Clerk to Governors

**Main purpose**:
Accountable to the Governing Body, be responsible for advising the Governing Body on constitutional matters, duties and powers.
- Work effectively with the Chair and Headteacher before the Governing Body meeting to prepare a purposeful agenda, which takes account of DfE and Community Academies Trust (CAT) issues and is focused on school improvement.
- Encourage the Headteacher and others to produce agenda papers on time.
- Advise the Governing Body on governance legislation and procedural matters in line with CAT expectations where necessary before, during and after the meeting.
- Advise the Governing Body on procedural issues in line with CAT.
- Access appropriate legal advice, support and guidance as necessary.
- Ensure that new governors have a copy of most recent DfE and CAT relevant information.
- Take action on Governing Body’s agreed policy to support new governors, taking account of the Guidance for Headteachers and Chairs of Governors on the National Training Programme for New Governors and induction materials/courses made available by CAT.
- Advise on the requisite content of the school prospectus and School Profile.
- Ensure that statutory policies are in place, and that a file is kept in the school of policies and other school documents approved by the Governing Body.

**May also be required to**:

- Give advice and support to governors taking on new roles such as Chair or Chair of a committee.
- Participate in, and contribute to, the training of governors in areas appropriate to the clerking role.

**Administrative Support**:

- Produce, collate and distribute the agenda and papers so that recipients receive them at least seven clear days, and preferably ten days before the before the meeting.
- Record the attendance at the meeting and take appropriate action re: absences.
- Advise absent governors of the date of the next meeting.
- Take notes of the Governing Body meetings to prepare minutes, including indicating who is responsible for any agreed action.
- Record all decisions accurately and objectively with timescales for actions.
- Send drafts to the Chair and Headteacher for amendment/approval by the Chair.
- Copy and circulate the approved draft to all governors within the timescale agreed with the Governing Body.
- Keep a minute book, or file of signed minutes, as an archive record.
- Liaise with the Chair prior to the next meeting to receive an update on progress of actions agreed previously by the Governing Body.
- Following the approval of the minutes at the next meeting, advise school to save a copy to CAT portal.
- Chair that part of the meeting at which the Chair is elected.
- Ensure school maintains a database of names, addresses and category of Governing Body members and their term of office.
- Initiate a welcome pack/letter being sent to newly appointed governors including details of terms of office.
- Maintain copies of current terms of reference and membership of committee and working parties and nominated governors e.g. Literacy.
- Advise governors and appointing bodies of expiry of the term of office before term expires so elections or appointments can be organised in a timely manner.
- Inform the Governing Body of any changes to its membership.
- Maintain governor meeting attendance records and advise the Governing Body of non-attendance of governors.
- Advise that a register of Governing Body pecuniary interests is maintained, reviewed annually and lodged within the school.
- Maintain records of Governing Body correspondence.

**May also be required to**:

- Clerk some or all-statutory and non-statutory Governing Body committees.
- Assist with the elections of parent, teacher and staff governors.
- Maintain a file of relevant DfE and CAT documents.
- Maintain archive materials.
- Prepare briefing papers for the Governing Body, as necessary.
- Help to produce a Governing Body Year Planner, which includes an annual calendar of meetings and the cycle of agenda items for meetings of the Governing Body and its committees.

**Support to School** _(this list is not exhaustive and should reflect the ethos of the school)_
- Promote and safeguard the welfare of children and young persons you are responsible for or come into contact with.
- Be aware of and comply with policies and procedures relating to child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person.
- Be aware of, support and ensure equal opportunities for all.
- Contribute to the overall ethos/work/aims of the school.
- Appreciate and support the role of other professionals.
- Attend and participate in relevant meetings as required.
- Participate in training and other learning activities and performance development as required.
- Assist with pupil needs as appropriate during the school day.

**Safeguarding Children**:
Community Academies Trust is committed to safeguarding and promoting the welfare of children and young people. Co