Clerical Assistant to The Governing Body

3 weeks ago

Epsom, United Kingdom Ewell Castle School Full time

**Clerical Assistant to the Governing Body**

**Part Time—120 Hours per annum**

**Job Location**:Ewell Castle Senior School

**Reporting to**:Executive Assistant to the Principal & Clerk to the Governing Body

**Start Date**:As Soon as possible

**Salary**:£14:00 per hour + benefits

**INSPIRE - ENGAGE - EXCEL**

**Why join us?**
- Children of members of staff benefit by a 50% maximum (i.e. unaffected by scholarship or bursary) remission of school fees.  (The remission is reduced pro rata for a part-time member of staff.)
- Lunches are provided during term time on site, free of charge.
- ESS colleagues are able to join our Stakeholder Pension Scheme.
- Interest free loans are available for the purchase of computers through the school.
- Ride to work
- CPD opportunities are available to all staff.
- Applicants invited for interview will be required to bring proof of identity e.g. passport, and qualifications to interview.  Please note that we reserve the right to appoint before the closing date._

**INSPIRE - ENGAGE - EXCEL**

**Clerical Assistant to the Governing Body**

Ewell Castle is a thriving, independent school located in leafy Ewell Village.school is co-educational from Nursery to Sixth Form and enjoys small classes, averaging approximately fifteen pupils over the whole School. Ewell Castle has an excellent reputation for its family-friendly ethos, with a strong focus on pupil wellbeing and.The School has a vibrant community spirit including regular events for staff, parents and friends of the School.Ewell Castle is a genuine mixed ability school with a focus on achieving each individual child’s potential.

We require an experienced minute taker for our Board of Governors and sub-committee meetings; ideally someone with experience of this activity (or with transferable skills), who prides themselves on confidentiality, accuracy, eloquence and succinctness. This role is to support the Clerk to the Governors and the Bursar.

The meetings are scheduled as follows (with approximate timings):
Full Governors Meetings (including the Governance & Nominations Committee) - 4 per annum in September, January, March and June, 7:00-9:30pm (in person) at the Senior School

& Estates Committee Meetings (including Risk, Audit & Compliance Committee) - usually 6 per year in October, December, January, March, May and June. Held during the day, usually 9:30-11am in person at the Senior School

Committee Meetings - usually 3 per year (November, February, May) held in the evening, 7:00-8.30pm in person ideally for the Autumn Term for exam analysis and on-line (via Teams) for the Spring and Summer meetings.

The dates for meetings for the current academic year are already confirmed and the aim would be to agree the dates for 2023-24 at the March meeting, although dates occasionally need to be rearranged nearer the time. _Extraordinary meetings are also put in place if required_ _depending on the needs of the Governing Body and the School._

It is estimated that the minutes of the Governors’ meetings will require approximately 4 hours work in total and the Committees 3 hours, but this will depend on the length and complexity of the meeting. It should become easier over time as the person becomes more familiar with the School and the Governing Body.

Due to the nature of this role, this post is only open to those with no current connection to the School, for example, not a current parent or member of staff.

This position is approximately 120 hours per annum, usually during term time. Salary to be paid monthly in arrears by submission of timesheet.

**Clerical Assistant to the Governing Body**
- The Clerical Assistant to the Governing Body offers a professional and bespoke supporting role to the Clerk to the Governing body and the Bursar in ensuring that Full Governing Body and committee meetings are set up and run in a professional manner._

**Key Responsibilities**:

- Concise and accurate minutes to be taken of the full Governors’ meetings, taking into account the requirements of auditors and the Independent Schools Inspectorate in being able to track how decisions have been made and agreed.
- Concise and accurate Action Points to be taken of the various committee meetings, including a summary of key discussion points and decisions made.
- Notes to be typed directly into the Word template (prepared from the agenda provided ready for the meeting) before being rewritten and tidied up following the meeting.
- Any subsequent amendments required to be made within a maximum of 48 hours from the time of the request.
- Upload papers (including policies for agreement, school reports, agendas, committee minutes and action points) to Governor Hub in good time, as requested by the Clerk to the Governors and Bursar and to notify all relevant parties that the documents are available.
- Collate and compile hard copy packs of papers to post as required.
- On-going regular and timely liaison with the Clerk to Governo

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