CLERK TO THE GOVERNORS- GOVERNANCE ADVISER

Part time, permanent

Based at

North Devon Campus (Barnstaple)

Information for Applicants

Petroc is one of the South West's leading colleges, committed to raising the aspirations, knowledge and skills of individuals, communities and businesses in Devon and beyond. Operating from three campuses, two in North Devon (Barnstaple) and one in Mid Devon (Tiverton), Petroc reaches out to a large rural community across the whole county.

We provide an exceptional range of further and higher education programmes which, in line with our vision, will equip our communities for the future, economically, socially and culturally.

We have many things to be proud of at Petroc. Our students consistently produce record-breaking results and progress onto the country's leading universities, further training or employment. We have enviable learner success rates placing us in the top 9% of colleges in the country for A Levels and BTECs. Our learners are at the heart of everything we do and we are proud of their successes.

Our whole community is committed to driving forward educational success in further and higher education and we all strive to raise the aspirations, knowledge and skills of individuals, communities and businesses in Devon and beyond.

We believe in bringing out the very best in people through being open and responsive, stimulating fresh thinking and building both confidence and ambition; and our personality is summarised in our vision ‘Raising Aspirations, Realising Potential, Supporting Success’.

Petroc is central to the economic, social and cultural needs of our surrounding communities. Over 16,000 student enrolments take place each year with ages ranging from 14 to 80+ years. With a staff headcount of approximately 900, the college is one of the largest employers in the area. We pride ourselves on our forward thinking, enthusiastic and diverse staff who make Petroc a vibrant and friendly place that is both flexible and supportive for all.

Petroc delivers significant provision across all Skills Funding Agency (SFA) and Education Funding Agency (EFA) programme areas (except agriculture) in a wide range of academic, vocational, work based, recreational and Higher Educational (in collaboration with the University of Plymouth) subjects.

Our students come from Devon, Cornwall, Somerset, Dorset and, through distance learning, areas far beyond South West England. Strong links are maintained with all schools and community colleges, as well as other institutions, to ensure comprehensive provision for all young people, adults and employers in the area.

We are developing inspiring state-of-the-art facilities, having recently opened a Future Technologies Centre at our Mid Devon Campus, an Engineering Centre of Excellence at our North Devon Campus; and we have a Lifestyle and Tourism Centre which opened in the Summer 2016.

With the nearest University 50 miles away, Petroc’s Brannams Campus in Barnstaple has seen a very large increase in Higher Education and further expansion is planned through the Mid Devon Campus. In total, some 450 people currently study Higher Education at the college, with the majority on Foundation Degree programmes.

Now would be an exciting time to join the College as we continue to push the boundaries of educational excellence and maximise our potential to serve our communities.

In November 2015 The Office for Standards in Education (OFSTED) recognised the achievements of Petroc by grading the college as ‘good’.


