JOB DESCRIPTION

The Role

You will provide strategic financial leadership and guidance, helping the school adapt sustainably to evolving conditions. You will bring experience in financial planning, risk and compliance, operational management, and estate oversight, with the ability to adapt and respond constructively to sector-wide changes. Working with the Head, you will lead the development of a three-year rolling operating budget and regularly review the school’s long-term financial plan to ensure compliance, stability, and continued investment in staff, facilities, and education.

You will promote the highest standards of business ethos within the administrative function of the school and ensure the effective and strategic use of resources in support of the school’s teaching and learning objectives.

Financial Strategy and Operations

• Provide information to support discussions with the Governors and Headteacher regarding fee increases and other charges. Issue fee invoices, collect fees, and maintain accurate debtors’ lists for the Headteacher. Obtain approval for and take appropriate action to recover debts.
• Lead, operate, and maintain the financial procedures and systems of OGS, in conjunction with the Headteacher.
• Responsible for the accurate calculation and payment of salaries, pensions, tax/national insurance, and authorised accounts payable, and for providing required reporting to budget holders, the Headteacher, and Governors.
• File annual and other returns to meet regulatory and administrative requirements regarding the Trust’s accounts, salaries, pensions, and tax.
• Prepare annual budgets and a three-year budget (with the Headteacher of OGS and Governor leads for Finance when requested) for submission to the Governors. This should include establishing medium-term (3–5 years) and longer-term (5–10 years) financial strategy for the school based on the School Development Plan and forecasts of future performance.

The Bursar will be responsible specifically (either directly or through delegation) for:

• Ensuring the school’s Finance Policy is current and implemented.
• Managing all aspects of OGS’s financial accounting.
• Preparing departmental budgets in consultation with the Headteacher, Subject Co-ordinators and other staff as necessary.
• Keeping the school accounts and preparing Statements of Financial Activity (SOFA) and balance sheets in accordance with the charities Statement of Recommended Practice (SORP).
• Maintaining cash flow projections for the current year and future years.
• Timely dispatch of fee invoices and the collection of fees.
• Managing, reporting and proposing actions to recover debts.
• Liaising with the Headteacher and SENCO to determine appropriate fees for children with funded education, health and care plans (EHCPs), negotiating and agreeing those fees with the relevant Local Authority (LEA) and submitting required financial reports where appropriate.
• Prompt payment of creditors.
• Payment of salaries, pensions, PAYE and National Insurance.
• Administering the pension schemes for teaching and non-teaching staff.
• Approving payment for invoices received in accordance with the Finance Policy.
• Identifying and informing the Headteacher and Finance Chair of any significant variance to the budget and proposing corrective action.
• Informing the Headteacher and Governing Body immediately if fraudulent activities are suspected or uncovered.
• In accordance with agreed policies and timetables, ensure accurate financial records are maintained, and reported on a regular basis to the Headteacher for submission to the Governors, including cash flow projections and analysed aged debtor reports.
• Ensuring that the financial transactions in the school are carried out in an appropriate manner and that the financial and other reporting regulations of Companies House, DfE, school’s designated pension schemes, HMRC and the Charity Commission are observed.
• Preparation, with OGS’s auditors, for approval by the Governors of OGS, the Annual Report and Accounts.
• Prepare appraisals for particular projects (where appropriate) and the development of long-term initiatives for OGS.
• Liaison with the auditors on audit procedures as necessary.
• Keeping analyses of costs and other statistical records.
• Advising on taxation, including Gift Aid wherever available. Ensuring compliance with VAT regulations and other tax liabilities.

