Clerk to Trustees

Salary Scale: SW3-SW11 £12.04ph
Hours of work: Annualised Hours
Main Base: Stratton Road (must be prepared to work across all UET sites)
Reporting to: Director of Operations & Head of Service

**The UET**

UET (Uplands Enterprise Trust) is a Swindon based charity that helps young people with SEND to help themselves. We are run by enthusiastic, skilled and creative staff, with a knowledgeable board of voluntary Trustees.

The UET is constantly developing, expanding and changing to improve the lives of disabled young people within Swindon and surrounding areas.

**The role**

The Clerk role is a part-time position, with no fixed working pattern (working pattern to be discussed and agreed), the majority of hours will be set approximately 1 month in advance but there will also may be a requirement to provide short notice cover, for example sickness cover. Where the amount of hours you work each month may vary and this will be flexible depending on operational demand.

The nature of the work means you will be required to work flexibly, which will include daytime and early evening meetings. The successful applicant will need to attend meetings in person at any of our provisions across the Trust, so will need to demonstrate ability to travel within the Swindon area. There is some flexibility around work location, which includes working from home. This will be agreed with your manager and be responsive to workloads and priorities.

The position involves working closely with the Director of Operations and Head of Service, to provide administrative support to the Board of trustees, including preparing and circulating meeting agendas and minute taking at the Trustee meetings and ad hoc meetings.

To act as Clerk to the Trustees you will be well organised, have excellent skills, both written and verbal, ensuring that the board receive good administrative support and to contribute towards efficient and effective functioning of the governing board and its committees.

Key accountabilities, duties and responsibilities:

- Prepare with the Chair and Head of Service, a purposeful agenda for each full meeting, ensuring other Trustees are informed of deadlines for supporting papers/minutes and distribute the agenda and supporting papers at least 7 days before the meeting. Check with the Chair on any actions that he or she has taken between meetings, and which need to be reported back to the Trustees, including any follow up work.
- Prepare, with the Chair and Head of Service, an annual calendar of meetings and the cycle of agenda items for the meetings. Convene meetings in line with the annual calendar of meetings and additional meetings and panel hearings as required.
- Take notes of each full Trustee meeting and produce subsequent minutes to record the attendance and non-attendance of attendees, details of any decisions taken and responsibility for agreed actions. Provide guidance on the procedural and constitutional matters and ensure they are conducted in accordance with statutory requirements and follow up on non-attendance.
- Send draft minutes to the Chair for approval within 7 days of the meetings and forward a copy to the Head of Service. When the Chair’s approval is received, distribute draft minutes to all Trustees, and other relevant parties within 10 days of the meeting. Ensure a signed copy of the approved minutes is kept for reference and is available for public inspection. Deal with confidential minutes in the approved manner.
- Receive, record and distribute incoming correspondence on behalf of the Trustees. Ensure that guidance on new legislation provided is disseminated to appropriate Trustees and used to inform Trustee meetings.
- Ensure that statutory/legally required policies are in place and that records are maintained of all Provision policies and other documents approved by the Trustees. Advise the Trustees of the dates on which policies are due to be reviewed.
- Maintain an accurate record of membership of the LGCs, including dates of appointment, categories of governor and term of office. Ensure that all governors have an up to date copy and are aware of the expiry date of their term of office. Inform the Brunel Digital Media Manager, Brunel Head of Governance and EP Office Managers of appointments and resignations to ensure that Get Information About Schools (GIAS), websites and centrally held records are up to date.
- Ensure registers of Trustees pecuniary interests are maintained and reviewed at least annually and is on every agenda and drawn to governors’ attention at all full meetings.
- Advise the of Trustee vacancies and on actions that might be taken to fill the vacancies including working with the Director of Operations to conduct elections to fill Trustee vacancies. Liaise with Director of Operations and other bodies as required and support the recruitment process for new Trustee.
- Manage the appointment and election of all Trustees, in accordance with the guidance in the UET recomme