Governance and Policy Officer

**Job Purpose**:
The Governance and Policy Officer will be accountable to the Board of Trustees, working effectively with the Chair of Trustees, the CEO, and other Trustees. The Governance and Policy Officer will be responsible for advising the governing body on constitutional matters, duties and powers and will work within the broad current legislative framework. You will secure the continuity of governing body business and observe confidential requirements.

To provide support for the Board of Trustees and oversight of all policies, procedures and processes, including ensuring that all policies meet our statutory requirements. Additional administrative support for the wider Performance Team.

**Key responsibilities**:
**Main**:

- Work effectively with the chair and CEO before the Board meetings and the Trustee Committee meetings to prepare a purposeful agenda
- Encourage the CEO and others to produce agenda papers on time.
- Produce, collate and distribute the agenda and papers so that recipients receive them at least seven clear days, and preferably ten days, before the meeting.
- Record the attendance of Trustees at the meetings and take appropriate action re absences.
- Advise the governing body on governance legislation and procedural matters where necessary before, during and after the meeting.
- Take notes of the governing body meetings to prepare minutes, indicating who is responsible for any agreed action.
- Record all decisions accurately and objectively with timescales for actions.
- Send drafts to the chair and CEO for amendment/approval by the chair.
- Copy and circulate the approved draft to all Trustees within the timescale agreed with the governing body.
- Advise absent Trustees of the date of the next meeting.
- 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.
- Chair that part of the meeting at which the chair is elected.
- Maintain a database of names, addresses and category of Trustees and their term of office.
- Initiate a welcome pack/letter being sent to newly appointed Trustees including details of terms of office.
- Maintain copies of current terms of reference and membership of committees and working parties and nominated governors e.g. literacy.
- Advise Trustees and appointing bodies of expiry of the term of office before the term expires so elections or appointments can be organised in a timely manner.
- Inform the governing body of any changes to its membership.
- Maintain Trustee meeting attendance records and advise the governing body of non-attendance of Trustees.
- Ensure a register of governing body pecuniary interests is maintained, reviewed annually and lodged within the charity.
- Advise the governing body on procedural issues.
- Have access to appropriate legal advice, support and guidance.
- Ensure that new Trustees have a copy of the Dfe guide to the Law and other relevant information.
- Take action on governing body’s agreed policy to support new Trustees, taking account of induction materials/courses made available by LAs and others.
- Advise on the requisite contents of the college prospectus and annual report to parents.
- 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
- Maintain records of governing body correspondence.
- Attend termly briefings and participate in professional development opportunities.
- Keep up-to-date with current educational developments and legislation affecting college governance.
- To ensure that confidential and sensitive information is protected
- To set up and maintain a system to ensure that all policies, procedures and processes are regularly reviewed by SLT or Board of Trustees according to relevant statutory guidance
- To liaise within the administrative team to ensure that there is a joined-up approach between SLT members
- Taking minutes at meetings; preparing agendas, collating and circulating meeting reports, including notes and actions
- Assist with data entry and retrieval, and basic presentation when necessary, monitoring and printing reports from computerised systems
- Managing electronic diaries, including arranging and changing appointments, prioritising these as appropriate
- Use information systems to prepare reports.
- Comply with company policies and procedures at all times

**Requirement**:
**Essential**:

- Experience of working with controlled documents (such as policies and other statutory documents)
- Administrative and clerical procedures
- ICT and relevant software
- Minute taking
- Organisational skills

**Desirable**:

- Experience of providing a Clerk to Governors / Trustees service
- Experience of working in a Healthcare environment
- Experience of working with SEND Young People
- Knowledge of Governing Body / Trustee procedures
- Knowledge of educa