School Business Officer (with Clerk to Governor Responsibilities)

To manage the provision of administrative support within the school in a broad range of activities, where co-ordination, interaction and awareness of related activities are important and supporting the smooth running of the school. To provide school business support to employees, pupils, parents, governors and other stakeholders as and when required. Provide a welcome and professional front-of-house service.

Key Relationships

• Line managed by the Headteacher

Key Roles and Responsibilities

• Policy Management
• GDPR
• Equality & Diversity
• Health & Safety
• HR
• Finance
• Data/Statistical Returns
• Procurement
• Risk Management
• Advertising/promotion
• Policy and Procedure Management
• Management of School Diary

Key Descriptors

• To develop, create and maintain documents and record systems in accordance with standard formats and school requirements.
• To monitor and replenish stock by placing orders in line with the school's financial procedures.
• To provide information and guidance as required.
• To undertake straightforward data analysis and research.
• To maintain electronic and manual filing systems, document management and record keeping and undertake associated tasks including data entry with a specific focus on whole school continued professional development of staff and communication systems in the school.
• Adhere to financial regulations, health & safety, data protection and other legislation relevant to duties.
• To support the communication process to ensure smooth running of the school including face to face, email and minute taking with all stakeholders including confidential matters.
• To provide an efficient, friendly, proficient and professional service at all times offering an extensive clerical/administrative service to the required standards.
• To reschedule daily activities to ensure that priorities are met.
• To plan, book and prepare materials for and provide support at events, trips and activities including risk management and cost analysis.
• Policy and procedure management.
• Carry out any other reasonable duties within the overall function, commensurate with the grading and level of responsibility of the post.
• To ensure safeguarding compliance so that children and young people are protected and their welfare is promoted.

General Responsibilities

• Plan and organise own work on a daily/weekly basis, operating within well-defined processes.
• Responsible for specific areas of work from start to finish, taking responsibility for completing work and meeting deadlines.
• Communicating and interacting with key stakeholders, ensuring messages and information is timely, concise and relevant.
• Always maintain an appropriate standard of confidentiality regarding information pertaining to students, staff, volunteers, parents or governors.
• Act in accordance with the School's and LA Equality Policy.
• Ensure own compliance with School's Health & Safety Policy/Procedures and that of any resources that you have responsibility for.
• Contribute to risk awareness processes throughout duties and raise issues where appropriate.
• Process HR forms.
• Maintain/update management information systems including Arbor, Coolmilk, Parentpay and other relevant systems.
• Use effective methods to review, improve and streamline systems.
• Manage preparation of information for publication and contribute to the positive promotion of the school in the local community and beyond through the school website, local media and social media.
• Assist the Headteacher in the management of HR including recruitment, induction, development, grievance, discipline and leavers including the processing of payroll forms.
• Submission of monitored budget reports to Governing Body.
• Management of the School's Inventory.

Other Duties and Responsibilities

• Attendance: Ensure daily attendance registers are accurate and complete, and follow up with staff members about any incomplete data. Produce attendance data as required. Follow up on any unexplained absences with parents/carers, escalating issues as appropriate in line with school procedures. Manage the process of issuing penalty notices to parents. Maintain accurate records of communications with parents/carers and relevant interventions. Build and refresh knowledge of the school's MIS and other relevant systems.
• Safeguarding: Work in line with statutory safeguarding guidance (e.g. Keeping Children Safe in Education, Prevent) and our safeguarding and child protection policies. Be alert to when persistent absence becomes a safeguarding concern and escalate as required. To safeguard and promote the welfare of children and young people. Ensure safeguarding compliance by implementing safer recruitment procedures, maintaining accurate Single Central Record checks, and verifying the identity and clearance of all visitors, volunteers, and contractors entering the school. To raise any concerns about poor or unsafe practice about children or staff, volunteers, parents and governors in a timely manner and in accordance with agreed whistle blowing procedures.
• First Aid: Assist in first aid delivery, as and when required, always following policy and procedures. Distribution and supervision of medicines adhering to policy and procedures.
• Premises Management: Assist the Headteacher to ensure a safe working and learning environment and ensure the safe maintenance and security operation of the school premises. Manage the maintenance of the school site and follow sound practices in estate management and grounds maintenance. Work collaboratively with the Headteacher to ensure that all Health & Safety tasks including self-assessments are completed including regular fire practices and alarm testing.
• Data Protection and Cyber Security: In conjunction with the Derbyshire DPO's and Data Protection Team, support the Headteacher in the effective administration of data protection and cyber security, ensuring full compliance with GDPR and data legislation. Support the Headteacher in embedding a culture of confidentiality, integrity and digital resistance across the school.

Key Relationships (Governing Body)

• Work effectively with the Chair of Governors, Headteacher and other Governors. Accountable to the Governing Body.

Key Roles and Responsibilities (Governing Body Administration)

• To support the Governing Body and provide effective administration of meetings including the accurate recording of decisions taken by the Governing Body.
• To manage membership in accordance with the Instrument of Governance including governor recruitment and appointment.
• Advise the Governing Body on its core functions and DoE policies and procedures.
• To provide, organise or book effective professional development for members of the Governing Body.
• Work effectively with the Chair of Governors and the Head Teacher before, during and after Governing Body meetings ensuring that the Governing Body discharges its duties and responsibilities in holding the Headteacher to account for the school management, performance and financial status.
• Ensure Governors discharge their duties and responsibilities under GDPR, Equality and Diversity, Health & Safety and Risk Management.

