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Clerk to Governors Recruitment Pack

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					Clerk to Governors’
Recruitment Pack
Contents:
•    Introduction
•    Model Job Description and Person Specification
•    Model Job Advert
•    *Interview Questions
•    *Interview Questions with Key Words

•    *Interview Tasks:
          o Task 1: Minute Taking
          o Task 2: Agenda Setting
          o Task 3: Governing Body Membership Table

•    Suggested Ideas for the Induction of New Clerk to Governors
•    Exit interview Form

* These are not included in the pack but are available from Lucy Wigley at
lucy.wigley@derby.gov.uk or call 716885

Please note that all the contents of this pack are for you to use and adapt to your governing
body needs. If you need anymore information regarding this contact the Governor Support
Team on 716885.
Clerk to Governors’ Recruitment Pack
Introduction

The Governor Support Team has created a resource pack which we hope you will
find useful when recruiting your Clerk to Governors. Below is a short explanation
about each part of the pack. It is important to remember that the information
provided is only a guide so please amend it to suit your governing body and don’t
forget to discuss the process with your Personnel Officer.

Model Job Description and Person Specification
This is based on the model produced for the Department for Children Schools and
Families (DCSF) and gives a comprehensive description of what the job involves.
We recommend that you send this out with the application pack and study it when
agreeing the pay for the job.

Model Job Advert
This is a good practice example so amend it to suit the needs of your governing
body.

Interview Questions
This includes questions that you may want to ask the candidates. It is in table format
so you can write straight into it during the interviews. Feel free to amend/adapt the
questions to suit your school.

Interview Questions with Key Words
This is the same table as above but we have included key words which you should
be listening out for from the candidate’s answers. This should help you when grading
the candidates.

Interview Tasks
We have included three tasks. We recommend that they only do one or two of the
tasks.

Task One – Minute Taking. We have included:
•    explanation and blank table for them to write their minutes into. We
     recommend this is done on a computer to test their IT skills
•    extract from the agenda which they should use to get the minute numbers
•    handwritten minutes for them to use and translate into minutes
•    good practice example of what the minutes should look like for you to use when
     marking their test. Remember this is only a guide as style will vary.
•    We recommend that you give them 30-40 minutes for this exercise.

Task Two - Agenda Setting. We have included:
•     explanation and items to add into the agenda
•     agenda for them to insert items into
•     good practice example of what the agenda should look like for you to use when
      marking their test.
•     We recommend that you give them 20 minutes for this exercise.
This test doesn’t need to be done on a computer.




Clerk to Governors’ Recruitment Pack                                                 2
Derby City Council 2009
 Task Three – Governing Body Membership Table. We have included:
 •     explanation and names of governors to put into the table
 •     good practice example of what the table should look like for you to use when
       marking their test.
 •     We recommend that you give them 20 minutes for this exercise.
 This exercise needs to be done on a computer.

 Suggested Ideas for the Induction of New Clerk to Governors
 This is a list of useful ideas to consider when inducting your new Clerk to Governors.



              TOP TIP BOX:
              •   Be in contact with your Personnel Officer
              •   Agree pay with Personnel and Finance Committee
              •   Make sure interview dates and arrangements are made in
                  advance
              •   Send job description and person specification with application
                  form to candidates. Make sure pack includes school contact
                  details and map.
              •   Set up induction programme for the new Clerk and make sure
                  they have access to a Clerks’ Handbook
              •   Don’t forget to contact LA Governor Support Team with their
                  details when they are appointed
              •   Governor Support colleagues are available to help with the
                  interview process.




CHAIR’S ROLE IN RECRUITING AND RETAINING CLERK TO
GOVERNORS

  •   The Chair should be the lead person in the interview
  •   They will be the Clerk’s line manager
  •   Ensure that they are appropriately inducted
  •   Develop an annual review process, including salary review
  •   Encourage clerk to attend Local Authority termly briefing and training
      sessions
  •   Encourage them to apply for the National Clerks’ Training Course.




 Clerk to Governors’ Recruitment Pack                                                 3
 Derby City Council 2009
       Clerk to Governors’ Model Job Description and Person
       Specification

       Model Job Description

       The job description is written with the purpose of clerks to governing bodies
       providing a high quality professional Level 2 clerking service to support
       effective governing bodies.

