Governing Bodies Advisory Officer

Location: Caernarfon. Term time job: 39 weeks. Hours: 37 per week.

Inclusive Employer Statement

Cyngor Gwynedd is committed to being an inclusive employer and enhancing workforce diversity. Your application form will be assessed anonymously. Your title, name and email address will not be shared with the appointing panel for the purpose of shortlisting.

Person Specification

• Personal attributes:
• Ability to work independently and as part of a team, with good collaboration skills
• Attention to detail, reliability, willingness to be flexible to provide cover when required within the team
• Effective communication with a range of audiences
• Commitment to safeguarding and promoting the welfare of children and young people
• Desirable attributes:
• Demonstrates initiative (forward-thinking / proactive approach)
• Qualifications and Relevant Training:
• Equivalent to NVQ Level 3 in administration or another relevant qualification (Essential)
• Relevant IT qualifications or experience (Essential)
• Relevant experience (Essential)
• Previous administrative experience (Essential)
• Experience of working collaboratively as part of a team (Essential)
• Broad awareness of the work of the Education Department and Schools (Desirable)
• Experience of being a school governor (Desirable)
• Skills and Specialist Knowledge:
• Understanding of the principles and practices of school governance (Essential)
• Good verbal and written communication skills (Essential)
• Ability to take effective minutes of meetings (Essential)
• Ability to work to tight deadlines (Essential)
• Ability to maintain confidentiality (Essential)
• Understanding of statutory frameworks and relevant regulations (Desirable)
• Listening and speaking at a higher level in Welsh and English (Essential)
• Reading and understanding at a higher level in Welsh and English (Essential)
• Writing at a higher level in Welsh and English (Essential)

Job Description

Purpose of the post:

• Ensure that the people of Gwynedd are at the heart of everything we do.
• Provide an effective and professional advisory clerking service for Gwynedd schools.
• Advise schools and governing bodies directly on their statutory legal responsibilities (constitutional matters, duties and powers).
• Work with the Governor Support Team and Governing Bodies to share and develop best practice across the county.
• Be accountable to the governing body, working effectively with the chair, the headteacher and other governors.
• Commit to safeguarding and promoting the welfare of children and young people.

Main duties:

• Advise schools and governing bodies on all aspects of school governance (constitutional and procedural).
• Ensure governing bodies fulfil their statutory obligations and comply with local and national policies.
• Ensure governing bodies have current signed Instruments of Government and comply with them.
• Advise on the process for reconstituting governing bodies and updating the Instrument of Government.
• Advise governors and appointing bodies on changes in membership and expiring terms of office.
• Ensure new governors receive appropriate information to carry out their role effectively.
• Advise on eligibility, quorum, election procedures and disqualification regulations.
• Attend meetings and record accurate minutes, identifying responsibility for agreed actions.
• Advise on the establishment, membership and review of committees, including their terms of reference.
• Work with the Chair and Headteacher to prepare agendas and supporting papers for meetings.
• Ensure papers are distributed in accordance with statutory requirements.
• Prepare clear and objective minutes, including decisions and action timescales.
• Monitor follow-up actions and related correspondence.
• Ensure statutory and recommended policies are in place.
• Maintain school records, policies and governing body documentation.
• Promote local authority training programmes and keep records of governor attendance.
• Ensure compliance with statutory training requirements.
• Undertake research as required by the governing body.
• Keep up to date with educational developments and legislation affecting governance.
• Chair the part of the meeting where the Chair of Governors is elected (where appropriate).
• Support arrangements for appointing local authority governors and verify suitability.
• Advise elected members on the nomination process.
• Maintain and review the Register of Business Interests annually.
• Monitor and ensure Disclosure and Barring Service (DBS) checks are current.
• Work with colleagues to support policy and procedural development.
• Report to the Education Department as required.
• Work as part of the Governor Support Services team, assisting with wider duties.
• Responsibility for self-development.
• Ensure compliance with Health and Safety rules in the workplace in accordance with the Health and Safety at Work Act 1974 and the Council’s Health and Safety Policy.
• Operate within the Council’s policies in relation to equal opportunities and equality.
• Responsible for managing information in accordance with the Council’s information management guidelines. Ensure that personal information is treated in accordance with Data Protection legislation.
• Commitment to reducing the Council’s carbon emissions in accordance with the Carbon Management Plan and to encourage others to act positively towards reducing the Council’s carbon footprint.
• Undertake any other reasonable duty which corresponds to the salary level and responsibility level of the job.
• Responsibility to report any concern or suspicion that a child or vulnerable adult is being abused.

Special circumstances:

• Required to work from Council offices and attend schools for governing body meetings.
• Some work outside normal working hours (evening meetings).
• The successful candidate will require a DBS check.