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River Learning Trust - -356 days remaining
Closing Date 07/06/2019
The Cherwell School, Marston Ferry Road, Oxford, Oxfordshire OX2 7EE

The swan School 


School Business Manager


Grade 12 (part time 0.6).  


CONTRACT: Fixed term for 2 years.  A full time post will be advertised for September 2022 when the school has grown in size.


PURPOSE OF THE POST: To provide overall leadership in all business related aspects of the school with key responsibilities for finance, resources, site and premises management, health and safety, operations and compliance.


LINE MANAGER: Headteacher




  • To be accountable to the Headteacher, Governors and Trust for all aspects of financial management in the school and specifically to :

  • maintain the school’s accounts in accordance with financial regulations, statutory guidelines and procedures of the Trust;

  • plan, monitor and oversee the school budget and strategic financial planning in consultation with the Headteacher;

  • oversee statutory reporting obligations are being met for Pupil Premium funding;

  • produce termly reports for the headteacher, local governing body, and the Trust;

  • work with the Headteacher and Governors in establishing priorities for expenditure and monitoring the effectiveness of spending and usage of resources to ensure value for money;

  • monitor financial issues relating to all internal businesses eg catering, reprographics, cleaning, and premises hire;

  • manage the payroll administration services for all school staff including staff pensions and associated services;

  • seek opportunities for generating revenue for the school;

  • manage and monitor the investment of school reserves to ensure efficient use;

  • provide statistical information and statutory returns as required by the ESFA, the Trust, other funding providers and the Headteacher;

  • construct, operate and review annually the school’s agreed policies and procedures charging;

  • manage the school’s asset register, risk register and business continuity plan;

  • ensure robust disaster recovery processes are in place;

  • in conjunction with the Trust’s Financial Director liaise with the auditors and respond to audit reports, implementing actions;

  • be a signatory for transactions, a credit card holder and a financial systems processor;

  • attend meetings of the  Governors’ Resources Committee and offer advice and support to the Headteacher and Governors on financial issues;

  • line manage the associate staff responsible for financial systems and processes.


Site Management and Resources

To work with the Headteacher, Governors and Trust’s Operations Director to develop a long term strategic building and maintenance plan to assist in the delivery of its core purpose, quality education across the age range 11-18, and specifically to :

  • produce and monitor the implementation of the school Asset Management Plan and Capital Development Plan and with the Site Manager ensure continuous premises repair, maintenance and improvement;

  • maintain awareness and understanding of the latest legal and operational requirements of all matters relating to buildings;

  • project manage all initiatives relating to facilities;

  • oversee the Site Manager in his management of all capital/building projects;

  • lead on procurement processes, managing tenders where appropriate, conducting due diligence, benchmarking and evaluating suppliers, negotiating deals and ensuring value for money;

  • manage the maintenance of the school site, including the purchase and repair of all furnishings and fittings;

  • be accountable for the oversight of the security and safety of the buildings and site;

  • monitor, assess and review contractual obligations for outsourced school services including the management of grounds contractors;

  • be responsible for all matters related to insurance of the school and handle any claims that arise;

  • to report to the Governors’ Resources Committee on premises issues and development;

  • have budgetary responsibility for all budgets including energy, building maintenance, contracts;

  • oversee statutory access and safety obligations are being met for pupils with special educational needs;

  • maintain awareness of changes to current and announcements of new educational policy as they relate to or impact upon the use of the school’s fabric and structure;

  • line manage and performance manage the Site Management team including grounds maintenance and cleaning;

  • monitor the workload and quality assure the work of the individual teams and prioritise the work within these teams;

  • participate in the recruitment of staff, as appropriate.


Health and Safety

  • act as the school’s Health and Safety Co-ordinator in conjunction with the Trust’s lead for Health and Safety;

  • supervise the planning, instigating and maintaining of records of fire practices and alarm test with the Site Manager;

  • lead on evacuation and lock down procedures and in the case of any emergency situations;

  • ensure the Health and Safety policy is clearly communicated and available for all staff;

  • ensure systems are in place to enable identification of hazards and risk assessments;

  • ensure accurate records are kept, in particular, asbestos; water testing/legionnaires; PAT testing; fire equipment and alarms;

  • co-ordinate health and safety training and maintain health and safety training records;

  • ensure systems are in place for effective monitoring, measuring and reporting of health and safety issues to the School Leadership Team, Governors and Trust’s Health and Safety Lead;

  • co-ordinate the health and safety audit visits by the external advisor and monitoring visits  by the Governor with responsibility for health and safety;

  • review the results of audits, safety reports and risk assessments to ensure that they have been properly completed and actioned;

  • Assist in the investigation of all accidents and dangerous occurrences, and reporting any accident/occurrences to the Health and Safety Executive that fall under the Reporting of Diseases and Dangerous Occurrence Regulations 2013 (RIDDOR);

  • ensure a safe environment for the stakeholders of the school to provide a secure environment in which due learning processes can be provided;

  • oversee first aid and medical provision;

  • ensure appropriate risk assessments are made and followed for all school operations.



  • be the Data Protection Lead for the school and work with the Trust’s Data Protection Officer to ensure compliance with GDPR and Freedom of Information;

  • manage the record retention process in accordance with the Trust’s record retention schedule and data protection law, ensuring information security and confidentiality at all times;

  • be the first point of contact for legal issues;

  • lead on the drafting, construction and publication of the annual whole school calendar;

  • oversee the setting up of events, including exams, assemblies and whole school photographs, with the Site Management team;

  • oversee the planning and logistics of school events and trips in conjunction with the EVC and Assistant EVC;

  • in liaison with the School’s Strategic Leadership Team, co-ordinate school closure processes ie school closure due to inclement weather with direct responsibility for communication with the grounds maintenance teams;

  • support the IT Network manager in developing effective use of IT systems, maintenance and development of the telephone system and monitor the maintenance of the school’s website ensuring it is compliant with statutory regulations;

  • oversee the lettings of school premises; drafting, updating and implementing the school’s lettings policy

  • to be a presence around the school, supporting the behaviour policy and undertaking leadership duties;

  • review and update the relevant policies.




  • Contribute towards instilling a culture of high expectations for all students across the school.

  • Provide consistent and effective support for colleagues in line with the responsibilities of this role.

  • To consistently apply whole school policies, including behaviour and rewards.

  • Participate in regular performance reviews to ensure that any personal development needs are identified and met.

  • Attend relevant professional development training. Review and maintain your own professional practice through agreed development activities.

  • To be familiar with and adhere to all school policies.

  • To fulfil your duties and responsibilities regarding safeguarding pupils, health and safety, confidentiality and data protection, reporting all concerns to an appropriate person.

  • To set a good example in terms of dress, punctuality and attendance.

  • To be a member of a pastoral team.

Whilst every effort has been made to explain the main duties and responsibilities of the post, each individual task undertaken may not be identified. Employees will be expected to comply with any reasonable request from a manager to undertake work of a similar level that is not specified in this job description.

To appply for this position please visit: https://theswanschool.org.uk/vacancies/

The Swan School and River Learning Trust are committed to safeguarding and promoting the welfare of all children and preventing extremism; all staff must ensure that the highest priority is given to following the guidance and regulations to safeguard children and young people.  The successful candidate will be required to undergo an Enhanced Disclosure from the Disclosure and Barring Service (DBS) and obtain any other statutorily required clearance. Employment will also be conditional on the receipt of at least two acceptable references (1 from current/latest employer) and evidence of the formal qualifications required for the role.