Clerk to Governing Body, HR Officer, Company Secretary

4 days left

Rookery School
F/T equivalent point 20 £25,991 Actual pay £11,075.91
23 Mar 2021
20 Apr 2021
Contract Type
Part time permanent
Working Pattern
Term time

Rookery School:  Clerk to Governing Body, HR Officer, Company Secretary

Main purpose of role is to:

Provide advice to the governing body on governance, constitutional and procedural matters:

Provide effective administrative support to the governing body and its committees.

Ensure the governing body is properly constituted

Manage information effectively in accordance with legal requirements

Main responsibilities and tasks

The clerk to the governing body will:

1. Provide advice to the governing body

  • Advise the governing body 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 governing body;

  • Inform the governing body 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
  • Ensure that statutory policies are in place, and are revised when necessary, with the assistance

of staff

  • Advises on the annual calendar of governing body 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


2. Effective administration of meetings

  • With the chair and headteacher prepare a focused agenda for the governing body meeting and

committee meeting

  • 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 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 governing body meetings, indicating who is responsible for any agreed action

with timescales, and send drafts to the chair and (if agreed by the governing body), the


  • Circulate the reviewed draft to all governors (members of the committee), the headteacher (if

not a governor) and other relevant body, such as the local authority/diocese/foundation/trust

as agreed by the governing body and within the timescale agreed with the governing body

  • Follow-up any agreed action points with those responsible and inform the chair of progress

3. 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 governor pecuniary interests and ensure the record of governors’

business interests is reviewed regularly and lodged within the school;

  • 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 governing body; and
  • Maintain governor meeting attendance records and advise the chair of potential

disqualification through lack of attendance

  • Advise the governing body on succession planning (of all roles, not just the chair)

4. Manage Information

  • Maintain up to date records of the names, addresses and category of governing body members

and their term of office, and inform the governing body 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 school, and ensure copies are sent to

relevant bodies on request and are published as agreed at meetings;

  • Maintain records of governing body correspondence
  • Ensure copies of statutory policies and other school documents approved by the governing

body are kept in the school and published as agreed, for example, on the website

5. Personal Development

  • Undertake appropriate and regular training and development to maintain his/her knowledge

and improve practice

  • Keep up-to-date with current educational developments and legislation affecting school


  • Participate in regular performance management

6. Additional Services

The clerk may be asked to undertake the following additional duties:

  • Clerk any statutory appeal committees/panels the governing body is required to convene: if the

clerk is not contracted to set up and clerk these panels, the governing body will have to make

an alternative arrangement

  • Assist with the elections of parent and staff governors
  • Participate in, and contribute to the training of governors in areas appropriate to the clerking


  • Maintain a file of relevant Department for Education  guidance documents
  • Maintain archive materials
  • Prepare briefing papers for the governing body, as necessary
  • Conduct skills audits and advise on training requirements and the criteria for appointing new

governors relevant to vacancies

  • Perform such other tasks as may be determined by the governing body from time to time


  • Responsibility for entering staff variations on the  EPM Portal
  • Manage  the administration of the “Managing Staff Absence in Schools Policy”; monitoring trigger points, preparing invitation letters and paperwork for informal/ formal monitoring meetings, providing statistics for the annual review of sickness
  • Manage the administration of the school’s Discretionary Absence Policy; monitoring trigger points, communicating the outcome of discretionary absence applications , providing statistics for the annual review of Discretionary Absence
  • Ensuring necessary medical information of employees is updated when necessary
  • Carrying out individual health risk assessments
  • Conduct  whole school well- being surveys
  • Conduct individual well- being reviews
  • Booking  Occupational Health referrals
  • Completing management referral paperwork for Occupational Health referrals
  • Provide administrative support for the school’s recruitment and retention policy
  • Enter contract information for new appointments on the EPM Portal

Company secretary

 Board of trustee/director/governor meetings:

• facilitating the smooth operation of the academy’s formal decision making and reporting machinery

• organising board meetings along with those of its committees ensuring that there is proper and appropriate co-ordination of board and committee meetings and effective flow of information

• formulating meeting agendas with the chairman (or headteacher) and advising management on content and organisation of memoranda or presentations for the meeting


Maintaining the following registers and responding to appropriate requests

concerning the information they contain:

• members

• members of the board of trustees/directors/governors

• board member interests

• gifts and hospitality accepted and refused.

Statutory returns

Ensuring that formal documentation is filed with appropriate bodies, as required, and

to report certain changes regarding the academy:

• annual return and accounts

• changes to trustees/directors/governors

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