St. Thomas Becket Catholic Primary School Scheme of Delegation September 2019
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SCHEME OF DELEGATION FOR
ST THOMAS BECKET CATHOLIC PRIMARY SCHOOL.
INTRODUCTION
1. St Thomas Becket Catholic Primary School has approximately 440 pupils on roll. It is an
academy trust. The management comprises the Headteacher, Deputy Head and Assistant Head.
Financial matters are overseen by the Headteacher and Jane Cousins Associates, financial
consultants. Responsibility for routine maintenance of the financial system lies with the Admin
Officer who also oversees aspects of the administration of the non-teaching organisation.
2. The School income derives directly from the Education Funding Agency (ESFA) by means
of the funding specified, some additional funds are available from time to time from the St
Thomas’ Becket School Parents’ Association (STBSA); all of their funds are registered on the
School’s documentation.
3. The School is contained within the trusteeship of the Archdiocese of Southwark, a registered
charity.
4. The procedures contained in this document apply equally to public and non-public funds and
any other monies whatsoever administered by St Thomas Becket Catholic Primary School.
Governing Body Membership 2019 – 2020
Foundation Governors
Mark Humphreys
Carl De Oliveira
Michael Cotterall
Father Keith Sylvia
Di West
Roger Fernandes
Daniel O’Donovan
Parent Governors
Alison Obiorah
Harbinder Sadra
Staff Governors
Tanya Lorimer
Tim Fernandes- Bonnar
St. Thomas Becket Catholic Primary School Scheme of Delegation September 2019
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Head Teacher
Noel Campbell
LA Governor
Sandra O’Connor
Committee membership 2019 – 2020
Resources Committee Curriculum Committee
Harbinder Sadra Di West
Alison Obiorah Roger Fernandes
Mark Humphreys Mark Humphreys
Daniel O’Donovan Sandra O’Connor
Anne Harper (Observer) Tanya Lorimer
Michael Cotterall Tim Fernandes- Bonar
Noel Campbell Clare George
Roger Fernandes Noel Campbell
Carl de Oliveira Anne Harper (Observer)
Sandra O’Connor
Di West
Responsible Officer
Alan Willis
Pay & Remuneration Committee
Mark Humphreys
Sandra O’Connor
Michael Cotterall
Carl De Oliveira
Harbinder Sadra
Head Teacher’s Performance Management
Roger Fernandes Appeal Governor – Clare George
Sandra O’Connor
Michael Cotterall
St. Thomas Becket Catholic Primary School Scheme of Delegation September 2019
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Governor Link Roles
Literacy Harbinder Sadra
Numeracy Clare George
Art/Design/Music Roger Fernandes
Science / PSHE Carl De Oliveira
ICT Daniel O’Donovan
PE Mark Humphreys
SEN/Inclusion & LAC Di West
Safeguarding Children Mark Humphreys
Parents Association Mark Humphrey
Religious Education / Community Co Fr Keith
EYFS Alison Obiorah
Humanities Sandra O’Connor
MFL Mike Cotterall
St. Thomas Becket Catholic Primary School Scheme of Delegation September 2019
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School Officers
Name Post
Mr N Campbell Head teacher & Principle Finance Officer
Mrs A Harper Deputy Head teacher
Ms Tracy McArthur Finance Officer
1. The ultimate responsibility for the School’s financial affairs rests with the Governing Body, which
has established a number of committees named above.
2. In particular, the Governing Body must ensure that grants are used strictly as prescribed by the
Secretary of State. These agencies must be satisfied the School’s financial management and
organisation are such as to fulfil their obligations.
3. In order to meet these requirements the Governing Body has assigned aspects and responsibility
for the School’s financial management and these are detailed in this manual, which has been adopted
by the Governing Body. The Governing Body has responsibility for approval of the annual budget,
which is prepared by the Headteacher and will receive quarterly financial reports from the Chair of
the Finance & Buildings Committee based on statements produced by our financial consultants (Jane
Cousins Associates), comparing outturn against budget and highlighting all variances.
4. The Headteacher, acting as Principle Finance Officer, is responsible to the Chair of Governors
and Governing Body for the sound administration of the School finances and has authority to order
goods and services as required to manage the School in an efficient manner. Specific limits on
delegated financial authority are contained in the Directing Letters and in the Financial
Responsibilities section.
5. The Finance Officer is responsible to the Headteacher for the functional management of the
school’s financial systems. Regular visits for practical help and advice is available from Jane
Cousins Associates.
6. The Head teacher is also the Accounting Officer.
St. Thomas Becket Catholic Primary School Scheme of Delegation September 2019
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School Committee Governance Structure.