Operational Leadership

• To lead and manage all support staff. Line manager to:
  • Administrative Staff
  • Support Staff
  • Estate Staff
  • Catering staff
• Ensure the smooth and efficient running of non-teaching operations. Develop, support and appraise departmental leads to foster a culture of high performance and accountability.
• Oversee the maintenance and strategic development of the school estate, responding to the changing needs of the school and aligning to environmental sustainability goals. Lead capital planning, procurement, contract management and facilities compliance. Ensure health & safety, fire safety, insurance and statutory inspection compliance across the site. Promote sustainability initiatives including carbon reporting, net-zero goals and energy efficiency programmes.
• Manage the letting of school premises to external organisations and school staff, promoting the provision of school facilities for out of school use, with particular reference to the local community.
• Manage the letting of property to school employees and third parties; ensuring that the appropriate leases and licenses to occupy are signed by the tenants (and relevant Safeguarding checks are in place).
• Manage the letting of the swimming pool, maintaining records of those authorised to operate the pool (including swimming club leads, 3rd party operators), recording DBS status and compliancy to OGS policies.
• Ensuring the supervision of relevant planning and construction processes is undertaken in line with regulatory compliance.
• Responsible for managing compliance of the school mini-bus to regulatory standards. Arranging test certification and repairs, and ensuring appropriate insurance is in place. Maintaining accurate records. Overseeing the use of the mini-bus and managing records for those authorised to drive the mini-bus including DVLA checks, and keeping records of the same.
• To contribute to strategic decision-making within the SLT and the Governing Body.

Governance and Compliance

• Attend all Governors’ Committee meetings (excluding Main Board), including producing papers for circulation and presenting as appropriate.
• Provide financial detail to support the development of the OGS’s School Development Plan (SDP) and assist in the delivery of the SDP and any supplementary business plans.
• Establish formal finance agreements in place with the approval of the Governing Body in respect of amounts, times, costs, repayment schedules and terms.
• Act as the school’s Health & Safety Coordinator, Fire Officer and Chair the Health & Safety Committee. Formulate, monitor and implement the school’s policy to comply with the requirements of health and safety legislation.
• Plan, instigate and maintain records of fire practices and alarm tests.
• Ensure statutory obligations are met, including those for SEND pupils.
• Ensure systems are in place, including regular consultation, to identify and report hazards and for the effective monitoring, measuring and reporting of safety issues to the SLT and Governing Body.
• Carry out risk assessments as required and monitor all departments to ensure that they are carrying out risk assessments.

HR and Compliance

• Support the Headteacher in issuing contractual terms and conditions specifically in relation to financial/pay related (salaries, National Insurance, Pensions etc) matters.
• Ensure that the school’s standard contract of employment meets current legislation and that all staff have up-to-date contracts of employment.
• Ensure compliance with all relevant aspects of employment law including employment protection, equal pay, minimum wage, Working Time Directive or discrimination on the grounds of sex, race or disability.
• Ensure that all recruitment, appraisal, staff development, grievance, disciplinary and redundancy policies and procedures comply with legal regulatory procedures.
• Providing financial information to the Headteacher and advising the Headteacher, for submission to the Governors, necessary modelling to support decision-making in regard to salary reviews;
• Calculation and payment of adoption, paternity and maternity pay, sick pay, redundancy pay etc.
• Supporting the Headteacher’s PA/Office Manager with DBS and other pre-employment checks.  Oversee and maintain the Single Central Register (SCR) in compliance with regulatory and Independent Schools Inspectorate (ISI) requirements.  Meet with Head, DSL and Safeguarding Governor as required.
• Managing the employment, terms and conditions of service, supervision and welfare of all non-teaching staff.
• Monitoring all staff attendance and leave by preparing monthly attendance reports for the Headteacher for submission to the Governors, to ensure a continuous service throughout the year.
• Ensure compliance with GDPR Regulations and act as the Data Protection Officer, supporting the Headteacher with their responsibilities for compliance with GDPR for all aspects of the financial management of OGS, in line with retention and archive practices.
• Serve as a member of the Health and Safety (H&S) Committee reporting on H&S checks of the school and feedback from external advisors. Leading on the administration of all H&S records, minuting meetings and circulating documentation as necessary. Attending regular H&S checks of the school with the Headteacher and premises manager, recording the outcomes and taking actions as directed by the Headteacher. Key point of contact with external H&S advisors and contractors. Providing information to the Headteacher for submission to the Board as required.

