Job Description

Safer Recruitment Policy - ELGR-HRIM-POL-0002 - Exp.2025.09.v9.pdf


- School Business Officer - 2025.07.docx

Summary of the Role

The School Business Officer (SBO) will have a key role in realising Expanse Learnings vision of achieving an outstanding provision.


Reporting directly to the Director of Schools on a day-to-day basis, the SBO will be accountable for the management and upkeep of the operational business functions of the school, including financial administration, procurement and purchasing, health and safety, human resources, compliance, facilities, and administration. They will advise on and implement the day-to-day support that enables the school to operate effectively and efficiently, allowing other members of the leadership team to focus other duties. The SBO will have a passion for high standards, combined with excellent communication skills and good time management.

The Key Responsibilities

Leadership and strategy

Under the direction of the Director of Schools, you will:


Support required financial matters guaranteeing successful financial performance ensuring decisions are clearly linked to the overall strategic goals


Be expected to attend relevant leadership team meetings and report to the board or directors, CEO and governors where appropriate


Support change management processes allocating resources in line with the school improvement plan ensuring policies and procedures are followed and communicated them to staff


Demonstrate the vision and values of Expanse Learning and encourage others to do the same


Line Manage designated site receptionist / administrator (where appropriate).

Financial management

Working with the Director of Schools, you will complete basic financial functions such as:


Manage school procurement systems (Purchase Ordering process) within AMAX ensuring the appropriate scheme of delegation is followed for approval.


Support with the preparation of data for SLT/governing board relating to the current funding position for the academic year.


Support the Director of Schools to forecast year-on-year budgets by analysing expenditure trends enabling Expanse Learning to make strategic and long-term decisions.


Support with financial reporting requirements and submit data as requested to Finance Manager for company statutory returns


Accountability and responsibility to ensure the effective and efficient operation of the petty cash delegating tasks to office staff where appropriate

Human resources

Working with the Director of Schools and head of shared services you will complete basic HR functions on your designated site:


Maintain accurate employee records within PeopleHR


Coordinate employee recruitment using PeopleHR Recruitment Management and completing relevant paperwork and pre-employment checks to ensure compliance with the Safer Recruitment Policy.


Schedule and track organisational employee performance management process compiling reports highlighting completion and outcome rates.


Support management of employee absences recording and tracking within DatabridgeMIS, completing stage one attendance reviews and escalating stage two and above as needed.


Oversee Training & Development activities including employee induction, statutory training etc.


Support School Manager to manage low-level disciplinary and grievance issues ensuring the accurate implementation of organisational policies and procedures are followed.


Produce monthly reports that will inform and drive the Business Officers Quality Forum.


Promote the highest standards of HR practice in relation to all aspects of the duties of the role.


Support the Head of Shared services to maintain compliant Single Central Record.


Promote the highest standards of HR practice in relation to all aspects of the duties of the role.


Support the Head of Shared services to maintain a 100% accurate Single Central Record.

Health, safety & Facilities

Working with the Director of Schools and head of shared services you will complete basic health, safety and facilities functions on your designated site including:


Maintain accurate employer records within PeopleHR


Ensure Out of Centre Activity paperwork is completed correctly to help minimise risk


Track and schedule Placement Assessments for both new and existing employers/Alt Ed providers ensuring accurate and up-to-date documents are maintained in line with the level of risk i.e., expected review schedules and ELI etc.


Highlight any H&S issues through the H&S Helpdesk reporting function on DatabridgeMIS escalating High Risk issues by phone to the Head of Shared Services.


Monitor employee statutory training such as Fire Warden, Medication, first Aid etc.


Support the school to ensure the compliance with health and safety regulations, and follow processes and procedures to ensure the safety of all on your designated site


Support the school to ensure the compliance with site Inventory system, including reporting, administration and monitoring of system held data.


Liaise with the Head of Shared Services with regards to more complex issues


Produce monthly reports that will inform and drive the Business Officers Quality Forum.


Promote the highest standards of Health and Safety practice in relation to all aspects of the duties of the role.

Compliance

Working with the manager and head of shared services you will maintain compliance on your designated site:


Ensure Expanse Learning is compliant with statutory obligations, and advise others on the relevant legal, regulatory and ethical requirements where appropriate


Ensure that all administration process, systems, and data storage (sensitive, personal and restricted) is compliant under the DPA 2018.


Track all school policies and ensure they are updated in accordance with the policy review schedule


Produce monthly reports in line with Expanse Learnings communication plan.


Comply with and support the Organisation's Quality Improvement and Assurance processes.


