Trainee Clerk to Governors or Experienced Governance Professional

We are looking to appoint a trainee Clerk to Governors or an established Governance Professional. Term time only, 20 hours per week (paid weeks 45.5)

This role is a hybrid role. The successful candidate would be expected to travel to schools in the West Midlands area; however, some meetings are held remotely.

Role purpose

To provide advice and guidance to the governing or trust board on governance, constitutional and procedural matters. A professional clerk will contribute towards the efficient and effective functioning of a governing board and its committees by providing:

Administrative and organisational support

Guidance to ensure that the board works in compliance with the appropriate legal and regulatory framework and understands the potential consequences for non-compliance.

Advice on procedural matters relating to the operation of the board

Key duties

Organising meetings, hearings and appeals. The Governance Professional prepares for and administrates meetings, allowing the board to make effective use of their time and focus on strategic matters. The clerk supports the effective running of meetings by:

working with others to prepare agendas and liaising with those preparing papers to make sure they are available on time.

convening meetings and distributing papers as required by legislation.

ensuring meetings are quorate, inclusive and well structured.

overseeing election of officers

recording attendance/apologies and taking appropriate action in relation to absences

taking minutes indicating who is responsible for any agreed actions with timescales and circulate as agreed with the governing board.

circulating draft and approved minutes to all governors/trustees/members of the committee, the headteacher and other relevant bodies within the timescale agreed with the board.

following up on agreed action points with those responsible and informing the chair of progress

Providing advice and guidance

advising on legal duties and governing practice

advising on constitutional requirements

advising on board procedures

advising on statutory guidance and policies

advising on annual tasks and decisions

advising on governor/trustee CPD

accessing external advice as appropriate

supporting issue resolution

Administration and record keeping

The clerk supports the board in maintaining records of policies and procedural documents and ensures these are accessible. This includes:

maintaining membership records including contact details of board members, terms of office and informing any relevant authorities of changes to membership details

advising governors/trustees and appointing bodies in advance of the expiry of a governor/trustee's term of office and the impact of this on the board's capacity, diversity and skills mix

establishing, in discussion with the board, open and transparent vacancy filling processes and efficient procedures for election and appointment

giving procedural advice and assisting with the management of governor/trustee elections

advising the board on succession planning for all board roles

maintaining governing documents such as terms of reference and signed minutes

collating, maintaining and ensuring correct publication of information about governors/trustees such as any pecuniary interests

maintaining a record of board CPD

maintaining records of board correspondence

maintaining governance communication portal

drafting correspondence on behalf of the board

Maintaining relationships and communication

Good relationships between the clerk and members of the board are essential for open communication. Clerks also have a role to play in supporting and advising the governing or trust board on their self-review and development.

The clerk should fulfil these responsibilities, whilst maintaining independence, by:

maintaining professional working relationships with the chair, the board and school leaders

communicating on board matters outside of meetings.

where appropriate, liaising on behalf of the board (such as for external reviews of governance)

contributing to the coordination of learning and development opportunities for those involved in governance, including induction and continuing professional development

participating in regular performance management with the chair

Ensuring compliance

ensuring meetings are quorate

overseeing the review of required policies

publication of governance information on school websites

advising on data protection requirements

overseeing board recruitment processes

co-ordinating safeguarding checks on board members

monitoring eligibility of board members to serve, including on committees

notifying disqualifications, expiry of office etc

statutory registers and filing returns

keeping up to date with current educational developments and legislation affecting school governance