Clerk to Governors

Job Introduction

Heatherside Infant School is seeking a professional, efficient and highly organised Clerk to the Governing Body to join our welcoming team. This is a pivotal role, providing essential support to ensure the Governing Board operates effectively, efficiently and in full compliance with statutory requirements.

The successful candidate will be self‑motivated and able to manage their workload independently. Key responsibilities include coordinating and attending meetings, preparing agendas and papers, and producing accurate, timely minutes.

The Clerk is directly accountable to the Governing Body and will work closely with the Chair, Vice‑Chair and Headteacher to support the smooth running of governance across the school.

Duties include:

• To liaise with the Chair of Governors, headteacher and other members of the governing body to agree a calendar of dated for future full governing body meetings and prepare the agenda to fit this cycle.
• To liaise with the Chair of governors and headteacher before each full governing body meeting to agree an agenda
• To circulate the agenda and other associated paperwork via GovernorHub to all governors at least seven days in advance of each full governing body meeting.
• To attend each full governing body meeting, committee meetings and extraordinary meetings where required, and provide the following services:
  • Minute taking;
  • Guidance regarding procedural and constitutional matters

(Note: attendance at committee and extraordinary meetings may require additional hours to the core 54 hours per year)

• To prepare the minutes for the Chair's approval within seven days of the meeting.
• To distribute the approved draft minutes to all governors and Governors Services within fourteen days of the meeting via GovernorHub
• To read all incoming correspondence to the governors (with their agreement) and prepare a summary list to be issued with the agenda
• To follow up, as requested, decisions and actions agreed at full governing body meetings and committees as required.
• To advise the governing body on procedural matters and take up any issues that cannot be resolved immediately, or any other questions or queries, with the Local Authority or other outside agencies as appropriate.
• To act, when required, as the correspondent on behalf of the governing body.
• To attend relevant training as required by the governing body to keep up to date with current developments and legislation affecting school governance. 
• To deal with the administration relating to the membership of the governing body including;
  • maintaining an accurate record of governing body membership;
  • recording attendance at meetings;
  • advising the governing body of non-attendance of governors and warning any governor of the danger of being disqualified for non-attendance;
  • checking on the dates of expiry of terms of office and advising the governors in advance;
  • advising the relevant bodies of forthcoming vacancies and resignations of appointed governors;
  • Assisting with the election process for parent, teacher and staff governor vacancies, including preparation of correspondence and the setting up of voting forms if required.
  • Advising the headteacher of forthcoming vacancies and resignations of parent, community and staff governors;
  • Advising Governor Services of governor details and all changes in membership of the governing body and the annual re-election of officers of the governing body
  • Ensure that information on the school and Department for Education websites are kept up to date.
• To manage the process for the election of the chair of governors.
• To keep a register of pecuniary interests for all governors.
• To maintain online filing for the governing body on GovernorHub to include:
  • governing body minutes and associated paperwork;
  • statutory and non-statutory committee minutes;
  • correspondence;
  • the governing body's committee structure;
  • membership of statutory and non-statutory committees;
  • terms of reference for the statutory and non-statutory committees;
  • policies.
• To undertake other responsibilities as agreed by the governing body.
• Employees will:
  • comply with health and safety policies and procedures;
  • work with due regard to all safeguarding policies and procedures;
  • keep absolute confidentiality at all times. 

We offer:

• A happy inclusive school
• A supportive Governing Body, staff team and community
• Hampshire Governor Services training and support

Safer Recruitment

We are committed to safeguarding and promoting the welfare of children and young people and expect all staff and volunteers to share this commitment. We will ensure that all our recruitment and selection practices reflect this commitment. All successful candidates will be subject to Disclosure and Barring Service checks along with other relevant employment checks.