Administrator to The Board

3 weeks ago

Southampton, United Kingdom THE GREGG SCHOOLS Full time

**JOB TITLE**: Administrator to the Board

**Accountable to**:The Chair of the Trust/Bursar

**Reporting to**: The Greggs SchoolsTrust (The Trust).

**Responsible to**: The governors of the Board

**Working relationship**:To work closely with the Bursar who is also clerk to the Governors.

**Hours**: 25 hours per week 0.65 Full Time equivalent. The post holder will undertake the hours required to fulfil the requirements of the role including evening work as necessary.

**Responsible for**:Provision of a comprehensive administrative/secretarial service to the Board of Governors, Committees/ Subgroups/ project work as directed by the Chair or their representative.

**Salary: £**24,000 Full Time Equivalent Pro Rata (actual salary £15,600)

**Role Summary**:The post holder will:

- Provide effective administrative support to the governing body and its groups ensuring the smooth running of meetings, prepare meeting agendas, and take accurate minutes.
- Working with the Bursar be a principal source of communication between Governors. Being aware of governance, constitutional and procedural matters raising them in a timely manner and in accordance with legal requirements and good practice.
- Working with trust colleagues and Senior Management Team to ensure the effective working of the Board of Governors and all associated activities.

**Duties and key responsibilities**:
**1* _**Administrative secretarial support*_
- To provide administrative/secretarial support to Governors individually and collectively, manage communications to and from Board members and between the Board and the Senior Management Team.
- Working closely with the Bursar and Chair of the Trust, oversee the administration of all Trustee meetings and the completion of meeting actions.
- To manage the trust diaries on behalf of Governors.
- To co-ordinate the booking of rooms for board meetings, sub committees, away days and other special meetings and refreshments if required.
- To organise induction programmes for all new Governors, the annual mandatory training of all Governors and annual plan of school visits across the academic year. To send new governors induction materials and ensure they have access to appropriate documents, including any agreed Code of Practice; andcontribute to the induction of governors taking on new roles.
- Prepare the annual calendar of governing body meetings and tasks.
- Maintain a register of governing body pecuniary interests and ensure the record of governors’ business interests is reviewed regularly and lodged within the Trust.
- Ensure Disclosure and Barring (DBS) has been carried out on any governor when it is appropriate to do so.
- Prepare briefing papers for the Trust as applicable.

**2 **_**Trust Board and sub committees**_
- In consultation with the Trust Chair, sub-committee Chairs and clerk to the Governors, prepare the agenda for board and sub-committee meetings.
- Draft minutes of governing body meetings, indicating who is responsible for any agreed action with timescales; send drafts to the Chair, forwarding final minutes to committee members.
- Follow-up any agreed action points with those responsible and inform the Chair of progress.
- Circulate documentation as required to all governors.
- To work with committee chairs, the Bursar and others to prepare meeting papers to circulate at least 10 days in advance of meetings or that required by any legislative process or regulations. Identifying to the chair(s) any outstanding issues that require action and acting as directed by the chair or the Bursar.
- To prepare and submit draft minutes of all meetings for approval to the appropriate committee chair within an agreed timeframe. To undertake the distribution of the minutes to the board as soon as they have been approved by the chair. On behalf of the chair(s) to take any follow up action from committee meetings and or minutes.
- Ensure meetings are quorate, maintaining governor meeting attendance records and advise the chair of potential disqualification through lack of attendance.
- 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.
- 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.
- Maintain a programme of Trust succession planning for all governor roles i.e., newly appointed Governors, Governors who change roles, re-election to roles.
- Assist in the recruitment of new Governors as applicable.
- Maintain a record of training undertaken by members of the Trust and updates as required.
- Prepare briefing papers for the Trust as applicable.

**3 **_**IT and record systems**_
- To manage the trust drive on the IT system and administer it appropriately ensuring all information held is correctly archived, kept

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