Clerk Of Governors

Accountable to: The Governance Professional is line managed by the Chair of Governors.Job Purpose• Provide advice to the Trustees (also referred to as ‘the Board’) and Members with regards to governance, constitutional and procedural matters in accordance with the DfE’s Governance Handbook and the Competency Framework for Governance and the Trust’s governing documents including the;o Articles of Association;o Funding Agreement.• Provide effective administrative support to the Members, the Trustees and Board Committees. • Ensure the Board is properly constituted.• Manage information effectively in accordance with legal requirements.• Ensure that the Trust’s statutory returns relating to governance are filed either directly or through liaison with the Director of Finance and Operations and others as appropriate.Safeguarding• To be familiar with school policies, in particular safeguarding procedures, and promote the welfare of children.Key ResponsibilitiesProvide governance advice to Members and Trustees • Advise the Members and Trustees on governance legislation and procedural matters where necessary before, during and after meetings;• Act as the first point of contact for Trustees and Members with queries on procedural matters. Obtain appropriate legal advice, support and guidance, and where necessary seek advice and guidance from third parties on behalf of the Board and Members;• Inform the Board of any changes to its responsibilities as a result of a change in school status or changes in the relevant legislation. Offer advice on best practice in governance, including on committee structures and self-evaluation of governance. • Ensure that statutory policies are in place, and advise the Headteacher of the need for review of policies in line with agreed timescales; • Advise on and communicate the annual calendar of Board meetings and Model Agendas;• Send new Trustees induction materials and ensure they have access to appropriate documents, including any agreed Code of Conduct;• Contribute to the induction of Trustees taking on new roles, in particular the chair or vice-chair of committees.Effective administration of meetingsBoard and Committee Meetings:• Liaise with the relevant chair and the headteacher to prepare a focused agenda for the meetings of the Board and its committees;• Liaise with those preparing papers to make sure they are available on time, and distribute the agenda and papers as required by legislation or other regulations;• Ensure meetings are quorate. Record the attendance of Trustees at meetings (and any apologies – whether they have been accepted or not), and take appropriate action in relation to absences, including advising absent Trustees of the date of the next meeting;• Draft minutes of meetings, indicating who is responsible for any agreed action with timescales, and send drafts to the relevant chair; • Circulate the reviewed draft to all Trustees, committee members and the headteacher and other relevant bodies, such as the ESFA, as agreed by the Board; • Follow-up any agreed action points with those responsible.General Meetings:• Administer General Meetings (including the AGM) including:o Sending written notice to the Trustees, Members and external auditors;o Act as Clerk to General Meetings;o File any special resolutions with Companies House.Board Structure and Composition• Advise the Members and the Board in advance of the expiry of a Trustee’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 of Trustees is elected, giving procedural advice concerning conduct of this and other elections;• Advise the Board on succession planning;• Provide advice regarding the governance structure and terms of reference relating to the Board and its committees.Management of Company Information Trustees and Members• Confirm that References, a Disclosure and Barring Service (DBS) check and any other suitability checks have been carried out for any Trustee when it is appropriate to do so; • Maintain up to date records of the names, addresses and category of Trustees and their term of office. (The Register of Directors and Members)• Maintain a register of Trustees’ pecuniary interests and ensure the record is reviewed regularly and lodged within the school;• Maintain a record of training undertaken by Trustees including that relating to Safeguarding;• Maintain records of Trustees’ attendance at meetings and advise the Chair of potential disqualification through lack of attendance; Board / Company Information: