ISP Finance & Administration Manager Role Profile

Purpose of Role

The Finance & Administration Manager’s role enhances and improves the financial operations and governance of the school environment. The Finance & Administration Manager 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 designed to mitigate risk, enhance the accuracy of the schools reported financial results, and ensure that reported results comply with international financial reporting standards.

ISP Principles

Begin with our children and students. Our children and students are at the heart of what we do. Simply, their success is our success. Wellbeing and safety are both essential for learners and learning. Therefore, we are consistent in identifying potential safeguarding issues and acting and following up on all concerns appropriately.

Treat everyone with care and respect. We look after one another, embrace similarities and differences and promote the well-being of self and others.

Operate effectively. We focus relentlessly on the things that are most important and will make the most difference. We apply school policies and procedures and embody the shared ideas of our community.

Learn continuously. Getting better is what drives us. We positively engage with personal and professional development and school improvement.

ISP Finance & Administration Manager Key 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 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 authorization 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 Park House English School’s property and equipment

• Safeguard Park House 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

Qualifications and Experience

• Bachelor’s Degree in Finance; Finance specific certification
• Chartered Accountant or equivalent
• Minimum 4 years accounting/school operational experience.
• English is mandatory
• Arabic is an advantage

ISP Leadership Competencies

You consistently demonstrate and role-model the ISP Leadership Competencies in all that you do.

1.                    Collaboration. Takes an active part in leading their school or region; is cooperative and a genuine team player, developing positive, supportive relationships with colleagues to solve problems and maximise opportunities.

1.                    Learning & Getting Better. Continually demonstrates personal commitment and passion for learning and getting better using evidence and feedback; supporting others in their continual learning, development and growth.

1.                    Innovation Leadership. Is good at creating an environment where ideas for learning initiatives and services are generated and is able to motivate and inspire others through the process of creation through to completion.

1.                    Outcome driven. Can be counted on to find solutions. Is consistently looking to exceed goals and is focused on KPIs.

1.                    Resilience. Can deal with setbacks and challenges calmly and effectively.

1.                    Community Focus. Is committed to meeting and exceeding the needs and expectations of our students and their families.

1.                    Integrity & Ethical Management. Has the ability to work ethically and with integrity; helps others feel valued; upholds and models the ISP Vision, Purpose and Principles.

1.                    Leading & Inspiring Others. Supports, encourages and inspires students, colleagues and teams so that they give their best.

1.                    Understanding People. Is a very good judge of talent, can objectively articulate the strengths and motivations of people inside or outside the organisation.

1.                 Influencing & Communication. Consistently informs, influences and inspires students, parents and colleagues through timely and effective communication.

1.                 Agile. Responds and adapts to changing circumstances; manages and solves problems by providing solutions in a climate of ambiguity.

1.                 Strategic, Commercial & Financial Awareness. Has the ability to apply understanding of the business and industry to improve effectiveness and profitability.

1.                 Planning & Decision Making. Makes decisions on the best course of action and then plans, organises, prioritises and balances resources to achieve the desired outcome.

1.                 Diversity & Equity. Has the sensitivity, awareness and skill to understand the values, behaviours, attitudes and practices across cultures that supports all children and adults to learn and work effectively.

ISP Commitment to Safeguarding Principles

ISP is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. All post holders are subject to appropriate vetting procedures and satisfactory Criminal Background Checks or equivalent covering the previous 10 years’ employment history.