Descriptive Sections

• Effective administration of meetings: Attend meetings in person (or remotely in exceptional circumstances). Prepare a purposeful agenda taking account of issues and focusing on school improvement which has been consulted on with the Headteacher and Chair of Governors. Ensure agenda papers are produced on time and distributed as required by legislation on the articles of association. Produce, collate and distribute the agenda and papers to ensure Governors receive them within the agreed timescale. Ensure meetings are quorate and record the attendance of Governors at meetings. Advise the chair of potential disqualification through lack of attendance. Prepare minutes of Governing Body meetings, indicating agreed action points, who is responsible for those and agreed timescales. Follow up any agreed action points with those responsible and ensure that all are informed of progress. Record all decisions accurately and objectively with timescales for action before submitting draft documents to the Chair and Head Teacher for amendment/approval. Issue the approved draft to all Governors within the agreed timescale. Set and maintain a Governing Body Year Planner, which includes an annual calendar of meeting dates alongside a cycle of agenda items. Ensure meetings are timetabled to meet all statutory and non-statutory deadlines e.g. SFVS, Annex 1, Annex 5.
• Membership: Advise Governors and appointing bodies in advance of the expiry of a governor's terms of office and take appropriate steps to ensure the position continues to be filled. Chair the part of the meeting at which the chair is elected, giving procedural advice concerning the conduct of this and other elections. Maintain the Register of Pecuniary and Business Interests and ensure that the GIAS system accurately represents membership of the Governing body. Maintain welcome and induction packs, circulated to all newly appointed Governors. Ensure annual review of ToR for full and sub-committee meetings. Renew nominated responsibilities/link governor roles annually. Maintain copies of current ToR, membership of sub-committees, working parties and nominated lead governor roles. Ensure that DBS/CRB/S128 disclosures have been successfully carried out on all governors within specified timeframes. Advise the governing body on succession planning for all roles.

Other Duties & Responsibilities

• Advice and Information: Advise the Governing Body on procedural issues. Provide access to appropriate legal advice, support and guidance. Ensure that statutory policies are in place and that a file of policies is maintained and kept in school along with other school documentation approved by the Governing Body. Make all staff aware of policy changes. Maintain records of Governing Body correspondence. Run Parent Governor elections in accordance with specified guidance. Advise and support governors taking on new roles. Participate in and contribute to the training of Governors in areas appropriate to the clerking role. Maintain a record of signed minutes of meetings in school and ensure copies are sent to relevant bodies on request and are published as agreed at meetings. Advise on the contents of the school prospectus. Ensure that the Governing Body adheres to the Financial Rules and Regulations and all other policies and procedures relevant to duties.
• People and relationships: Develop and maintain effective professional working relationships with all governors. Contribute to the coordination of effective learning and development opportunities for those involved in governance, including induction and continuing professional development.
• Professional Development: Undertake appropriate and regular training and development and attend termly briefings to maintain own knowledge and improve practice. Participate in professional developmental opportunities. Keep up to date with current educational developments and legislation affecting school governance.
• Policy Management: Ensure that all statutory policies are in place and that these are revised when necessary. Maintain a record of training undertaken by members of the governing body. Ensure a thorough version control system is in place for all policies and procedures. Ensure copies of statutory policies and other school documents approved by the governing body are kept in the school and published as agreed, for example, on the school website.
• Child Protection and Safeguarding: Work in line with statutory child protection and safeguarding guidance (e.g. Keeping Children Safe in Education, Prevent) and our safeguarding and child protection policies.
• Data Protection and Cyber Security: In conjunction with the Derbyshire DPO's and Data Protection Team, support the Chair of Governors in the effective administration of data protection and cyber security, ensuring full compliance with GDPR and data legislation. Support the Chair of Governors in embedding a culture of confidentiality, integrity and digital resistance across the governing body.
• Additional Services: Clerk any statutory appeal committee's/panels the governing body is required to convene. Maintain archive materials/a file of relevant DfE and LA documents. Conduct skills audits and advise on training requirements. Perform such other tasks as may be determined by the governing body from time to time.

What the school offers its staff

We would like to offer you the fantastic opportunity to become the School Business Officer and Clerk to Governors for our small, rural, successful school. We currently have 55 lovely children between 3 classes, and wonderfully supportive parents, staff and governors who ensure there is a close-knit family feel and caring ethos to the school. As we are such a small school, you would play a key part in the life of the school, and your efforts would ensure our continued success and good reputation. For legal reasons, the post is split into School Business Officer and Clerk to Governors positions but we very much see this as one role with the successful candidate having responsibility for the administrative functions of the school, as well as being a friendly face parents can approach at the beginning and end of the day. Whilst knowledge of school administrative systems and governance is desirable, it is not essential so long as the successful candidate brought suitable skills and a willingness to undergo training in the relevant systems and procedures. We would encourage you to make an appointment to come and look around the school and see for yourself what we can offer. Feel free to contact us if you have any queries about the role.