Description:
The Finance & Administration Manager’s role enhances and improves the financial operations and governance of the school environment. This position is responsible for the accounting, financial reporting and financial operations of the school, including the production of monthly financial reports, maintenance of an adequate system of accounting records, a comprehensive set of controls to mitigate risk, enhance the accuracy of the schools reported financial results, and ensure that reported results comply with international financial reporting standards.
Main Responsibilities
Core Finance
- Oversee the operations of the Accounting Department, including the design of an organisational structure adequate for achieving the department's goals and objectives
- Update and enhance the financial policies and procedures of the school and maintain a documented system of policies and procedures
- Design internal control systems for all departments to ensure the safeguarding of school assets and monitor and enforce internal controls
- Ensure the efficient operation and integration of the accounting system throughout the school
- Ensure the timely reporting of all monthly and annual financial information
- Ensure general ledger and financial statements are complete and accurate
- Perform general ledger reconciliations including deferred income and other account analysis
- Each month end, update a ‘month end’ folder with detailed balance sheet reconciliations for all balance sheet items
- Daily cash reporting and monthly bank reconciliations
- Manage the production of the annual budget and forecasts
- Liaise with banks, audit, legal and tax providers as necessary
- Comply with government reporting requirements and tax filings
- KPI and performance monitoring
- Maintain the fixed asset register by supervising the recording of all items in the inventory, maintaining pertinent records and ensuring adequate treatment of fixed asset acquisitions and disposals
- Manage payables, receivables and invoicing functions of the school efficiency
- Monitor debt levels and compliance with debt covenants
- Prepare monthly budget variance reports and work with the Headmaster on corrective actions
- Provide financial analysis for decision support including capital investments, pricing decisions, and contract negotiations
- Assist the group with gathering data and preparing reports for key personnel as requested
- Ensure the school has the adequate insurance cover at all times
- Liaise with suppliers and clients when needed to ensure the smooth running of the day to day operations
- Reviewing of operational contracts to ensure “best value” is achieved
- Provide financial analysis for decision support including capital investments, pricing decisions, and contract negotiations
- Assist the group with gathering data and preparing reports for key personnel as requested
- Prepare and submit payroll to the bank
- Supervise the Accounts Department, which includes enhancing the department development and setting the departmental objectives
- Enforcing the group authorisation limits table
- Ad hoc duties as required
School Operations & Administration
Specific areas of responsibility
ICT
- Determine with the Regional Head of ICT appropriate IT infrastructure and ensure contractors fulfill installation as per specification agreed
- With the Regional Head of ICT ensure resources, support and training are provided to enable work colleagues to make the best use of available IT
- Ensure contingency plans are in place in the case of technology failure
- Raise to Regional Head of ICT any issues relating to ICT from the school perspective
Health & Safety (H&S)
- Work closely with H&S coordinator to ensure that school is H&S compliant from an ISP Group perspective and from a local regulatory perspective
- Ensure that all incidents are recorded in “360” system
- Review and allocate Budget accordingly to ensure H&S compliance
HR
- Work with school HR to ensure Group and local regulatory compliance of employees
- Manage with the support of HR the PRO for the school and ensure government compliance is maintained including reporting and licensing
- Ensure that all details that flow from Cezanne to the payroll system are accurate and correct
Facilities
- Work with school Facilities Manager to ensure budget is appropriately allocated to ensure the up keep and maintenance of the building
- Monitor the financial progression of CAPEX projects with Regional Head of Facilities and ensure budget targets are met
- Work with facilities manager to maximise income from external sources such as letting of facilities
Procurement
- Overseeing procurement of goods and services using best practice model and ensuring best value
- Establishing of robust systems of control for purchase of goods and services
- Ensure that an inventory of assets is prepared and maintained
Administration
- Ensure that the school is fully compliant
- Establish effective whole school administrative functions which deliver outcomes within the school’s vision
- Establish and use effective methods to review and improve administrative systems
- Ensure all appropriate records are maintained
General Areas of Responsibility
- Prepare business cases for areas such as accommodation, transport, ICT infrastructure, service contracts such as catering and landscaping etc with respective functional heads
- Be part of the school SLT (Senior Leadership Team), both academic & nonacademic
- Advise the SLT immediately where mismanagement of school funds is suspected, or value compromised
- Work with school Admissions team and with Regional Head of Admissions to ensure that the school is on track to achieve its targets. Monitor progress and raise any concerns as and when required
- Seek professional advice on insurance and advise the Principal on appropriate insurances for the school and implement and manage such schemes accordingly
- Undertake such other reasonable responsibilities and tasks that may, from time to time, be assigned by the Regional Managing Director & Finance Director – Middle East and the International Schools Partnership
Health and Safety
- Emphasizes the importance of safety in all areas of the curriculum, communicating to the pupils the importance of a responsible attitude towards personal safety, the safety of others and respect for Aspen Heights British School’s property and equipment
- Safeguard Aspen students
- Take all necessary and reasonable precautions to protect students, equipment, materials, and facilities
- Assist in implementing all policies and rules governing student life and conduct
- Ensure that, all the necessary health and safety rules and procedures are being followed
- Maintain an awareness of all the health and safety measures to be taken when in school