Administration

• Liaise with those responsible for the effective provision of OGS’s management information and communications systems.
• Support the Headteacher as one of the school’s main points of contact, ensuring efficient and effective operations.
• Maintain inventories of equipment and stock and ensure completion of statutory and statistical returns as appropriate.
• Ensure adequate insurance coverage at all times, including employer’s liability, buildings, equipment, personal accident, travel, and other relevant coverage. Confirm adequate cover with professional advice and handle claims as necessary.
• Ensure compliance with OGS’s Risk Management Policies, maintain the risk register, and oversee Risk Assessment procedures. Support the Headteacher through H&S and staff meetings to identify and record new risks. Hold the Critical Incident Plan on behalf of the Headteacher.
• Maintain contact with statutory authorities and other organisations.
• Act as the school’s correspondent with the DfE and handle records and returns.
• Serve as the link with relevant government departments and NGOs, ensuring records and returns to bodies including the DBS, the Financial Conduct Authority, the Information Commissioner, Companies House, the Charity Commission, OFSTED, and the Immigration Service.
• Ensure all relevant policies are regularly reviewed, updated, available, communicated, and implemented.
• Ensure a parental contract is in place and updated as necessary.
• Benchmark key areas of income and expenditure, especially the fee structure of comparable schools.
• Obtain and use specialist advice where necessary (e.g. finance, HR, charity law).
• In conjunction with the DSL and Administration team, report pupil attendance figures to the Headteacher and act as Deputy Attendance Champion (DSL – Attendance Champion).

Safeguarding

• Provide necessary advice on the adherence to Independent School Standard Regulations and Compliance Inspection requirements.
• Maintain the Single Central Register in accordance with ISSR and with reference to KCSIE.
• Comply with the regulations for the operation of minibuses; licences; driver training and assessments; servicing and Vehicle Inspectorate Tests.
• Ensure appropriate safeguarding training for support staff.
• Ensure compliance with relevant law and best practice and in particular: Financial legislation relating to charity accounting and accountability; Taxation; Employment; Health & Safety; GDPR and Data Protection; Licences and Local Council regulations; Safeguarding; Relevant Government directives.
• Ensure census audits are completed and sent to LEAs as required.

Management Information Systems and IT

• Ensure that the school has an affordable strategy for using technology aligned with the vision and plans for the school. Liaise with appropriate personnel as required.
• The strategy should pay particular attention to the timing and cost of replacing older technology with new technology.
• Communicate the strategy and relevant policies, including Data Protection in the use of technology throughout the school.
• Ensure effective support and training are provided to make the best use of the available technology for teaching, learning and assessment systems.
• Ensure that data recovery and contingency plans are in place in case of technology failure.

Additional

• Work with the Headteacher to develop the business of the School;
• Support the Headteacher, and others as required, to help maintain and upgrade the school’s website and other publicity.

PERSON SPECIFICATION

• Strong track record of leading an effective and efficient finance and operations function demonstrating strong financial acumen, effective financial management, operational delivery and risk oversight.
• Senior leadership experience in a complex, multifaceted organisation.
• Experience of working with or reporting to Governors, or Boards.
• Excellent skills in IT and finance systems.
• High levels of attention to detail.
• Strategic thinker with excellent analytical and decision-making ability.
• Exceptional communication, leadership and interpersonal skills.
• Highly organised with a collaborative and flexible approach.
• You will understand discretion and have the emotional intelligence to deal with sensitive information.
• Proactive, solution-focused and resilient under pressure.
• ACA/ACCA/CIMA qualified (or equivalent).
• Experience in independent schools, education charities, or not-for-profit sectors.

We are committed to safeguarding and promoting the welfare of children and expects all employees to share this commitment. Applicants for this post must be willing to undergo child protection screening, including reference checks with any previous employer, as considered appropriate, and a criminal record check via the Disclosure & Barring Service. They will be expected to uphold the school’s Safeguarding Policy (copy on school website) at all times.