www.celtrust.org

Clerk to Local Governing BodyJob Description & Person

Specification

Job DescriptionPurpose of the Post:

The Clerk plays a key role in contributing to the efficient functioning of the governing body and committees by providing:

Administrative and organisational support; Guidance to ensure that the LGB works in

compliance with the appropriate legal and regulatory framework;

Advice on procedural matters relating to the operation of the LGB

The Clerk is responsible for providing: An efficient, effective clerking service to the LGB Up to date information to the Governance Officer An effective professional working relationship with

the LGB and MAT

Reporting to: The Local Governing Body, the Governance Officer

Key Contacts: Head Teacher, Chair of Governors

Supervisory Responsibility:

Location:

None

Based at Newquay Primary Academy but may be a requirement to travel to undertake work at or for academies within Cornwall Education Learning Trust

Salary Grade: £120 per meeting-2 meetings per term

Hours: A flexible approach to working hours is required.

Principal Responsibilities:

Advise the LGB and its committees on governance legislation and procedural matters, where necessary, before, during and after meetings

Ensure that the LGB complies with the Scheme of Delegation and Code of Conduct

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

Inform the LGB of any changes in its responsibilities as a result of changes in the relevant legislation

Offer advice on best practice in governance, including on committee structures

Maintain an overview of the statutory policies to ensure they are in place, and are revised when necessary, with the assistance of staff

Advise on the annual calendar of meetings and tasks for the LGB and its committees

Send induction materials to new governors and governors taking on new roles and ensure they have access to appropriate documents

Check that meetings are quorate, and if not provide appropriate advice on how to proceed

Establish and maintain efficient procedures for meetings, sharing documents in a timely manner

Ensure that meeting papers are clear and accurate, and that minute’s capture discussion points and actions

Challenge the LGB if the meetings are not conducted in an orderly manner Prepare thoroughly for meetings and ensure that outstanding action points

are acted on Help maintain accurate registers (e.g. register of interests) Understand the principles of confidentiality and apply this to their own work

and that of the LGB Liaise with those people preparing papers to make sure they are available on

time, and distribute the agenda and papers as required within the agreed timeframe

Ensure attendance is recorded at meetings (and any apologies, whether they have been accepted or not), and take appropriate action in relation to absences

Ensure minutes of meetings are drafted to a common standard, indicating who is responsible for any agreed action with timescales, and are sent to the relevant chair

Circulate the approved draft minutes to the circulation list within the timescale agreed with the LGB

Ensure that any agreed action points are followed up with those responsible and that the chair is kept informed

Clerk any complaints, disciplinary or appeal committees/panels that the LGB is required to convene

Advise Chair & Head in advance of the expiry of term of office, so that appointments can be organised in a timely manner

Maintain a register of governor pecuniary interests and ensure the record of governor business interests is reviewed regularly and held centrally

Ensure that Disclosure and Barring (DBS) has been carried out on any member or director when it is appropriate to do so

Maintain a record of training undertaken by governors Maintain governor meeting attendance records and advise the chair of poor

attendance Conduct skills audits Take appropriate action if the LGB, its chair or one of its committees appears

to be at risk of acting outside their powers or to be proposing actions that may be unlawful

Maintain up to date records of the names, addresses and category of governors and their terms of office, and inform the MAT of any changes in membership

Maintain copies of current terms of reference and membership of any committees and working parties and any nominated governors, e.g. safeguarding, standards

Maintain a central record of signed minutes of meetings, and ensure copies are sent to the relevant bodies on request and are published as agreed at meetings

Ensure statutory policies are in place and that staff revise these when necessary

General Responsibilities applicable to all staff:

To demonstrate and promote the values of Cornwall Education Learning Trust at all times.

To work effectively with other members of staff to meet the needs of all pupils.

To work with professionalism in line with the Trust's Code of Conduct.

To attend staff meetings and Trust-based INSET as required.

To be responsible for his/her own self-development on a continuous basis, undertaking any training/professional development as appropriate.

To be aware of and adhere to all applicable Trust policies and procedures.

To maintain at all times the utmost confidentiality with regard to all reports, records, personal data relating to staff and pupils and other information of a sensitive or confidential nature acquired in the course of undertaking duties for the Trust, with due regard to General Data Protection Regulations.

Note: This Job Description is illustrative of the general nature and level of

responsibility of the work to be undertaken commensurate with the grade. It is not a comprehensive list of all the responsibilities, duties and tasks relating to the post.

The postholder may be required to undertake such work as may be determined by the Headteacher/line manager from time to time, up to or at a level consistent with the main responsibilities of the job.

This Job Description may be amended at any time in consultation with the postholder.

SPECIAL CONDITIONS OF EMPLOYMENTCornwall Education Learning Trust is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment. The postholder is required to follow all of the Trust’s policies and procedures in relation to safeguarding at all times, and to adhere to the statutory guidance ‘Keeping Children Safe in Education’. The postholder must take appropriate action in the event that they have concerns, or are made aware of the concerns of others, regarding the safety or wellbeing of children or young people.

All offers of employment are conditional and subject to satisfactory pre-employment checks including receipt of original qualification documents, references, medical screening, proof of eligibility to work in the UK, Childcare Disqualification check and a Disclosure and Barring Service (DBS) check.

Person SpecificationSelection Criteria

Essential Desirable How Assessed

Education andTraining

Educated to at least GCSE standard or equivalent in English and Mathematics

Able to demonstrate a willingness to attend appropriate training and development

Evidence of relevant continuous professional development

Attended, or committed to attending, the National Training Programme for Clerks or its equivalent

Attended, or committed to attending, the National Training Programme for Clerks or its equivalent

Application Form / Interview

Skills and Experience

Used to working in an environment that requires self-motivation and taking initiative

Has worked effectively as a member of a team

Good listening, oral, literacy and numeracy skills

Ability to write agendas, accurate concise minutes and structured reports

ICT skills, including keyboarding, word processing, spreadsheets and databases

Effective at organising own time and working to deadlines

Efficient organisation of meetings

Efficient record keeping, information

Use of internet to access relevant information

Previous experience of school or academy governance and of providing a clerk service

Developing and maintaining contacts with outside agencies

Knowledge of equal opportunities, human rights and data protection legislation

Application Form / Interview

retrieval and dissemination of data and documentation to the MAT, LGBs and relevant partners

Knowledge and understanding of LGB procedures

Knowledge and understanding of the legal framework within which the Trust and its schools operates

Knowledge and understanding of the statutory obligations of a company limited by guarantee and a registered charity

Specialist Knowledge Demonstrates an

awareness, understanding and commitment to the protection and safeguarding of children and young people

Demonstrates an awareness, understanding and commitment to equality and inclusion

Personal Attributes

A person of integrity Able to remain

impartial Sympathetic to the

needs of others Open to learning and

change A positive attitude to

personal development and training

Good interpersonal skills

Values Related Qualities

Collaborate – ability to work effectively as a team

Empower – ability to take initiative and problem solve in order to improve performance

Leadership – To lead by example and achieve shared goals

Transformation – ability to recognise a need for change and adapt accordingly

Application Form / Interview

CORNWALL EDUCATION LEARNING TRUSTUnits 15 & 16 St Austell Business Park, Treverbyn Road, Carclaze, St Austell,

Cornwall, PL25 4FD