1   Introduction     The clerk to the Governing Body will be accountable to the Governing Body,
                     working effectively with the chair of governors, and with the head teacher and
                     other governors. The clerk will be responsible for advising the Governing
                     Body on constitutional matters, duties and powers and will work within the
                     broad current legislative framework. He/she will secure the continuity of
                     Governing Body business and observe confidentiality requirements.
2   Meetings             The clerk to the Governing Body will:

                          a) work effectively with the chair and head teacher before the
                             Governing Body meeting to prepare a purposeful agenda which
                             takes account of DCSF, LA and church authority issues and is
                             focused on school improvement

                          b) encourage the head teacher and others to produce agenda papers
                             on time

                          c) produce, collate and distribute the agenda and papers so that
                             recipients receive them at least seven clear days, and preferably ten
                             days before the meeting

                          d) record the attendance of governors at the meeting and take
                             appropriate action re absences

                          e) advise the Governing Body on governance legislation and
                             procedural matters where necessary before, during and after the
                             meeting

                          f)   take notes of the Governing Body meetings to prepare minutes,
                               including indicating who is responsible for any agreed action

                          g) record all decisions accurately and objectively with timescales for
                             actions

                          h) send drafts to the chair and head teacher for amendment /approval
                             by the chair

                          i)   copy and circulate the approved draft to all governors within the
                               timescale agreed with the Governing Body

                          j)   advise absent governors of the date of the next meeting

                          k) keep a minute book, or file of signed minutes, as a an archive record

                          l)   liaise with the chair, prior to the next meeting to receive an update

       Clerk to Governors’ Recruitment Pack                                                     4
       Derby City Council 2009
                              on progress of actions agreed previously by the Governing Body

                         m) following the approval of the minutes at the next meeting forward a
                            copy to the LA, and where agreed, to the appropriate church or
                            foundation authority

                         n) chair that part of the meeting at which the chair is elected.

3   Membership          The clerk will:

                         a) maintain a database of names, addresses and category of
                            Governing Body members, and their term of office

                         b) initiate a welcome pack/letter being sent to newly appointed
                            governors including details of terms of office

                         c) maintain copies of current terms of reference and membership of
                            committee and working parties and nominated governors e.g.
                            Literacy

                         d) advise governors and appointing bodies of expiry of the term of
                            office before term expires so elections or appointments can be
                            organised in a timely manner

                         e) inform the Governing Body of any changes to its membership

                         f)   maintain governor meeting attendance records and advise the
                              Governing Body of non-attendance of governors

                         g) advise that a register of Governing Body pecuniary interests is
                            maintained, reviewed annually and lodged within the school

                         h) check with the LA, and, where appropriate, the church authority that
                            Criminal Records Bureau disclosure has been successfully carried
                            out on all new appointees and re-appointees.

4   Advice and          The clerk will:
    information
                         a) advise the Governing Body on procedural issues

                         b) have access to appropriate legal advice, support and guidance

                         c) ensure that new governors have a copy of the DCSF Guide to the
                            Law and other relevant information

                         d) take action on governing body’s agreed policy to support new
                            governors, taking account of the Guidance for Head Teachers and
                            Chairs of Governors on the National Training Programme for New
                            Governors and induction materials/courses made available by LEAs
                            and others

                         e) advise on the requisite contents of the school prospectus and
                            annual report to parents

                         f)   ensure that statutory policies are in place, and that a file is kept in

      Clerk to Governors’ Recruitment Pack                                                      5
      Derby City Council 2009
                             the school of policies and other school documents approved by the
                             Governing Body

                         g) maintain records of Governing Body correspondence.

5   Professional       The clerk will:
    Development         a) successfully complete the National Training Programme for Clerks
                            to Governing Bodies or its equivalent

                         b) attend termly briefings and participate in professional development
                            opportunities

                         c) keep up-to-date with current educational developments and
                            legislation affecting school governance.

6   Optional        The clerk may be asked to perform as part of their duties any of the following.
    Extras          These additional tasks will usually be negotiated at an extra cost.

                         a) clerk some or all statutory and non statutory Governing Body
                            committees
                         b) assist with the elections of parent, teacher and staff governors;
                         c) give advice and support to governors taking on new roles such as
                            chair or chair of a committee
                         d) participate in, and contribute to the training of governors in areas
                            appropriate to the clerking role
                         e) maintain a file of relevant DCSF and LA documents;
                         f) maintain archive materials
                         g) assist with the preparation of the Annual Report to Parents,
                            assembling the statutory information and copying and distributing
                            the report
                         h) assist with the organisation of the Annual Parents’ Meeting;
                         i) clerk the Annual Parents’ Meeting
                         j) prepare briefing papers for the Governing Body, as necessary
                         k) help to produce a Governing Body Year Planner, which includes an
                            annual calendar of meetings and the cycle of agenda items for
                            meetings of the Governing Body and its committees.




