for reception staff, technicians, learning coaches, carers and lunchtime supervisors and the cleaning team, and primary link to the catering service.
Human resources
Lead and provide guidance on personnel matters such as appointment administration and employment matters. • Oversee the administration of the staff absence management policy.
in accordance with regulations, keep a record of involvement matters and all staff including statutory training.
Act as the school's main point of contact with relevant departments within the Council
In consultation with Council departments as necessary, advise the Headteacher and Governing Body on staffing matters such as salaries, illness, insurance, disciplinary matters and complaints.
Ensure all staff adhere to the "Driving on School Business" regime.
 
Professional Standards
Support the aims and ethos of Ysgol Friars and carry out the school’s strategic plan
Treat all members of the school community with respect and consideration
Treat all pupils fairly, consistently and without prejudice
Take responsibility for personal professional development within the School’s CPD programme
Undertake duties that may be reasonably assigned by the Headteacher (directly or indirectly)
You are expected to act in accordance with the aims, policies and administrative procedures of Ysgol Friars.
Responsibilities may be direct, joint or through devolved structures, but always in accordance with whole school policies.
These details may be amended at any time by agreement but will be reviewed through the ancillary appraisal process
The job description and allocation of particular responsibilities may be amended by agreement from time to time.