Administration Clerk

Clerk to Local Governing Board

Ryhall CE Academy - Sept 2016

Main purpose of role is to:

Provide advice to the local governing body on governance, constitutional and procedural matters. The new regulations require governing bodies to have regard to advice from the clerk in regards to exercising the governing body functions:


Provide effective administrative support to the local governing body and its committees.
Ensure the governing body is properly constituted
Manage information effectively in accordance with legal requirements


Main responsibilities and tasks

The clerk to the governing body will:

1. Provide advice to the governing body


Advise the local governing body on governance legislation and procedural matters where necessary before, during and after meetings;
Act as the first point of contact for governors with queries on procedural matters;
Have access to appropriate legal advice, support and guidance, and where necessary seek advice and guidance from third parties on behalf of the local 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;
Ensure that statutory policies are in place, and are revised when necessary, with the assistance of staff;
Advise on the annual calendar of local governing body meetings andtasks;
Send new governors induction materials and ensure they have access to appropriate documents, including any agreed Code of Practice
Contribute to the induction of governors taking on new roles, in particular chair or chair of a committee


2. Effective administration of meetings


Liaise with those preparing papers to make sure they are available on time, and distribute the agenda and papers as required by legislation or other regulations;
Ensure meetings are quorate;
Record the attendance of governors at meetings (and any apologies - whether they have been accepted or not), and take appropriate action in relation to absences, including advising absent governors of the date of the next meeting;
Draft minutes of local governing body meetings, indicating who is responsible for any agreed action with timescales, and send drafts to the Chair and the Headteacher;
Circulate the reviewed draft to all governors (members of the committee) and PDET (multi- academy trust) and within the timescale agreed with the local governingbody;
Follow-up any agreed action points with those responsible and inform the Chair ofprogress.


3. Membership


Advise governors in advance of the expiry of a governor's term of office, so elections or appointments can be organised in a timely manner;
Chair that part of the meeting at which the Chair is elected, giving procedural advice concerning conduct of this and other elections;
Maintain a register of governor pecuniary interests and ensure the record of governors' business interests is reviewed regularly and lodged within the school;
Maintain a record of training undertaken by members of the local governing body;
Maintain governor meeting attendance records and advise the Chair of potential disqualification through lack of attendance.


4. Manage Information


Maintain up to date records of the names, addresses and category of governing body members and their term of office, and inform the local governing body and MAT of any changes to its membership;
Maintain copies of current terms of reference and membership of any committees and working parties and any nominated governors e.g. Child-protection, SEND;
Maintain a record of signed minutes of meetings in school, and ensure copies are sent to relevant bodies on request and are published as agreed at meetings;
Maintain records of local governing body correspondence;
Ensure copies of statutory policies and other school documents approved by the local governing body are kept in the school and published as agreed, for example, on the website.


5. Personal Development


Undertake appropriate and regular training and development to maintain his/her knowledge and improve practice;
Keep up-to-date with current educational developments and legislation affecting school governance;
Participate in regular performance management.


6. Additional Services

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


Clerk any statutory appeal committees/panels the local governing body is required to convene;
Assist with the elections of parent and staff governors;
Participate in, and contribute to the training of governors in areas appropriate to the clerking role;
Prepare briefing papers for the local 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 local governing body from time to time.


For further information and an application form visit the school website:

or contact Mrs D Jibb, Office Manager -

Telephone:

Visits to the school by prospective candidates are encouraged.

The school is committed to safeguarding and promoting the welfare of children. This post is subject to an enhanced DBS disclosure.

Closing Date for all posts:

Friday 17th March 2017, 12 noon

Ryhall Church of England Academy

Church Street, Ryhall, Stamford, Lincs, PE9 4HR