JOB DESCRIPTION

JOB TITLE: Clerk to the Corporation
Responsible to: Chair of the Corporation, in conjunction with the Principal
PURPOSE OF THE JOB
To ensure that the Corporation conducts its business smoothly, and efficiently, within its powers, following approved and proper procedures
To advise the Corporation, the Chair and members in accordance with best practice in good governance.
MAIN RESPONSIBILITIES AND DUTIES
1) To make appropriate provision for the Corporation:
a) to comply with the requirements of the Instrument and Articles of Government.
b) to receive and consider relevant information on the College finances, curriculum and student performance.
c) to set and regularly monitor targets for student enrolments and success rates.
d) to maintain financial forecasts and financial monitoring in line with the Financial Memorandum.
e) to maintain the highest standards of work with regards to equality and diversity, safeguarding, health and safety and risk management.
2) To maintain the required composition and membership of the Corporation and Committees in accordance with the Instrument and Articles of Government and Standing Orders by:
a) keeping an up to date record of membership (including committee membership), the issue of letters of appointment, notification of vacancies, making provision for elections, nominations and external co-options.
b) recording quoracy at meetings and reporting on individual attendance and attendance rates.
c) advising the Corporation on membership, the current audit of skills and profile of Governors.
3) To provide appropriate administration so that meetings of the Corporation and its Committees panels and ad – hoc groups are properly run, including:
a) the planning of the cycle of meetings, the issue of annual timetable and the scheduling of regular business for the academic year.
b) the summoning of meetings, with the issue of the agenda and related papers, the taking and distribution of minutes, and the list of outstanding matters/actions.
c) attending all meetings and ensuring that governors receive appropriate advice on their powers and responsibilities, taking action when these are exceeded.
4) To facilitate conduct that accords with the high standards of public office through:
a) the issue to members of the Code of Conduct for Governors and relevant guidance on the role of Governor.
b) maintaining an up to date Public Register of Interests for individual Governors and senior managers together with a Register of Gifts and Hospitality.
c) requiring and recording declarations of interest and advising on their related protocol.
d) providing public access to governors’ documents and keeping confidential ones under review.
5) Supporting individual Governors in their role by:
a) acting as a reference point for individual Governors and external enquires on governance.
b) acting as correspondent for members, and administrative support for the Chairperson of the Corporation and of Committees.
c) providing appropriate guidance on relevant matters, including external legal and other professional advice.
d) facilitating an approved training and development programme including induction for new governors.
e) administering any scheme for reimbursement of governors’ expenses.
6) Provide for the safe custody of the record of Corporation business, including:
a) the formal records of all meetings and copies of documents considered at these.
b) submission of College tenders and record of their consideration.
c) the College seal, register of its use and copies of documents on which it is used.
d) records of submissions made on behalf of the Corporation for audit and inspection.
7) To implement agreed procedures for good governance by:
a) keeping under review Standing Orders and Terms of Reference for Committees.
b) undertaking the self – assessment of Governance through the self – evaluation exercise and performance indicators on governance, lead on regularity audit and assist the Vice Principal Finance and Resources on other audit related activities covering governance and governance issues, for example the Financial Management Control Evaluation (FMCE).
c) reporting to the Search and Governance Committee on developments in good practice for governance.
d) ensuring that the Corporation fulfils its statutory responsibilities.
8) To fulfil the role of Clerk by undertaking the following:
a) to act independently for the good of the Corporation and give guidance on statutory, constitutional and procedural matters.
b) to seek external impartial advice when necessary.
c) to undertake professional development and participate in appropriate professional groups and training activities for Clerks.
d) to acquire sufficient expertise in the Clerk’s responsibilities and keep up to date with an understanding of relevant matters for Further Education Colleges.
e) to maintain confidentiality where required and not to disclose sensitive information without the required authority subject to the public interest disclosure policy.
f) arrange and support the Appraisal process for Senior Postholders.
g)  comply with all College policies and procedures.
h) in carrying out their duties the appointee must comply with Health and Safety Regulations, be aware of the College statement on Health and Safety and ensure a safe working environment for all staff, visitors and learners at all times.
i)  be aware of, and respond to, the changing nature of the College and adopt a flexible and proactive approach to work.
j)  Undertake such other duties as may be reasonably required commensurate with this grade, at the initial agreed place of work or at other locations the College operates from.
k)  To liaise regularly with the Principal and other Senior Postholders to ensure the effective governance of the College.
l)  To lead on the development and maintenance of a web based information and data centre for Governors, including a central electronic system for the production and dissemination of agendas, minutes, papers and other communications.
m)  To act as the College’s Freedom of Information Officer.
Elements Generic to working at Bolton College
§  To embed the College values in all aspects of the role.
§  To undertake all duties and responsibilities in compliance with regulatory and legislative requirements and within the parameters of all College policies and procedures.
§  To seek to ensure best value and cost effectiveness with regard to all transactions and operations undertaken.
§  To promote actively equal opportunities and positive attitudes towards diversity.
§  To actively contribute to the College’s safeguarding children and safeguarding vulnerable adult agenda.
§  To actively contribute to the effective use ILT to support a “paper light” working ethic through day to day working activity.
§  To contribute actively to the risk management processes of the College and to act within the parameters and controls established by the College risk management framework.
§  To contribute at all times to the creation of a healthy and safe working and learning environment by acting within, promoting and contributing to the BCC Safe Learner and Safe Staff frameworks.
§  To participate in continuous quality improvement through the following:
o  Appraisal
o  Continued Professional Development
§  To make a proactive and positive contribution to improving internal and external customer care and customer satisfaction and creating an exciting, fulfilling and successful learner experience.
§  Be aware of and responsive to the changing nature of the College and the context within which it operates and adopt a flexible and pro-active approach to work.
§  To act as a positive ambassador for the College.
PLACE OF WORK
The principal place of work will be the Corporation’s new premises at the Deane Road campus. However, the post holder may be required to work either on a temporary or an indefinite basis at any premises at which it may from time to time provide services.
WORKING HOURS
You will be expected to work 18.5 hours per week. The pattern of work will be agreed with the successful postholder. Your pattern of work may vary from time to time. In normal circumstances where you work beyond your contracted hours, time off in lieu may be given. Overtime would not normally be paid for this post.
A certain amount of flexibility is therefore required of the post-holder, whose pattern may vary from time to time involving work on an evening or some other time outside the stated pattern as part of the working week. Such variations may, for example, operate through the calendar year covering meetings.
TRAINING
The College wishes to encourage staff to increase their skills and qualifications, for the benefit of the individual and the College. The post holder may therefore, at the discretion of management, be required to undertake training and development appropriate to present and future needs of the College.
All staff will be required to participate in an annual staff development review.
PROBATIONARY PERIOD
For new employees to Bolton College, the first 9 months will be a probationary period, during which their suitability for the position to which they have been appointed will be assessed. The College reserves the right to extend their probationary period if, in its opinion, circumstances so require. During the probationary period, the employment may be terminated either by the post holder or by the College on giving one month’s written notice. The College’s Disciplinary Procedure will not apply during the probationary period.
APPRAISAL
The post holder will be required to participate in a staff appraisal scheme approved by the College.
In the interests of health and safety, smoking is not permitted at Bolton College.
JOB DESCRIPTION PREPARED BY: Director of Human Resources
DATE: July 2017