JOB DESCRIPTION – CLERK TO THE GOVERNORS
Purpose of post:-to provide a high quality professional clerking service to support an effective governing body. The clerk will be accountable to the governing body, working mainly with the chair of governors and sometimes with the Headteacher or other governors delegated for a task.
Responsible to:-The Governing Body
Responsible for:-
- Full Governing Body meetings
The effective clerk will
a)Work with the Chair and Headteacher at a pre-meeting before the governing body meeting to prepare a purposeful agenda.
b)Ensure the papers are written for the agenda, (in some cases write them) liaising with whoever will present the paper.
c)Distribute the agenda and papers in good time.
d)Ensure correct procedures are followed including election of chair, vice chair and quorums.
e)Advise the governing body on law, standing orders and procedural matters where necessary during the meeting.
f)Take note of the governing body meetings, to prepare minutes sending drafts to the chair for agreement.
g)Copy them and circulate the draft to all governors.
h)Keep a file of minutes agreed by the governors for reference.
i)Follow up the decisions of the governors or ensure that this is done.
- Committees
a)Minute the governing body committees as requested.
b)Maintain copies of terms of reference and membership of committee and working parties.
- Membership
a)Maintain an up-to-date file of names and addresses of governing body members, and their terms of office.
b)Record the attendance of governors at meetings.
c)Advise governors of the expiry of their term of office.
d)Advise the governing body of non-attendance of governors and warn any governor of the danger of being disqualified for non-attendance.
e)Advise the governing body of vacancies and inform the chair and the Local Authority of any resignations or appointments and ensure that action is taken to fill a vacancy.
f)Run the elections of parent and teacher governors.
- Advice
a)Advise the governing body on a range of procedural and legal issues as they apply to the governing body.
b)Act as a first point of contact for governors’ procedural questions.
c)Ensure new governors have the essential documents.
d)Give advice and support to governors taking on new roles such as chair or chair of a committee.
e)Advise governors of the governor training available, including induction.
f)If required, take part in training and development of governor skills.
5.Information
a)Maintain governors’ files including school policies and other school documents.
b)Maintain records of correspondence documents.
c)Assist with the preparation of any governing body reports assembling the statutory information and copying and distributing the report.
d)Advise on, or obtain advice and information for the governing body as required.
e)Keep up to date with current developments and legislation affecting all areas of school governance, if necessary preparing briefing papers for the governing body.
f)Keep the Governors’ area of the VLE up to date.
6.Other meetings as required
a)Set up and minute governing body hearings, interviews and appeals as requested.
7.Professional development
a)Have undergone initial clerks’ training
b)Attend an annual clerks’ conference and a termly briefing
c)Continue to develop clerking skills
To undertake any other duties as may be reasonably required from time to time by the governing body.
September 2016
PERSON SPECIFICATION – CLERK TO THE GOVERNORS
A clerk’s first loyalty must be to the whole governing body. Clerks should have the experience and personality to be a trusted professional colleague to members of the governing body.
- General
a)Clerks should be the constitutional conscience of the governing body.
b)They should be able to provide administrative back up and advice that enables governors to meet their responsibilities.
c)They should be able to demonstrate administrative effectiveness.
d)They should be able to produce a record of personal and professional development and openness to learning and change.
e)Clerks should be people of integrity, sensitive to the different perspectives of those who manage schools. They will need to use tact and discretion when dealing with the Chair, Headteacher, other governors and the school but must be able to stand up for what they know is right.
f)They should demonstrate a clear commitment to the governing body.
g)However, they must be impartial as regards the governing body’s decisions.
- Knowledge
The effective clerk should
a)Be competent in meetings, and with procedures and administration.
b)Have knowledge of educational issues and law.
c)Understand the relative roles and responsibilities of the governing body, the Headteacher, the LEA and the DfES.
- Skills
The effective clerk should have
a)High level of communication, literacy, numeracy and IT skills.
b)Competence at organising their time and working to deadlines.
c)The ability to research information and write briefing papers for governors.
d)The ability to make contacts with outside agencies including departments of the LEA and the DfES.
- Circumstances
The Clerk should
a)Be able to work at the times convenient to the meeting time of the governing body including evening meeting.
b)Have access to a computer and a photocopier.
c)Be willing to provide access to support outside conventional office hours, and in the event of unforseen circumstances.
- Equal Opportunities
The clerk must understand and have due regard for equal opportunities and human rights.