Clerk to Board of Trustees

**Clerk to the Board of Trustees**

**REPORTS TO: Chair of Trustees**

**MAIN PURPOSE OF JOB**

**To ensure the safeguarding of students and make a significant contribution to their efforts to both ‘enjoy and achieve’.**

Every Trustee Board (TB) is required by law to have a clerk. The clerk to the TB is accountable to the TB, working effectively with the Chair of Trustees, and with the Headteacher and other Trustees. The clerk will be responsible for advising the TB on constitutional matters, duties and powers and will work within the broad current legislative framework. They will secure the continuity of TB business and observe confidentiality requirements.

**MAIN RESPONSIBILITIES AND DUTIES**
- Work effectively with the Chair of Trustees, Committee Chairs and Headteacher before the Trustee

Board (TB) and committee meetings to prepare a purposeful agenda which takes account of DfES and

ESFA issues and is focused on school improvement.
- Encourage the Headteacher and lead Senior Leadership Team Link to ensure that relevant internal reports and papers are produced on time in line with the published schedule.
- In collaboration with the relevant chair, produce meeting agendas and collate papers, making them available electronically at least ten working days in advance of the meeting..
- Record the attendance of trustees at the meeting and take the appropriate action regarding absences.
- Advise the TB on governance, legislation and procedural matters where necessary before, during and after the meeting.
- Take notes at all full TB and committee meetings, prepare minutes, sending drafts to the chair and

Headteacher for amendment and approval, copying and circulating to trustees within the timescale agreed.
- Advise absent trustees of the date of the next meeting.
- Keep a minute book or file of signed minutes.
- Liaise with the chair, at least 4 working weeks, prior to the next meeting to receive an update on progress of agreed actions to allow any additional follow up actions to be reported on
- Chair that part of the meeting at which the chair is elected (normally the beginning of the last meeting of the school year).
- In conjunction with the Business Manager/Company Secretary, maintain a database of names, addresses and categories of TB members, and their terms of office.
- Initiate and send ‘welcome’ materials for newly appointed trustees. Organise induction sessions for new trustees and work with the Chair of the Governance and Nominations Committee to appoint mentors.
- Maintain copies of current terms of reference and membership of committees and working parties and nominated Link trustees, e.g. literacy.
- Advise trustees and appointing bodies of expiry of terms of office so elections/appointments can be organised in a timely manner.
- Inform the TB of membership changes to the Trustee Board.
- Maintain trustee meeting attendance records and advise the TB of non-attendance of trustees.
- Maintain the register of TB pecuniary interests.
- Ensure that new and re-appointed trustees have undertaken necessary disclosures before appointments are confirmed.

**The clerk will**:

- Advise the TB on procedural issues;
- Have access to appropriate legal advice, support and guidance;
- Ensure that new trustees receive legally required information and documentation;
- Take action on the TB’s agreed policy to support new trustees, taking account of guidance and induction materials made available by the DfES, LA and other organisations;
- Liaise with the Headteacher’s PA to ensure that statutory policies are in place and are presented to the

TB for ratification in a timely manner. Maintain a file of policies and other documentation approved by the TB;
- Maintain records of TB correspondence and ensure that confidential correspondence is appropriately filed and password protected.

Liaise with the Headteacher’s PA to ensure that administrative in school tasks that support the TB are undertaken eg booking rooms, photocopying, catering etc are undertaken OPTIONAL TASKS (for negotiation between the clerk and theTB )
- Clerk all statutory and non statutory TB committees including the Members’ AGM and any panels

Ensure all draft minutes are sent to the chair of committee within 5 working days.

Ensure any actions from a meeting are passed to the relevant staff member within 2 working days.

Ensure all final minutes are PDF/Finalised and filed accordingly.
- Assist with the elections of parent and staff trustees..
- Give advice and support to trustees taking on new roles, such as chair of trustees or chair of a committee. Organise training accordingly.

Ensure an accurate record of training is being kept* and information is reported to the Governance and nominations Committee.
- Participate in and contribute to the development of trustees in areas appropriate to the clerking role.
- Maintain a file of relevant DfES and LA documents.
- Maintain archive material.
- Assist in the production of a Year P