Job Purpose

To enable the Governing Body to act efficiently, effectively and legally. The Clerk to the Governing Body must work effectively with the Chair of Governors, the Headteacher, Headteacher’s PA and all other members of the Governing Body.

Key Duties and Responsibilities

• To keep abreast of changes within governance and liaise with the Chair and Headteacher when required.

• To advise the Governing Body on the conduct of Governing Body meetings and on procedural matters, within the Academy Trust’s memorandum of and articles of association (the memo and articles) and the DfE’s Governance Handbook and Competency Framework for Governance (as revised from time to time) (governance requirements).

• To summon all meetings of the Governing Body, including Chairs of Governors and committees etc. within the articles and governance requirement prescribed timescales.
o Prepare a draft agenda for agreement by the Headteacher/Chair, ensuring that standard items appear on the agenda at the appropriate time of the year, in accordance with the terms of reference and standing agenda items agreed in the first terms of each academic year.
o Upload the agenda and supporting papers onto the Governors’ area of SharePoint for all members of the Governing Body to view and alert them by email that they are available, within one week of the meeting.
o Prepare a draft agenda for the AGM Academy Trust meeting in agreement with the Headteacher. Once agreed, upload to the Governor area of SharePoint for all members of the Governing Body to view and alert them by email that it is available.
o To seek to ensure that all meetings are quorate at all times.

• To attend all meetings of the Governing Body, committee meetings and additional meetings as mutually agreed and record the minutes as a true and fair record of the agenda item discussions and actions agreed. Within one week following the meeting, to prepare draft minutes for agreement with the Headteacher and the Chair, including liaising on the minuting of sensitive issues. To distribute the minutes (once agreed) for the next meeting. To follow up on any agreed action points with those responsible and inform the Chair of progress.

• To maintain a full up-to-date electronic record of agendas, minutes, other governor documentation and correspondence on the Governor area of SharePoint.

• To file one hard copy of all papers relating to Governing Body meetings in the agreed office filing cabinet. The Clerk and the Company Secretary will have the key to this cabinet.

• To maintain an attendance register and inform the Chair in a timely manner if any member of the Governing Body is in danger of failing to fulfil the minimum required level of attendance.

• To maintain details of all Governors and their terms of office. To inform Governors, the Headteacher and the Academy Company Secretary promptly of all changes, including the annual appointment of Chair and Vice-Chair.

• To ensure copies of statutory policies and other school documents are approved by the Governing Body and if required posted onto the school’s website.

• To liaise with the Senior Leader Team members regarding updating of school policies, in a timely manner.

• To maintain and keep up to date electronic files of information and a resource bank and disseminate relevant information to Governors as appropriate.

• At least two months before the term of office of an appointed member is due to end, give notice of that fact to the person or persons entitled to appoint to that office and inform the Company Secretary. Where a vacancy for an appointed member of the Governing Body arises, to give notice of that fact to the person or persons entitled to appoint a person to that office (within 14 days).

• To liaise with the Chair and Chairs of Committees to ensure that decisions are reviewed as appropriate and that items are part of agendas at the appropriate time in the year.

• To liaise with the Chair and Chairs of Committees to revise the terms of reference and membership of all Committees annually.

• To manage and Chair the process for the election of the Chair of the Governing Body and Chairs of Committees.

• To maintain a register of Governors’ interests and to update it at every Governing Body/committee meeting.

• Within six months of appointment to undertake the LA clerks’ training module. In addition, to undertake other appropriate training as directed by the Governing Body.

• To prepare the annual programme of meetings for consideration by the Governing Body in their final cycle of meetings in the Summer Term.

Provide advice to the Governing Body:

• Advise the Governing Body on any governance and legislative requirements and procedural matters where necessary before, during and after meetings.

• Act as the first point of contact for governors with queries on procedural and governance matters.

• Have access to appropriate legal advice, support and guidance, and where necessary
seek advice and guidance from third parties on behalf of the Governing Body.

• Inform the Governing Body of any changes to its responsibilities as a result of a change
in school status or changes in the relevant legislation.

• Offer advice on best practice in governance, including on committee structures and self –evaluation.

• Send new governors induction materials and ensure they have access to appropriate
documents, including any agreed Code of Conduct.

• Contribute to the induction of governors taking on new roles, in particular Chair or Chair of a committee.

• Advise the Governing Body on succession planning of all Governing Body roles.


Personal Development
• Undertake appropriate and regular training and development to maintain her/his
knowledge and improve practice.

• Keep up-to-date with current educational developments and legislation affecting school
Governance.

• Participate in regular performance management.

Additional Services
The clerk may be asked to undertake the following additional duties:

• A school administrator will clerk any statutory appeal committees/panels the governing body is required convene. However, the Clerk will co-ordinate what governors are available to be on the appeal committees/panels.

• Participate in, and contribute to the training of governors in areas appropriate to the
clerking role

• Maintain archive materials

• Prepare briefing papers for the governing body, as necessary

• Conduct skills audits and advise on training requirements and the criteria for appointing new governors relevant to vacancies

• Perform such other tasks as may be determined by the governing body from time to time.




Person Specification


• Previous clerical experience is desirable
• Basic clerical skills, duplicating and accurate record-keeping.
• High level of IT skills
• Sufficiently assertive to ensure the smooth running of Governor meetings
• Knowledge of the legal advice available and where this advice can be accessed
• Ability to accurately record and prepare minutes.
• Ability to work on own initiative to tight deadlines.
• Good inter-personal skills and a team-player.
• Loyalty to the Governing Body and the school, and observe strict confidentiality.
• Patience, a calm temperament and reliability.
• A flexible approach to working hours
• Passion and dedication to the good governance of the school.



Conditions of Service


Salary: £22,379pa, pro rata for 228hrs (6hrs per week, term-time only) making an annual salary of £2,993pa.

• Contractual sick pay is dependent upon years of service. After five years’ service entitlement to six months’ full pay and six months’ half pay.

• An entitlement to join the Kent County Council Local Government Pension Scheme.

The Application and Appointment Arrangements

We look forward to receiving your application, which should comprise:
1. A fully completed application form.

The closing date for receipt of applications is 9.00a.m. on 21st November 2019

Please note that the successful applicant will be required to obtain an Enhanced Disclosure check