Be familiar with Child Protection requirements as outlined in KCSIE and Child Protection Policy and comply with its requirements to safeguard and protect the welfare of children and vulnerable adults

Administration

You will:


Keep records in accordance with Expanse Learnings record retention schedule and data protection laws and always ensuring information security and confidentiality


Provide administrative support for the Director of Schools and governing body


Support the school to ensure data protection compliance and help the wider community understand how to comply with data protection law


Safeguard and promote the welfare of children and young people and follow school policies and the staff code of conduct.


Manage student attendance ensuring accurate and up-to-date records and the creation of timely reports


Maintain accurate student records within DatabridgeMIS ensuring Expanse remains compliant to the six legal bases


Produce monthly reports in line with Expanse Learnings communication plan.


Provide administrative and clerical duties needed to support the Centre Manager, including preparing paperwork and communications both internally and externally


maintain, operate, and review efficient administrative support systems including filing, print solutions, postage and scanning as required


accurately record and circulate messages i.e., telephone and email


Assist with school events such as Parent Open Days and School Performances


Use Databridge to input, maintain, retrieve and produce reports to analyse general learner information which will also include the attendance, medical, behaviour, Admissions and safeguarding register.


Please note that this list of duties is illustrative of the general nature and level of responsibility of the role. It is not a comprehensive list of all tasks that the School Business Officer will carry out. The post holder may be required to do other duties appropriate to the level of the role, as directed by the Director of Schools.

Benefits

Engagement:

+ Values-Driven culture Were proud of our culture as we strive to further embed our values
+ An open and collaborative working environment, not just within your college but also across the organisation where innovation is encouraged
+ A career in an organisation that values individuality and diversity
+ Dedicated focus groups to ensure we have the optimal working environment in all aspects.

Professional development opportunities:

+ Regular training and access to a range of internal and external programmes tailored to your learning needs throughout your career
+ Educational sponsorship (application required)
+ Opportunities for career progression as we are willing and able to support moves from one department to another.

Financial:

+ A competitive salary for both teaching and non-teaching staff whereby pay progression is possible on a bi-annual basis, following successful performance
+ Access to a salary sacrifice pension plan
+ Enhanced sick pay that increases as it aligned with your length of service

Well-being:

+ Full-time equivalent staff receive 39 days annual leave plus bank holidays (set holiday pattern)
+ Wellbeing champions and access to Mental Health First Aiders
+ 24/7 access to a free Employee Assistance Programme to provide confidential advice and guidance
+ Access to private medical insurance
+ Personal resilience and Wellbeing courses
+ Dedicated wellbeing day each year
+ Wellbeing campaigns.

Facilities:

+ Great buildings providing positive working environments
+ Free car parking at every site
+ Social networking opportunities across the organisation to create new relationships both inside and outside of the work setting.

Safeguarding of students and Duty of care

All staff, regardless of role, level of seniority and location, have a responsibility to ensure the highest levels of safeguarding and promoting the welfare of our students, and we expect all our staff and volunteers to share this commitment. We must collectively create an environment where students feel safe to learn, develop, and grow. Students should feel comfortable in their surroundings and know that they can approach any responsible adult with any problems or concerns.


All staff must be able to identify any students who are at risk of harm and know the characteristics of abuse or neglect. If you suspect or confirm harm, then its essential you know what actions to take.


Annual safeguarding training is offered to all staff at Expanse Learning, and it is the staff members responsibility to be aware of the most up to date guidance documented in the Keeping Children Safe in Education document (Department of Education). All post holders are subject to satisfactory disclosure and clearance prior to employment. This role involves engaging in regulated activity relevant to children and vulnerable adults and it is an offence to apply for this vacancy if the applicant has been barred from engaging in regulated activity.

Notes

The job description allocates duties and responsibilities but does not direct the particular amount of time to be spent on carrying them out and no part of it may be so construed. This job description is not necessarily a comprehensive definition of the post. It will be reviewed at least once a year and may be subject to modification or amendment at any time after consultation with the holder of the post.

The duties may be varied to meet the changing demands of Expanse Learning at the reasonable discretion of the Board of Directors. This job description does not form part of the contract of employment. It describes the way the post-holder is expected and required to perform and complete the particular duties as set out in the foregoing.

Safer Recruitment

All successful candidates are subject to the following security checks. Please refer to our Safer Recruiting Policy for further information


Verification of the applicant's identity (where that has not previously been verified)


The receipt of two references (one of which must be from the applicant's most recent employer) which Expanse considers being satisfactory


Where the position amounts to "regulated activity the receipt of an enhanced disclosure from the DBS which Expanse considers to be satisfactory


Where the position amounts to "regulated activity" confirmation that the applicant is not named on the Children's Barred List/Vulnerable Adult Barred List.


Verification of the applicant's medical fitness for the role


Verification of the applicant's right to work in the UK


Prohibition from teaching checks


Satisfactory social media and Internet Searches