People often don’t realise how diverse being a school business professional (SBP) can be – something that’s particularly true in primary schools, where teams tend to be smaller and less well established.
In my experience, it’s good to see your job description as a baseline, rather than an exhaustive list!
While managing budgets is a big part of the job, you’ll also have to regularly interact with teaching staff, parents, governors, suppliers, contractors and, of course, pupils. For those just starting out, here are my top 10 tips for keeping the school (and yourself) afloat…
1. Prepare to be surprised
In primary schools everyone has to do their bit, so don’t be shy about getting your hands dirty. Whether it’s supervising workmen on Friday evening after there’s been a flood, or removing chewing gum from a child’s hair, there’s much more to the role than meets the eye!
If you’re just expecting spreadsheets and PowerPoint presentations, think again…
2. Be a ruthless negotiator
Being an SBP is a wonderful job – it’s rewarding to know that you’re helping to improve the educational experience for the young people in your care.
From a practical standpoint, this should make you a ruthless negotiator. Always ask for a discount, a better price, or a ‘buy one get one free’ deal.
Don’t forget that you can review contracts even when they’re not up for renewal.
3. Hone your soft skills
In my opinion, the most important skills and traits for an SBP are ‘soft’ ones such as communication, discretion, adaptability and a good sense of humour. Everything else can be learnt. Hone those qualities and they’ll stand you in good stead, while helping you forge positive relationships with teaching members of the leadership team.
4. Keep your skills up to date
When entering the education sector for the first time, there will be a few additional skills that you’ll need.
Be sure to have at least a basic understanding of how school funding is allocated and the importance of pupil numbers, as well as a sound knowledge of financial management systems and additional grant funding (such as universal infant free school meals, the primary PE and sport premium and the statutory reporting requirements that go with them).
If you’re in an academy, it’s essential to also familiarise yourself with the Academies Financial Handbook and what the Academies Accounts Return process involves.
5. Get to know your school’s senior leadership team
Ideally, SBPs should be a member of their school’s senior leadership team.
SBPs ought to generally be in charge of staff absence and well-being, ICT, parental engagement, facilities management and overseeing health and safety, while also supporting staff performance management.
Some areas lend themselves well to joint working between SBPs and teaching staff, such as managing data and the day-to-day organisation of the school calendar, producing newsletters or developing the prospectus. Working with teaching staff isn’t just an excellent way of maximising support, it can also encourage change where needed.
If nothing else, it will help them to better understand the diverse nature of the SBP role and that we don’t just ‘do the budget’!
6. Be savvy about cuts
Before resorting to drastic staff cuts, be aware that substantial savings can be made elsewhere.
In my three schools, for example, we’re currently going out to tender for our catering. We’re aiming for a contract that’s at least zero cost, and which will potentially generate income.
This should save us more than £40K per annum across the schools, plus any income generated. Think broadly, look at your substantial spending and don’t waste time on minimal savings, such as a penny per ream of paper.
7. Regularly evaluate staff roles
If there’s nothing for it but to make bigger savings, staffing will tend to be the largest cost you have. It’s therefore important to review each role whenever someone leaves.
Do you need to replace them, and if so, could it be a part-time position? Can you cover it internally or by employing an apprentice? In my schools we have excellent apprentices working across the areas of business administration, teaching support and Early Years.
8. Build a local network
Being an SBP can be quite isolating, particularly in small primary schools where you may be working alone. Is there a local SBL group? If so, join it. If not, why not create one?
I founded the South Yorkshire School Business Leaders Group (@SYorksSBLGroup) which has proven to be a great way of bringing together like-minded professionals to share experiences and best practice.
9. Join NASBM (soon to be ISBL)
The National Association of School Business Management (NASBM) offers access to member forums, conferences and networking events. The profession is evolving at pace, which is why NASBM is soon transitioning to the Institute of School Business Leadership (ISBL).
Along with various other benefits (including those above), ISBL membership will assist practitioners in assessing their current competency against the professional standards and provide a clear career development path with national professional recognition. This is hugely important for the profession now that many higher-level roles (such as CFOs, COOs and even CEOs) are becoming SBPs without prior experience of the sector.
10. Ask for help!
My job can sometimes be stressful, but I’m lucky to work in a profession where my peers fall over themselves to help me. Never be afraid to seek advice – the questions you ask will usually be the same ones other practitioners have asked before you. A good sense of humour also helps – I’ve found laughter to be great stress preventer (and reliever)!
In primary, no two days are the same. You can be balancing the budget one minute, and tending to a cut knee the next. Sometimes while dressed up for World Book Day! The role can be challenging, but one thing’s for sure – it’s definitely never dull.
