Clerk to the Governors & Trustees and HR Assistant
CLERK TO THE GOVERNORS & TRUSTEES AND HR ASSISTANT
TERM TIME + INSET DAYS AND ONE WEEK IN THE SUMMER HOLIDAYS
Excellent communication and administrative skills are crucial. The ideal candidate will be a self-starter with the ability to prioritise workload and meet deadlines. Previous experience in similar roles would be advantageous but not essential.
The starting scale for the post is Point 31 (31-33) with a pro rata actual starting salary of £23,058 p.a.
Information pack and application forms are available from the School’s website: www.manchesterhigh.co.uk or alternatively please e-mail for details: email@example.com
Closing date: 9.00 a.m. Thursday 28th June 2018
Post: Clerk to the Governors & Trustees and HR Assistant
Responsible to: The post-holder will be responsible to the Chair of Governors and the Head Mistress’s PA
Hours: The post is for 37 hours per week, term time only + 5 INSET days plus 5 days to be worked during the summer holidays. Typically there are 17 meetings of Governors / Trustees each academic year and these are held 4.30 – 6.30pm Monday to Thursday in school term-time.
Salary: The salary for the post is pro-rata to Points 31 (31-33) of the Support Staff Pay Scales, which equates to an actual salary of £23,058 per annum.
Main responsibilities - Clerk to the Governors & Trustees
- Work effectively with the Chair, Headmistress and Bursar before the Governing Body meetings and its committee meetings to prepare an agenda
- Produce, collate, and distribute the agenda and papers to ensure Governors receive them 7-10 days before the meeting
- Prepare minutes of all Governing Body meetings, providing a clear record of decisions, indicating who is responsible for any agreed action together with sufficient detail to record the general nature of the discussion prior to the decision
- Submit draft minutes to the Chair and Headmistress for amendment / approval
- Issue the approved draft to all relevant Governors within the agreed timescale, normally ten working days
- Ensure that the dates of future meetings are agreed
- Keep a record of minutes produced and the reports presented at the meeting
- Liaise with the Chair, Headmistress, and Vice Chairs as appropriate prior to the next meeting to receive an update on progress of agreed actions
- Maintain a database of names, addresses and category of governing body members and their terms of office
- Circulate details of training courses and conferences for Governors and keep a record of the training the Governors have attended
- Initiate a welcome pack/letter being sent to newly appointed Governors including details of terms of office
- Maintain copies of current terms of reference and membership of committee and working parties and nominated Governors
- Advise Chair and Headmistress when the Governors’ expiry of their term of office is approaching so elections or appointments can be organised in a timely manner
- Inform the Governing body of any changes to its membership
- Maintain Governor meeting attendance records and advise the Chair of non-attendance of Governors
- Ensure that a register of Governing body pecuniary interests is maintained, reviewed annually and lodged within the school
- Liaise with the bodies which nominate Governors (e.g. Hulme Trust and Manchester University) and also with the Charity Commission in matters concerning the scheme
Main responsibilities - HR Assistant
- To be responsible for all aspects of administration related to the recruitment of staff including drafting advertisements, job descriptions, responding to enquiries, managing applications, arranging interviews, obtaining references, checking candidates’ documentation, drafting offer letters and writing to unsuccessful candidates
- To be responsible for maintaining the Single Central Register ensuring that all appropriate statutory checks and references are in place for all people who work or volunteer in the School in any capacity
- To ensure that Disclosure Barring and Safeguarding checks are carried out for all people who work or volunteer in the School in any capacity
- To ensure personnel files (including information kept electronically) are kept up to date and that HR information if filed promptly
- To keep staff details on the School’s data bases up to date
- To maintain records of staff training
- To summarise the staff training requirements identified by staff in their Professional Review and Development meetings
- To maintain records of staff absence and ensure the relevant paperwork relating to sickness absence is submitted to the Finance Assistant (Payroll)
- To keep both the PASS and SIMS databases up to date in respect of staff details
- To book train tickets for all staff using the Trainline account
- To maintain staff telephone lists and staff badges
- To allocate car parking spaces to permanent members of staff
- The successful candidate will have a minimum of five GCSE’s at grade C or above, including English and Mathematics
- Excellent listening, verbal and literacy skills
- Excellent administrative skills, with particular attention to accuracy and detail, and a high level of discretion in handling sensitive and confidential information
- Experience of organising meetings, writing agendas and preparing accurate concise minutes
- Good organisational skills and the ability to prioritise tasks, meet deadlines and manage own workload
- Ability to work independently to agreed guidelines and willingness to cooperate with other members of the team
- Experience in using Microsoft office applications, and a willingness to learn the use of additional software
- Have a flexible approach to working hours
- A ‘can do’ attitude and the ability to remain calm and cheerful under pressure
- Reliability with respect to attendance and punctuality, smart appearance and a sense of humour
- A willingness to become fully involved in the life of the school, to be fully supportive of its ethos and to be flexible in meeting the wide-ranging demands of a school environment
Knowledge of governing body procedures
- Knowledge of educational legislation, guidance and legal requirements
ARRANGEMENTS FOR APPLICANTS
Please apply by submitting to the Head Mistress at firstname.lastname@example.org:
- a fully completed application form, including examination grades, dates of awards and the names and contact details of two referees, one of whom must be your current or most recent employer. Applicants should note that we write for references during the selection procedure and the School will check with past employers as to the suitability of a candidate to work with children.
- a supporting letter outlining how your experiences and/or personal qualities would enable you to contribute to the development of a thriving department and school.
- a completed childcare disqualification disclaimer form.
- The closing date for receipt of applications is 9.00am on Thursday 28th June 2018.
- Unfortunately we are not able to acknowledge all applications, but applicants who have not been invited for interview by the date indicated above should assume that, on this occasion, their application was unsuccessful.