Governing Body
Head Teacher
Curriculum & Standards
CommitteeRESOURCES COMMITTEE
consisting of:
Finance and Buildings
Health & Safety
Personel
Pay & Remuneration
Committee
Admissions Working Party
AppealsHead Teacher’s
Performance Management
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School Management Structure
Headteacher
Deputy Headteacher
Assistant Headteacher
(inclusion/healthy schools)
Assistant Headteacher
(KS1 / EYFS)
KS2 Leader (2b)
(A) Core Curriculum Leadership (TLR 2a)
Literacy Numeracy Science/PSHE ICT Religion
(B) Broad and Balanced Curriculum Leadership (TLR 2a where not included above)
Art and Design Technology History/ Geog PE Music French
(C) Subject Support (These subjects may have support outside of TLR post holder)
Online Safety PE D/T Music Art History / Geog / EAL
Support Staff (Teaching and Learning)- LSAs / HLTAs / Playtime Mentor
Support Staff (Learning Environment and Administration)- Administration/Premises/
Lunchtime Supervision/ School journey and Trips admin/Data input/ICT support
School Management Structure
Strategic Leadership Team
Headteacher, Deputy Headteacher (any other member of staff where appropriate)
Management Team
Headteacher, Deputy Headteacher, Assistant Headteachers, KS2 leader, English & Maths leaders
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List of Authorised Signatories to St Thomas Becket’s Catholic Primary School Bank Accounts.
1. Mr Noel Campbell – Headteacher & Principle Finance Officer
2. Mrs Anne Harper – Deputy Head.
3. Ms Tracy McArthur– Finance Officer
4. Mr Mark Humphreys- Chair of Governors
Governing Body’s Instruction to the Headteacher[Principal Finance Officer].
1st September 2018.
Mr N Campbell
Headteacher
St Thomas Becket Catholic Primary School
London
SE25 5BN
Dear Mr Campbell,
Financial Directions as Headteacher [Principal Finance Officer].
1. This letter directs you, as the Headteacher of the School, in certain financial duties. It also
confirms you of your appointment as the Principal Finance Officer. You are responsible for the
maintenance of a sound system of financial control within St Thomas Becket Catholic Primary
School, the timely and regular reporting to external authorities and the Governing Body on the
state of the School and the continuous development of the School’s financial arrangements. You
retain full and final responsibility to the Governing Body for the Financial Integrity of the
School. In the case of your absence, and only in that case, the deputy Headteacher is nominated
as your emergency Principal Finance Officer and you are to ensure that she is capable of
completing the associated duties.
2. Delegated Financial Authority. The Governing Body has delegated financial authority both
to you and to the Finance & Buildings Committee, single transaction levels are designed to allow
the school executive freedom to function in a normal trading environment. Where the Governing
Body authorises a certain level of expenditure for a specific purpose they may impose local and
temporary more restrictive single transaction levels within that project, you should monitor such
impositions. The normal single transaction levels are as follows:
2.1. Any two authorised signatories may sign cheques up to £5,000.
2.2. You and the Chair, or Vice Chair, of Governors are required to authorise amounts
above £5,000.
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GENERAL FINANCIAL MANAGEMENT.
Separation of Public and Non-Public funds is achieved by the operation of separate accounts
operating independently under the direction of the Headteacher. The Headteacher is responsible for
all aspects of government funding, without regard to source origin and for other financial matters.
Transfer of Responsibility. The following arrangements have been made to ensure that the financial
processes may continue and that adequate controls are maintained on the School’s financial systems
in the absence of key personnel. Where necessary such agencies as the bank and payroll services
will be informed although the School has endeavoured to ensure that the signatories and levels of
authority for cheques will cover most eventualities of absence.
Designation Substitute
Headteacher [Principle Finance Officer] Deputy Headteacher
Finance Officer Jane Cousins Associates
Register of Interests: The Company Secretary maintains a Register of Interests; members of the
Governing Body should make entries as appropriate. School Staff are also required to complete the
register if appropriate. This register is held in the school office and may be viewed by personal
request to the Headteacher. This register is to be updated and agreed at each meeting of the full
Governing Body. The register is to detail non-pecuniary as well as pecuniary interests and indicate
whether these are direct or indirect. (Direct- the registree and direct family, indirect- the registree’s
relatives or close associates.)
Goods and Services: The School does not obtain goods or services specifically for private use by
Governors or staff.
Mail: Mail is sorted and opened by the staff in the school office. Mail of an obviously private nature
is passed unopened to the addressee; all other mail is passed to the Headteacher for action. Any
monies received in school (cash, cheques, credit notes, or gift vouchers) are to be passed to the
Finance Officer, who record and action as appropriate. The entry is to define the source, date,
amount and purpose of the receipt.
Insurance: The School’s current insurance provider is provided by RPA.
The Finance Officer holds policy documents and an up-to-date list of policy numbers. These
documents may be reviewed and agreed at the first Governing Body meeting of the Financial Year
and at the time of renewal.
