JOB DESCRIPTION

MAT Clerk and Company Secretary

Part Time, Permanent

SALARY:£25,000 per annum, pro rata

LOCATION:Trust offices plus travel to trust schools for meetings

REPORTS TO:Chair of Trustees

HOURSIn the region of 10 hours per week.

The hours for this role are not fixed due to the nature of the post. Therefore, the postholder must be flexible in their approach and be able to:

  • Attend evening meetings
  • Attend ad hoc panel meetings
  • Work on own initiative to meet deadlines

This job description is not a comprehensive definition of the post. Discussions will take place on a regular basis to clarify individual responsibilities within the general framework and character of the post as defined below.

POST OBJECTIVE

The main purpose of this role is to:

  • Provide advice to the members/trustees/governing board (referred to throughout as ‘governors’) on governance, constitutional and procedural matters
  • Provide effective administrative support to the Trust and its committees
  • Ensure the Trust is properly constituted
  • Manage information effectively in accordance with legal requirements

MAIN RESPONSIBILITIES AND TASKS

Provide advice to the Trust

  • Advise the Trust 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 Trust
  • Inform the Trust of any changes to its responsibilities as a result of a change in academy status or changes in the relevant legislation
  • Offer advice on best practice in governance, including on committee structures and self-evaluation
  • Ensure that statutory policies are in place, and are revised when necessary, with the assistance of staff
  • Advise on the annual calendar of trust meetings and tasks
  • 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

Effective administration of meetings

  • With the Chair and Headteachers/Principals prepare a focused agenda for trust and committee meetings taking account of DfE, ESFA, and company law guidance/requirements, as well as any local issues, and is focussed on strategy and academy improvement
  • Liaise with those preparing papers to make sure they are available on time, and collate and distribute the agenda and papers at least seven clear days before each meeting, as set out in the Articles of Association or 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 trust and committee meetings, indicating who is responsible for any agreed action with timescales, and send drafts to the chair and (if agreed by the Trust), the Headteacher/ Principal
  • Circulate the reviewed draft to all governors (members of the committee), the Headteacher/ Principal (if not a governor) and other relevant body, such as the local authority/diocese/foundation/trust as agreed by the Trust and within the timescale agreed with the Trust
  • Follow-up any agreed action points with those responsible and inform the chair of progress

Membership

  • Advise governors and appointing bodies 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 trust pecuniary interests and ensure the record of governors’ business interests is reviewed regularly and lodged within the academy
  • Ensure Disclosure and Barring (DBS) has been carried out on any governor when it is appropriate to do so
  • Maintain a record of training undertaken by members of the Trust; and
  • Maintain governor meeting attendance records and advise the chair of potential disqualification through lack of attendance
  • Advise the Trust on succession planning (of all roles, not just the chair)

Manage Information

  • Maintain up to date records of the names, addresses and category of trust members and their term of office, and inform the Trust and any relevant authorities 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 educational establishment, and ensure copies are sent to relevant bodies on request and are published as agreed at meetings;
  • Maintain records of trust correspondence
  • Ensure copies of statutory policies and other academy documents approved by the Trust are kept in the academy and published as agreed, for example, on the website

Personal Development

  • Undertake appropriate and regular training and development to maintain own knowledge and improve practice
  • Keep up-to-date with current educational developments and legislation affecting academy governance
  • Participate in regular performance management

Additional Services

  • The clerk may be asked to undertake the following additional duties:
  • Clerk any statutory appeal committees/panels the Trust is required to convene: if the clerk is not contracted to set up and clerk these panels, the Trust will have to make an alternative arrangements
  • 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
  • Maintain a file of relevant Department for Education (DfE), local authority and church authorities (if appropriate) guidance documents
  • Maintain archive materials
  • Prepare briefing papers for the Trust as necessary
  • Conduct skills audits and advise on training requirements and the criteria for appointing new governors relevant to vacancies
  • To act as Company Secretary and keep Companies House updated in relation to all appointments and resignations of governors, assist with the filing of all Companies House forms and maintain the statutory books
  • To liaise with academy Clerks’ to LGB’s as required, and co-ordinate and develop a consistent method of clerking across academies
  • Any other ad hoc duties as directed by the Chair of Trustees

PERSON SPECIFICATION

CRITERIA / ESSENTIAL / DESIRABLE
Knowledge and Qualifications
Secretarial qualification or relevant experience and ability to produce concise and accurate minutes / 
High levels of literacy and numeracy, high standard of ICT skills including the use of the internet to access information / 
Openness to learning and change and willingness to attend relevant training / 
Attended the National Programme for Clerks / 
Knowledge of academy governance law, governing body procedures, education legislation and guidance; / 
Up to date knowledge of current educational development and legislation affecting academies and school governance / 
Knowledgeoftherespectiverolesandresponsibilitiesof the PET, governingbody,the Headteacher/Principal,theDiocesanAuthority(if appropriate) / 
Knowledgeof equal opportunities and dataprotectionlegislation / 
Experience
Experience of organising meetings, agenda setting, minute taking / 
Experience of dealing with confidential and sensitive issues / 
Experience of developing and maintaining contacts with outside agencies / 
Ability to give clear and accurate advice to a range of audiences / 
Excellent record keeping skills / 
Ability to prioritise own work, work on own initiative and ability to work under pressure to meet deadlines / 
Ability to retrieve information timely and accurately / 
Skills, Personal Qualities and Special Attributes
Excellent listening, communication and literacy skills; / 
Excellent organisational and time management skills / 
Ability to demonstrate personal integrity and maintain confidentiality / 
Ability to remain impartial / 
Ability to build effective working relationships and work as part of a team / 
Excellent interpersonal skills / 
Flexible approach to working hours ensuring availability to work at times convenient to the Trust including evenings. Availability to be contacted at mutually agreed times / 
Ability to travel to meetings / 

The Trust is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. All employees are subject to an enhanced DBS (CRB) Disclosure prior to taking up an appointment with the Trust.