GOVERNANCE ADVISER
Name: / Date:
Department: / Executive Management Team / Mentor: / Principal
Line Manager: / Chair of Governors / Scale: / MSP 25
Hours: / 22.2 hours (0.6) FTEx 52 weeks / Salary: / Competitive
This job description is a current statement of the duties and tasks required of the postholder concerned. The nature of the job description will change from time to time and its terms are always governed and over-ridden by the postholder’s Contract of Employment. The duties outlined in this document do not constitute a comprehensive or exclusive list and duties may be varied from time to time which do not change the general character of the job or level or responsibility entailed.
Petroc has an active Equality, Diversity and Inclusion Policy, commitment to which is expected from all staff. Applicants are, therefore, invited from all suitably qualified people irrespective of a protected characteristic.
MAIN FUNCTION OF THE JOB
The Governance Adviser has a central role in promoting effective governance of the College.
The Governance Adviser is responsible for ensuring that the Board’s proceedings are conducted in accordance with the provisions of the statutory Instrument and Articles of Government, the rules and regulations made under the Articles, Education Acts and the general law.
The Governance Adviser is accountable to the Board through the Chair, on all matters relating to their duties. They will provide effective, professional, well researched advice, guidance and support to the Board and the Principal.
The College Principal with have day-to-day operational oversight for the Governance Adviser.
MAIN DUTIES AND RESPONSIBILITIES
The major responsibilities of the Governance Adviser, as set out in the Articles of Government, are to:
  • advise the Board with regard to the operation of its powers
  • advise the Board with regard to procedural matters
  • advise the Board with regard to the conduct of its business
  • advise the Board with regard to matters of governance practice.
On a more detailed level, the responsibilities include:
Functioning of the Board
  • Acting as the central point of contact on all matters related to the governance of the College.
  • Ensuring that the Board meets its responsibilities for accountability and propriety in all its actions, including ensuring compliance with statutory and non-statutory regulations and codes of practice relating to the conduct of its affairs by:-
(a) Providing effective and efficient professional support and advice to the members of the Board and the Principal/senior management of the College.
(b) Facilitating the proper conduct of meetings of the Board and its committees and seeking to ensure that correct procedures are followed, including:
  • Timetabling all meetings of the Board and committees, ensuring that meetings are called on proper written notice and overseeing the formulation and distribution of agendas and supporting papers, drafting cover papers as required.
  • Producing an annual timetable of business for the Board and its committees which forms the basis of the agendas for each meeting.
  • Attending all meetings of the Board and its Committees, ensuring they are quorate, that minutes are recorded, and in conjunction with the Chair and Principal, that appropriate arrangements are made in the absence of the appointed Governance Adviser.
  • Ensuring the timely production and publication of minutes, signed minutes and supporting papers and maintaining records of meetings and proceedings.
  • Drafting appropriate papers for the Board to ensure that members are kept up to date on the external environment.
  • Developing a relationship of trust with the Chair, Principal, other members of the Board and senior staff in the College.
Governance In General
To be responsible for:-
  • Maintaining and updating the register of members’ interests and advising where a member may have a potential conflict of interests.
  • Giving independent guidance on statutory, constitutional and procedural matters.
  • Obtaining and making available professional advice for the Board and to individual governors in accordance with their role as governors.
  • Facilitating communication on Board matters between the Board, the Principal and senior staff of the College.
  • Administering those procedures approved by the Board for making information about the Board’s business available to the public in accordance with the principle of transparent and open accountability.
  • Ensuring the proper use of the Board Seal.
  • Preparing, for approval by the Board, committee terms of reference and other policies, procedures and standing orders for governance.
  • Working in a manner which promotes equality, diversity and inclusion.
  • Keeping abreast of sector developments and relevant government policy and bringing to the attention of the Chair and the Board matters likely to affect the governance and/or solvency of the College.
Governor Appointment and Development.
  • Ensuring that all governor appointments are made in accordance with statutory and locally agreed procedures.
  • Ensuring that all matters pertaining to membership of the Board and its committees have been properly checked, including:
(a) Checking the eligibility of current and prospective members;
(b) Disclosure and Barring Service (DBS) checks;
(c) Issuing of letters of appointment and re-appointment;
(d) Advising on expected vacancies;
(e) Maintaining registers of members and records of attendance at meetings.
  • Arranging for the induction of new governors.
  • Administering the arrangements for the nomination and election of staff and student governors.
  • Supporting governors in identifying their training needs and organising training, using both internal and external providers.
  • Facilitate the development of governors including arranging CPD, away days, visits to other colleges in order to maximise the effectiveness of the Board in discharging its responsibilities.
  • Supporting the Board in its annual self-assessment review and other internal or external reviews or inspections.
  • Participating in the provision of in-house training.
Other Duties.
  • Administering the scheme for the reimbursement of governors’ expenses.
  • Keeping governors in touch with developments/events at the College.
  • Attend relevant meetings of the senior management team, in consultation with the Principal, which facilitates for the Governance Adviser an appropriate level of understanding of management issues.
  • Comply with and promote College Health and Safety policies and take appropriate responsibility to ensure the health and safety of all employees and students.
  • Ensure compliance with College policies and procedures.
  • Maintaining governor records.
  • Maintaining the governors’ section on the College website.
  • Assisting the student union and advising on matters relating to its constitution and code of practice.
  • Investigating complaints which fall to be considered by the chair of governors.
  • Investigating any allegations of malpractice in accordance with the Whistle Blowing Policy.
  • Ensuring that the College website is compliant with the Freedom of Information Act and advising on any Freedom of Information requests received by staff.
The post is a Senior Post Holder within the College management structure. The post is outside of the College management structure and is, indeed, independent of College management. The postholder reports directly to the Governing Body.
Whilst independent of College management, it is essential that the postholder develops a good working relationship with the College management team.
Candidates will be judged according to the degree with which they meet the following Person Specification:
ESSENTIAL
  • High level of advisory and influencing skills.
  • A very high standard of literacy skills, with the ability to produce clear, concise and accurate documents and reports for both internal and external use.
  • Ability to communicate effectively, confidently, professionally and, where necessary, confidentially with a wide range of people.
  • Ability to prioritise effectively and meet tight deadlines.
  • Ability to effectively problem solve with high level analytical skills.
  • Excellent interpersonal skills, with the ability to advise the Governing Body in an authoritative manner.
  • A thorough awareness and understanding of the management of change in a complex environment.
  • Ability to work independently and use own initiative, whilst ensuring that everyone else, who needs to be briefed, is.
  • Excellent organisational and prioritisation skills.
  • A good understanding of corporate governance issues in relation to public bodies.
  • Ability to grasp and summarise complex issues.
  • Close attention to detail.
  • Strong commitment to continuing professional development and maintain knowledge of developments in the sector via the Governance Advisers’ network etc.
  • A flexible approach to managing working hours to meet the needs of the Governing Body.
  • Sound knowledge and use of ICT.
DESIRABLE
  • Hold the HE Award (Level 5) in Governance for Clerks (or be prepared to work for it within an agreed period)
  • Recent experience of dealing with governance issues.
  • Previous experience of meeting and/or committee arranging and servicing, agenda drafting and minute taking.
  • Knowledge of the Further Education sector.
  • Knowledge of the Freedom of Information Act.
  • Knowledge of Human Resources legislation/legal matters and their context.

All positions are subject to the completion of an Enhanced DBS Disclosure

Completed applications should be returned to or to the Human Resources Office, Petroc, Old Sticklepath Hill, Barnstaple, Devon, EX31 2BQ

by no later than 12noon on Tuesday 7th February 2017

Applications received after this deadline will not be accepted

If you have not been called for interview within two weeks of the closing date for this post, you should assume that you have not been shortlisted on this occasion.