Contracts: The Principle Finance Officer, together with an up to date schedule of all such Contract
Documents, holds original copies of Contracts between the School and suppliers of goods and
policies are considered for renewal annually or, as appropriate, at the time of renewal.
Register of Interests - Each Governing Body meeting of the academic year.
Standing Financial Instructions for tendering - first Governing Body meeting of the
academic year (where changes are proposed)
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SCHOOL BUDGET.
1. The School budget is planned in general terms by the Headteacher in accordance with the
timetable at the end of this section. The annual budget is a component part of a longer financial
strategy aimed at maximising resources. Production of the annual budgetary plan remains the
responsibility of the Headteacher assisted by Jane Cousins Associates
2. Budgetary Process. The Headteacher and Senior Leadership Team will examine the long-
term objectives of the School and determine targets, assumptions and constraints, which will
affect the next financial year. Likely income for the year will be assessed and estimates of
expenditure prepared. These initial estimates will then be discussed with the appropriate
agencies throughout the School who will be directly affected. The budgetary planning process
consists of the following phrases:
2.1. Ensuring all concerned are aware of the assumptions, constraints and targets
determined by reference to the School’s financial objectives.
2.2. Estimating the costs of each element of the forward year’s plan.
2.3. Estimating income from public and non-public sources.
2.4. Comparing income and expenditure to identify the potential surplus/shortfall in
funding required to meet the financial objectives in the School Development Plan.
2.5. Identifying savings in expenditure in order to achieve the SDP where a shortfall is
identified.
2.6. Revising the SDP once priorities have been identified in order to reduce expenditure
to match expected income.
2.7. Allocating identified surplus to areas of need highlighted in the SDP.
2.8. Presenting the budget to the Governing Body for authorisation and informing the
School staff of the financial aims of the School, and the relevant staff with financial
responsibilities for budgets, of their delegated budgets together with any constraints
imposed. When this process is complete he will submit the figures to the Finance and
Buildings Committee for agreement and then onwards to the full Governing Body for
final approval.
3. Budgetary Monitoring. The budget will be monitored continuously throughout the year.
The admin Officer / Jane Cousins Associates will produce monthly reports for the head
teacher and termly reports to the Finance committee including all committed expenditure and
notes explaining variances; the content of these reports will be agreed with the Headteacher.
This process allows early corrective action to aid future planning. Before planning the
succeeding year’s expenditure, a thorough analysis of the current year’s performance will be
undertaken. Notwithstanding this, appropriate monthly reports clearly identifying actual
performance against The Annual Financial Statement are carried out.
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These reports should show committed expenditure against the updated budget on any significant
variances or other issues that need to be brought to the attention of the interested parties.
4. Scheme of Budget: Trigger points in the annual budgetary process together with associated
actions are described below.
4.1 Monthly Reconciliations
4.2 Quarterly Returns. Quarterly Income/Expenditure Revised Forecast
4.3 June/July. Preparation of detailed budget forecast by co-ordination of individual
Budget Holder/Budget Manager bids. The most accurate historical information is to
be used. Identification of new priorities by Headteacher and senior staff, project
carryover of assets or liabilities. Completed Annual Financial Statement for the next
financial year required
4.4 September. New School Financial year starts. Closure of previous year’s accounts
(Year end).
ORDERS AND INVOICES.
Public Funds.
1. Goods or services must, in the first instance, be requested on a fully completed requisition form,
this will be passed to the Finance Officer and then onward to the Headteacher who will check that
the funds are available and authorise the transaction; no other method is acceptable. The form will
not be actioned unless fully completed. All costs entered on the form are to be net of VAT.
2. The Finance Officer will check funds and if satisfactory, will produce an official purchase order;
a sequential order number will be allocated by the software.
3. The Headteacher / deputy head will then sign the order, which is then despatched to the supplier.
A copy is kept by the admin officer.
4. When the goods (or service) are delivered, the school office staff/ Finance Officer/Assistant or
premises manager will check the goods against the order, the originator may need to check
personally if the goods are of a specialist nature.
5. When invoices are received, they are passed to the headteacher to authorise. The admin officer
will raise a cheque and pass it, together with all associated paperwork, to ensure the invoice is settled
within the settlement timescale set out by the supplier.
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6. The first signatory will verify the Transaction, check all documentation and sign the form
confirming this. The cheque will then be signed.
7. The second signatory will now sign the cheque. The cheque will be sent and the invoice filed by
cheque number.
8. Oral faxed or telephone orders may be made in emergencies only by the Headteacher, the
Finance officer or the premises officer. When such action had been taken the Finance Officer is to
be informed at the earliest opportunity.
Non-Public Funds.
Non public funds are held in the School Fund and used for School uniform - cash received for
uniform items and payments to school uniform suppliers. Holding of donations from parents to
School Improvement Fund. Holding of donations from STBSA. Holding of monies collected by
children for charities and payments to said charities.
