The Ever-Changing Role of the School Business Manager: Challenges and Opportunities

Why is the role of the school business manager changing?

The education sector is constantly evolving. Financial pressures, increasing workloads, changing educational priorities and the need to make resources go further all present challenges for schools.

While discussions about workload often focus on teachers and school leaders, school business managers are equally affected by these pressures. Their work behind the scenes helps create the conditions in which teachers can teach and pupils can learn.

Traditionally, the SBM role was often associated with administration and office management. Today, many school business professionals take on wider strategic responsibilities, helping to shape financial planning, procurement decisions, staffing processes and the effective use of school resources.

The exact responsibilities vary between schools, particularly across primary schools, secondary schools and multi-academy trusts (MATs). However, one thing remains consistent: school business managers have an important role in making school operations more efficient and sustainable.

What challenges do school business managers face?

School business managers bring a different set of skills and expertise to school leadership. Although their contribution can influence strategic decisions, the importance of their role is not always fully recognised.

In some schools, SBMs are members of the senior leadership team (SLT), while in others, they work alongside school leaders without a formal leadership position.

The Institute of School Business Leadership (ISBL) supports the professional development and recognition of school business professionals, highlighting the importance of business expertise within education.

Alongside professional recognition, financial uncertainty remains a significant challenge.

School business managers must regularly balance competing priorities, including:

• Managing school budgets and monitoring expenditure.
• Making informed procurement decisions to achieve value for money.
• Maintaining school facilities and essential services.
• Supporting staffing, administration and operational processes.
• Finding ways to reduce unnecessary workload.
• Planning for future requirements while responding to immediate challenges.

With limited budgets and increasing demands, finding practical ways to work more efficiently has become an essential part of the role.

How can school business managers improve efficiency?

The SBM role covers a broad range of responsibilities, including resourcing, processes and operational efficiency.

Although many working days can feel reactive, making time to review existing processes can create opportunities for improvement.

Start by looking at how your school office operates. Are there tasks that take longer than necessary? Are staff entering the same information into multiple systems? Could certain administrative processes be simplified?

Small changes can make a noticeable difference to everyday workloads.

Review existing school office processes

Consider reviewing routine activities such as ordering resources, processing invoices, maintaining records and communicating with suppliers.

Identify any unnecessary steps or duplication and involve colleagues who regularly complete these tasks.

A process that has been followed for several years may no longer be the most effective approach.

Reduce repetitive administrative tasks

Data entry can be particularly time-consuming for school business managers, especially when ordering school supplies or transferring information between different systems.

Where appropriate, digital tools and automated processes can reduce double-handling, minimise manual errors and free up valuable time.

For example, reviewing how your school’s financial management system connects with its purchasing processes could reveal opportunities to streamline ordering.

Make better use of digital purchasing solutions

Digital purchasing solutions can help simplify procurement and improve the way schools manage orders.

If your school uses a compatible financial management system (FMS), exploring integrations such as GLS WebFMS may help reduce the need to enter purchasing information manually.

Before introducing any new system, check its compatibility, information security requirements and suitability for your school’s existing processes.

At GLS, we understand how valuable school business managers’ time is. Helping schools simplify everyday purchasing and access essential resources is one way we aim to support the people working behind the scenes.

Why is collaboration important for school business managers?

Every school is different, and no two school business manager roles are exactly alike.

One of the most useful ways to develop professionally is to connect with others working in similar positions.

Speaking with fellow school business professionals can provide fresh ideas, practical advice and reassurance when facing unfamiliar challenges.

Professional networks such as ISBL offer opportunities to learn from others and share experiences.

Online communities, including LinkedIn and education-focused discussion groups, can also help SBMs stay informed about emerging challenges and effective approaches.

When connecting with other professionals, consider discussing:

• How different schools manage purchasing and procurement, including purchasing school supplies.
• Ways to improve administrative efficiency.
• Approaches to managing school budgets.
• Common challenges with financial management systems.
• Practical changes that have reduced workloads.
• How SBMs contribute to school leadership decisions.

Learning from other schools can help identify improvements that may be suitable for your own setting.

How can school business managers contribute to strategic leadership?

School business managers are well placed to support strategic decision-making because they understand the operational and financial realities of running a school.

Their knowledge can help senior leaders assess the practical implications of proposed changes, allocate resources appropriately and plan for future requirements.

For example, an SBM might identify opportunities to consolidate purchasing, review supplier arrangements or improve financial forecasting.

Effective collaboration between school business managers and senior leadership teams can also help ensure that decisions consider both educational priorities and financial sustainability.

Rather than focusing solely on day-to-day administration, school business professionals can help build a culture of efficiency that benefits the wider school community.

Supporting the Future of School Business Management

The role of the school business manager will continue to evolve alongside the changing needs of schools.

While financial pressures, administrative demands and operational challenges are unlikely to disappear, there are opportunities to improve the way schools work.

By reviewing existing processes, embracing appropriate digital solutions, collaborating with peers and contributing to strategic planning, school business managers can help create more efficient and sustainable school environments.

At GLS, we recognise the essential contribution school business professionals make every day. Schools. We get you.

Ultimately, the goal is not simply to save time or reduce costs, but to ensure that school resources are used effectively to support staff, pupils and their education.