Purpose of the post
•Ensure that the people of Gwynedd are at the heart of everything we do.
•To 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.
•This authority is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment
Responsibility for functions
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Main duties
•Collaborate with the Chairperson and Head Teacher on the agenda content for meetings, providing background papers for those meetings – five working days prior to the meeting.
•Prepare and send the agenda to members of the Governing Body – five working days prior to the meeting.
•Check with the Chairperson any matters acted upon between meetings and which need to be reported to the Governing Body.
•Attend meetings of the full Governing Body as well as the statutory sub-committees and take appropriate minutes (up to 6 meetings annually). The Clerk may claim payment for additional meetings and any meeting that runs over 2 hours.)
•It is statutory that a Governing Body holds at least one meeting of the full body per term.
•Formal Governor and Parents Meeting if required, following parent petition
•Statutory sub-committees if required for additional payment if 6 meeting have taken place
•Ensure that the Governing Body determines dates for meetings in advance and that this information is made known to the Local Authority (LA).
•Produce and send draft copies of the minutes to the Chairperson and Head Teacher before producing a finalized version to be sent to all members of the Governing Body and to the LA.
•Record Governors’ attendance at meetings and notify any Governor who is at risk of being disqualified due to non-attendance.
•Keep a record of each Governor's term of office and contact the LA on occasions when a term of office ends or when there are resignations.
•Correspond on behalf of the Governing Body, as required.
•Keep in order all minutes, correspondence and other documents relating to the work of the Governing Body.
•Assist the Chair and Governing Body to prepare an Annual Report to Parents.
•Attend and take minutes at the Formal Governor and Parents Meeting if required.
•Assist the Governing Body to provide evidence for the Quality Awards for Governing Bodies.
•Attend courses organized for Governors’ clerks, and complete the mandatory course for new clerks. Distribute information about training to the Governing Body, and keep a record of the governors’ attendance.
•Keep a current record of all governors that need to attend mandatory training. And notify any governor who is at risk of being disqualified due to non-attendance of a mandatory course.
•The Clerk should ensure that Governors CRB Certificates are current and Declaration of Interest forms are completed annually.
•Responsibility for self-development.
•Ensure compliance with Health and Safety rules in the workplace in accordance with the responsibilities noted in 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 unsociable hours as Governing Body meetings are mainly held in the evening
•Required to minute at least 6 meetings annually, individual Governing Boards may require additional meetings at an extra cost
•Required to minute at sub-committees at an extra cost
•Required to minute at Formal Governor and Parents Meeting if required, following parent petition
GOVERNOR CLERK HOURS (GS4) PRIMARY
•Preparation before meeting   3hrs per meeting
•Preparation of minutes and correspondence 7.5hrs per meeting
•Meeting     2 hrs
•Total hours per meeting   12.5hrs
•12.5hrs x 6 meetings = 75 hrs per annum
•Annual Administration (7.5 hrs) - DBS, Governor Interests, Courses, Governor Elections and Nominations, Membership, School Policy lists
•Administration = 7.5 hrs
•In addition the annual wage includes 2 hours pay for training
•Total hours = 84.5 per annum
NOTE
•6 Governor meetings annually
•A Governor Meeting should last no more than 2 hours, should any meeting over-run-the Clerk may claim overtime.
•Should the Governing Board require the Clerk in any sub-panel or more that 6 meeting per annum, the Clerk can claim overtime.