.
School Payment Card
The school has a Business Charge Card with a limit of £1000 per month. Each month any balance
owing on this card is automatically paid in full via direct debit from the school’s main account. The
card is used to pay for items that cannot be purchased by cheque payment.
The principle name on the card is the Headteacher’s and the Administrator is the Finance Officer.
Only the Finance Officer operates the use of the card. The physical card is kept locked in the school
safe. If a member of staff would like to purchase an item that needs to be paid for by this card they
have to complete a “Credit Card Order Form” This Form has to be signed by both the Headteacher
and the Deputy Head before a purchase can be made with the card. All documentation relating to
the purchase must then be attached to this form (i.e. printout of order confirmation, delivery notes
etc.) The credit card order forms are kept in a file and matched together to the Business Charge Card
monthly statement . Following this the monthly statement is then passed to the Headteacher to look
through to then sign and authorise that all entries are correct and valid.
STOCK BOOK and ASSETS.
1. School Property worth more than £500 is recorded in the Parago Asset Manager Inventory. Assets
are single items, or a group of matching items, generally worth more than £500 and are specifically
recorded both in the Asset Register and in the Inventory. Assets are required through the normal
purchase and payment procedure although they may be subject to the Tender Procedure described
in these Practices. The Finance Officer applies annual deprecation to Assets for management
purposes. Valuable and attractive items below Asset value may still be recorded in the Asset register
and treated as Assets at the Headteacher’s discretion. All assets with a value above £500 and any
other attractive portable items below this value including all cameras and camcorders must be
security marked and recorded in the school's asset register. All asset disposals should be properly
authorised with details of the reason for and method of disposal recorded against each entry in the
register. "
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2. The Asset register will identify the date of purchase, source of funding and cost, description or
serial number if applicable, the storage location, and an estimate through value depreciation of the
expected life. Depreciation is applied for management purposes only.
3. Assets may be disposed of with the authority of the Governing Body.
Tenders should be sought in line with the standard financial instructions by the Finance and
Buildings Committee; the tendering procedure described in these Procedures should be utilised. The
Headteacher is authorised to dispose of Assets up to the value of £500, the Finance and Buildings
Committee up to £3000 and the Governing Body above that level. Details of the authority to dispose
are to be entered in the Stock Book and the Asset Register. Assets will be written off when beyond
economic repair (as determined by the depreciated value) or at the discretion of the Finance and
Buildings Committee. Details of writing off are to be entered in the Register.
The register must contain details of:
3.1 Purchase price.
3.2. Source of funds for the purchase.
3.3. Serial number of the asset (if possible).
3.4. Expected life of the asset.
3.5. Current depreciated value.
3.6. Storage location.
4. The Finance Officer will record items valued over £100 for the time being, concurrently with
Invoice action, in the Inventory.
5. Consumables are not recorded.
TENDERING POLICY, QUOTATIONS AND ESTIMATES.
For works and services:
Up to £5000= school will ensure best value
£5,000 to £30,000 = Minimum of 3 Quotations
£30,001 and above = Tender as per local or national process
SECURITY.
1. Data Protection. The school is registered under the Data Protection Act 1998. The Finance
Officer ensures that registration is renewed annually; the Headteacher signs the registration on behalf
of the school.
Personal data is held for five purposes:
i) Education
ii) Education Support and Ancillary Purposes
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iii) Schools Administration
iv) Staff, agent and contractor administration
v) Advertising, marketing and public relations.
Data stored on the School’s computers is highly confidential both in respect of any personnel data
and the School’s finances. No individual should have free access to all levels of the School’s
financial data and perform the completion role in the financial chain. The Admin Officer maintains
all personnel records, which are stored in a locked filing cabinet. The Headteacher has access to the
Admin Officer’s filing cabinets. The Admin Officer attends to input and maintenance of the pupil
data, which is recorded using the SIMs programme. The Headteacher, Deputy Headteacher and the
Admin Officer and Croydon Gold Service have access to administration software programmes.
Personnel files contain contract details, pay scales and personal information.
Ref: Publication Scheme on Information available under the Freedom Information Act.
2. Access to Financial Systems. The Headteacher, Jane Cousin Associates and the Finance Officer
have user access to the finance package. The Finance Officer has received training on the finance
software. The finances are currently maintained on the School network. Only the Finance Officer
and Head Teacher may make amendments to the administration database.
3. Back-up and Office Security. The Finance Officer ensures a back up is completed each day.
Back up is completed remotely on-line on a daily basis.
4. Premises Security. All corridors and offices on the ground floor are protected by an alarm system.
A list of key-holders is kept in the office and given to the police and alarm contractors.
Headteacher………………………………………………. Date………………………………
Chair of Governors………………………………………. Date………………………………