Clerk to the School Governors Ysgol Nefyn

This is an advertisement for the post of a Governors Clerk at Ysgol Nefyn, for which the ability to communicate through the medium of Welsh and English is essential. The authority is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.

Person Specification

• Qualifications and Relevant Training
• Essential: Sound educational background. Level 2 or equivalent qualification. Successful applicant is expected to complete the qualification/training for Governors’ Clerks within one year of the appointment date.
• Desirable: Recognised qualification or previous experience in administration. Previous attendance at governor training courses. An awareness of the School Governance field.
• Relevant Experience
• Essential: Previous experience taking minutes at meetings for committees, societies or clubs.
• Desirable: Experience working effectively with other workers at all levels. Experience of using Microsoft Office software and the internet. Knowledge of the organisation of School Governing Bodies.
• Skills and Specialist Knowledge
• Essential: Strong communication skills in Welsh and in English with the ability to communicate effectively.
• Desirable: Experience of using Microsoft Office software and the internet. Knowledge of the organisation of School Governing Bodies.
• Personal Attributes
• Essential: Ability to cooperate and work as part of a team. Ability to work and achieve set targets. Effective communication skills and the ability to be proactive.
• Desirable: Language proficiency – Speaking and Listening (Higher), Reading and Understanding (Higher), Writing (Higher). Ability to follow and contribute to discussions in Welsh and to understand reports.

Job Description

Purpose of the post

Ensure that the people of Gwynedd are at the heart of everything we do. Provide clerical support to the School Governing Board. Administer and support the work of the governing body in accordance with authority guidelines, working effectively with the Chair of Governors and the Head Teacher.

Responsibilities

• Collaborate with the Chairperson and Head Teacher on the agenda content for meetings, preparing background papers five working days before each meeting.
• Prepare and send the agenda to members of the Governing Body five working days before each meeting.
• Check with the Chairperson any matters acted upon between meetings that need to be reported to the Governing Body.
• Attend meetings of the full Governing Body and statutory sub-committees, taking appropriate minutes (up to six meetings annually). The Clerk may claim payment for additional meetings or meetings that run over two hours.
• Ensure that a Governing Body holds at least one full meeting per term.
• Formal Governor and Parents Meeting if required, following a parent petition. Statutory sub-committees if required for additional payment after six meetings.
• Ensure meeting dates are determined in advance and disclosed to the Local Authority.
• Produce draft copies of minutes for the Chairperson and Head Teacher before finalising and distributing to all members and the Local Authority.
• Record Governors’ attendance, notifying any Governor at risk of disqualification due to non-attendance.
• Keep records of each Governor's term of office, contacting the Local Authority on term expiry or resignation.
• Correspond on behalf of the Governing Body as required.
• Maintain orderly records of minutes, correspondence and other governance documents.
• Assist the Chair and Governing Body in preparing an Annual Report to Parents.
• Attend and take minutes at the Formal Governor and Parents Meeting if required.
• Assist the Governing Body in providing evidence for Quality Awards for Governing Bodies.
• Attend courses for Governors’ Clerks, completing mandatory courses for new clerks; distribute training information and record attendance.
• Ensure Governors’ CRB Certificates and Declaration of Interest forms are current and completed annually.
• Support self-development and health and safety compliance in accordance with relevant policies.
• Operate within council policies on equal opportunities and equality.
• Manage information per council guidelines and Data Protection legislation.
• Commit to reducing council carbon emissions per the Carbon Management Plan.
• Undertake any other reasonable duties commensurate with the job’s salary and responsibility level.
• Report concerns or suspicions of child or vulnerable adult abuse.

Special Circumstances

• Must work unsociable hours, as Governing Body meetings are mainly held in the evening.
• Must minute at least six meetings annually; additional meetings may incur extra cost.
• Must attend sub-committee meetings that may have extra cost.
• Must attend Formal Governor and Parents Meeting if required following a parent petition.

Clerk Hours (GS4)

• Preparation before meeting: 3 hours per meeting.
• Preparation of minutes and correspondence: 7.5 hours per meeting.
• Meeting attendance: 2 hours per meeting.
• Total hours per meeting: 12.5 hours.
• For six meetings: 75 hours per annum.
• Annual administration: 7.5 hours (DBS, Governor Interests, Courses, Governor Elections and Nominations, Membership, School Policy lists).
• Additional 2 hours pay for training included in the annual wages.
• Total annual hours: 84.5.

Note: Each Governor Meeting should last no more than two hours; if a meeting over-runs, the Clerk may claim overtime. If the Governing Board requires the Clerk in any subpanel or panel beyond six meetings per annum, overtime may be claimed.