Governance & Communications Officer

5 months ago

Gainsborough, United Kingdom Mayflower Specialist School Academy Trust Full time

**GOVERNANCE & COMMUNICATIONS OFFICER**

42 working weeks per year

**REPORTS TO**:HR & Facilities Lead

**1.**

**PURPOSE OF JOB**:
**COMMUNICATIONS**
- To work across the Trust raising the visibility of the schools and Trust by managing the marketing, advertising and promotional activities and events
- To act as coordinator for all Trust communications, taking responsibility for press releases and parent / carer communications
- To be responsible for all Trust websites, ensuring compliance

**GOVERNANCE**
- To provide an efficient and professional clerking service across the Trust supporting Members, Directors, Local Governing Bodies and the Leadership Team
- To advise on governance constitutional and procedural matters in line with the Trust governance framework and Dfe regulations and guidelines

**2.**

**MAIN RESPONSIBILITIES, TASKS AND DUTIES**

**COMMUNICATIONS**
- Responsible for ensuring that all Trust websites are current, accurate, contain all statutory information and reflect the positive impact on students
- Creating fresh and up to date web content / design and implementing as appropriate
- Maintaining and raising the profile of the Trust and its schools on social media such as Facebook, Twitter etc.
- Proactively searching out information for PR purposes and writing press releases
- Liaison with, and providing information to, the media arranging interviews where necessary
- Assisting in the planning of school and Trust events to ensure maximum impact
- Responsible for overseeing the production of Newsletters

**GOVERNANCE**

**Strategic**
- Work with the Chair of Directors, the Chief Executive Officer and the Chairs of local governing bodies (LGBs) to prepare focused and purposeful agendas aligned to the role and responsibility of the Board and LGBs, which enables planning to achieve key objectives.
- Advise the Board and LGBs on governance legislation and procedural matters before, during and after meetings as appropriate and ensure queries are resolved accurately and swiftly.
- Manage the appointment process for Members, Trustees and Governors, reviewing skill matrices and liaising with the Chair of Directors and CEO in relation to proposed changes to membership.

**Administration**
- Produce, collate and distribute the agenda and papers to ensure they are received at least seven days prior to the meeting.
- Clerk Board, LGB and Committee Meetings as required, ensuring the meeting is appropriately minuted and actions are captured, progressed and updated.
- Distribute minutes to relevant parties in a timely manner, enabling those with actions to have the time to complete activities and feedback within specified timeframes.
- Receive correspondence on behalf of the Board and LGBs, liaise with the CEO and Chair to ensure necessary and appropriate action is taken, drafting responses as appropriate.
- Draft and once approved, implement a yearly planner for the Board, LGBs and committees which details timescales for the submission of papers, sending out of papers and meetings. Ensure the planner details the cycle of agenda items whilst allowing for additional items to be submitted as appropriate.
- On an annual basis, take the Chair initially at the Board meeting to provide the Board with procedural advice regarding the election and to conduct proceedings for the election of the Chair.
- Develop and maintain a methodical, organised, professional approach to the administration of the Board and LGBs, ensuring relevant individuals are fully aware of expectations and timescales, providing advice and guidance to enable others to produce reports and updates as and when required.
- Ensure accurate records are maintained
- Maintain a list of Trust policies to ensure it meets statutory requirements and an electronic file enabling others to have easy access to accurate, up-to-date policy information.
- Notify the Board, the LGBs and relevant staff of policy review dates in a timely, organised, professional way.
- Maintain records of names, addresses, contact details and category of membership of the Board or LGBs alongside their terms of office, ensuring their details are only shared on a need-to-know basis.
- Record and monitor Trustees’ and Governors’ attendance at meetings and notify the CEO/Chair when frequent absence occurs.
- Inform the CEO and Chair of the expiry of Trustees’ and Governors’ terms of office before the term expires, enabling appointments to be undertaken in a timely, organised, planned way.
- Maintain a register of Member, Board and LGB pecuniary interests and review this annually.
- Ensure DBS checks are carried out for Members, Trustees and Governors as and when required and any issues are considered fully by the Chair and CEO
- Maintain copies of current terms of reference and membership of committee and working parties and nominated Trustees and Governors, (e.g. Safeguarding).
- Monitor that new Members, Trustees and Governors receive a proper induction programme and arra

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