The role of Clerk to Governors is extremely important. The Clerk is directly responsible to the Chair of Governors, and the two will communicate regularly regarding the operation of the Governing Body, and the Clerk will work with the Chair to improve the quality and efficiency of governance.
Key Tasks and Responsibilities:
1. Ensuring that governance is carried out in accordance with the Governing Instrument for the school with particular reference to:
2. Size & membership of the Governing Body
3. Retirement of existing governors & appointment of new governors
4. Regularity of meetings
5. Maintaining a record of attendance at meetings
6. Maintaining relations with nominating bodies
7. Ensuring the appointment of office-holders
8. Ensuring that decisions are made, and recorded, in accordance with governing protocols
9. Ensuring that the Governing Instrument still meets the needs of the school and advising the Governing Body of appropriate or necessary amendments
10. Preparing, reviewing and updating additional governance protocols
11. Identification of Committees and Working Groups
12. Ensuring that appropriate terms of reference exist for Committees and Working Groups (normally prepared by their Chairs and ratified by the full Governing Body)
13. Recording membership and Chairmanship of Committees and Working Groups
14. Ensuring appropriate reporting structures from such Committees to the full Governing Body
15. Ensuring that clear rules exist to determine the decision-making authority for Committees etc.
16. Providing timely advice and guidance to the Governing Body
17. Attending all Governing Body meetings, either in person or remotely
18. In partnership with the HR team, conducting for all new governors, on behalf of the Chairman of Governors:
19. Formal identity checks
20. Right to work in UK checks
21. DBS disclosure check or equivalent
22. Registration with Companies House as a Director and a Trustee with the Charity Commission
23. Completion of deed of covenant, declaration of responsibilities, or similar document
24. Regularly assess, design and implement induction procedures and training of new governors
25. Organising agreed and appropriate training for all governors, as agreed by the full Governing Body, and recording such training
26. Ensuring that all governors are aware of their statutory responsibilities, especially their responsibility for the safeguarding of all pupils at the school
27. Arranging regular training and updating for governors in these areas
28. Ensuring that the systems through which school leaders report to governors are fully robust and effective in helping governors to fulfil their statutory responsibilities
29. In addition to matters of statutory compliance, ensuring compliance with instructions of the Charity Commission and Companies House
30. Ensuring the efficient functioning of governance
31. Communication with governors between meetings
32. Maintaining & updating the governors' area of the school website
33. Preparing & circulating timetables of meetings of the full Governing Body & its committees
34. Preparing & circulating agendas for meetings of the full Governing Body & its Committees
35. Ensuring satisfactory circulation of pre-meeting papers
36. Taking appropriate minutes of these meetings and ensuring the prompt circulation of these minutes
37. Overseeing occasional audits of governance (either internal or external), as instructed by the Chair
38. Providing a communication statement from the Chair after each board meeting for circulation to all staff
39. Administering a dynamic list of in-progress and outstanding actions from the Full Governing Body and Committees, liaising with action owners as appropriate
40. Maintaining and enhancing the online library of information on Teams for all governors and Executive Officers
41. Working with the Chair and with any Committee that might have been established for this purpose, ensuring that an appropriate process exists for succession-planning for the Governing Body, maintaining a skills matrix and advising the Chair accordingly
42. Ensuring regular communication takes place with the Finance and Operations Director and his/her team as appropriate
43. Liaising with the offices of the British Jesuit Province as required, in particular, the Provincial and the Delegate for Education
44. Following instructions from the Governing Body regarding routine appraisal of the Heads and the Finance and Operations Director
45. Following instructions from the Governing Body regarding processes for the appointment of the Heads or Finance and Operations Director when the need arises
46. Organising and making appropriate arrangements for the establishment of any panels of the Governing Body that may from time to time be required to hear appeals or to deal with complaints or grievances (including the identification of independent members to join these panels where appropriate)
47. Maintaining full and appropriate records of all governance activity
PERSON SPECIFICATION
Requirement
Skill
Training & Experience
Company Secretary or Corporate Secretariat professional qualification or good experience
Or
Legal professional qualification or good experience
Experience of Governance in Schools or similar institution
Understand and work in compliance with Child Protection and Safeguarding legislation and policy (training will be provided)
Attendance at the National Training Programme for Clerks or equivalent
Good listening, oral and literacy skills
Diplomacy and ability to involve all key stakeholders as relevant
Ability to write agendas and accurate concise minutes
Excellent organisational and administration skills with meticulous attention to detail
An understanding of the line between executive management and governance
Knowledge of procedures and practices for a school governing body
Knowledge of roles and responsibilities of the Board and senior management team and an ability to develop and maintain positive relations with both groups
Developing and maintaining contacts with outside agencies
Knowledge of relevant educational laws and guidance
Knowledge of equal opportunities and human rights legislation
Knowledge of data protection legislation
Personal Attributes
Integrity
Be able to maintain and understand the importance of strict confidentiality
Be sympathetic to the needs of others
Be supportive and understanding of the needs of Governors, the Heads and the Finance and Operations Director
Have an openness to learning and change
Have a positive attitude to personal development and training
Have excellent interpersonal skills
Have a highly developed awareness of the responsibilities of working in an environment with young people.
Stonyhurst and Stonyhurst St. Mary’s Hall are committed to safeguarding and promoting the welfare of children and young people and expect all staff and volunteers to share this commitment.
The successful candidate will be subject to an enhanced DBS check.
Please visit our careers site and apply via the choice of links:
Job Summary
06/01/2025
Location:
Stonyhurst, Hurst Green, Clitheroe
Stonyhurst College
Stonyhurst
Clitheroe
Lancs
BB7 9PZ
England
http://www.stonyhurst.ac.uk
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