      Clerk to Governors’ Recruitment Pack                                                  6
      Derby City Council 2009
       Clerk to Governors’ Model Person Specification

       This person specification lists the competencies expected of an
       experienced/fully-trained clerk. The two right-hand columns provide guidance
       for the appointment of new clerks. (E= Essential criteria, D = Desirable criteria)
       (A = Application, I = Interview, T = Test)
       Sections                                                                        E   D   A/I/
                                                                                               T

1   Skills,           The Clerk should be able to provide evidence of the
    knowledge and     following:
    aptitudes
                          •   good listening, oral and literacy skills                 E       A,I,
                                                                                               T
                          •   writing agendas and accurate concise minutes                 D   A,T

                          •   ICT including keyboarding skills                         E       A,T

                          •   organising their time and working to deadlines           E       I

                          •   organising meetings                                          D   A,I

                          •   record keeping, information retrieval and                E       A,I
                              dissemination of governing body data/documentation,
                              to the governing body and relevant partners

                          •   using the internet to access relevant information            D   I

                          •   developing and maintaining contacts with outside             D   I
                              agencies e.g. departments of the LA, Church
                              Authorities and the DCSF

                          •   knowledge of Governing Body procedures                       D   A,I,
                                                                                               T
                          •   knowledge of educational legislation, guidance and           D   A, I
                              legal requirements

                          •   knowledge of the respective roles and responsibilities       D   A,I
                              of the Governing Body, the head teacher, the LA,
                              Church Authorities and the DCSF

                          •   knowledge of Equal Opportunities and Human Rights            D   A,I
                              legislation

                          •   knowledge of Data Protection legislation.                    D   A,I




       Clerk to Governors’ Recruitment Pack                                                7
       Derby City Council 2009
2   Qualifications         The clerk should:
    and training
                           •   be able to demonstrate a willingness to attend           E        I
                               appropriate training and development

                           •   have already attended or make a commitment to                D   A,I
                               attend the National Training Programme for Clerks or
                               its equivalent.

3   Experience         Clerks should be able to produce evidence of:

                           •   relevant personal and professional development               D   A,I

                           •   working in an environment where experiences                  D   A,I
                               included taking initiative and self motivation

                           •   working as a member of a team.                               D   A,I
4   Personal           The clerk should:
    attributes
                           •   be a person of integrity                                 E       A,I

                           •   be able to maintain confidentiality                      E       A,I
                           •   be able to remain impartial                              E       A,I

                           •   have a flexible approach to working hours                E       A,I

                           •   be sympathetic to the needs of others                    E       A,I

                           •   have an openness to learning and change                  E       A,I

                           •   have a positive attitude to personal development and     E       A,I
                               training

                           •   have good interpersonal skills.                          E       A,I


5   Special            The clerk should:
    Requirements
                           •   be able to work at times convenient to the Governing     E        I
                               Body, including evening meetings

                           •   be able to travel to meetings                            E        I


                           •   be available to be contacted at mutually agreed times.   E        I




         Clerk to Governors’ Recruitment Pack                                               8
         Derby City Council 2009
Model Job Advert for Clerk to Governors

CLERK TO GOVERNORS
£1000 a year (amount to be agreed by governing body)
Location:

_____ School Governing Body invites applications for a Clerk to the
Governors. The governing body is effective and contributes fully to the
school’s success. The Clerk will be accountable to the governing body,
working effectively with them, the chair of governors and head teacher.

The Clerk’s main role is to provide professional clerking services to the
governing body and its committees. You will:
•    be able to take accurate minutes from your own notes to then produce
     well presented minutes for distribution
•    collate and distribute agendas and associated paperwork in advance of
     meetings
•    be available to take minutes at all meetings throughout the year, 15 to 20
     meetings a year* (*amend to your number of meetings). Meetings will
     normally take place in the evenings/afternoons (delete as appropriate)
•    provide procedural and legal advice and guidance
•    attend relevant training events organised by the Local Authority.

Experience is desirable but not essential as training will be provided.

Candidates should be competent in the use of a word processor, email and
internet and have access to a computer.

You should have an interest in education, be tactful and able to deal with
matters confidentially. You should be reliable and have a good sense of
humour.



Closing date for applications:

Interview date:

An application form, job description and person specification are
available from:




Clerk to Governors’ Recruitment Pack                                         9
Derby City Council 2009
SUGGESTED IDEAS FOR THE INDUCTION OF NEW CLERK TO
GOVERNORS:

•      Arrange a meeting with the Head and Chair
•      Introduce to School Bursar/Office Manager
•      Have tour of school
•      Contact LA Governor Support Team to give details and arrange a one to one
       visit
•      Make sure they have a copy of the Clerks’ Handbook
•      Provide governor induction pack
•      Arrange six monthly progress review
•      Arrange annual pay review and achievement and development meeting with
       Chair or Vice Chair
•      Find out about LA training
•      Enquire about a Clerk Mentor with LA




    Clerk to Governors’ Recruitment Pack                                    10
    Derby City Council 2009
Clerk to Governors’ Recruitment Pack   11
Derby City Council 2009
EXIT INTERVIEW – to be completed by Chair when Clerk leaves – this should only be a short informal meeting

Name of Postholder:                                                         School:

Date:                                                                       Chairs Name:

Reason for leaving post?


Can you identify the changes
in your role since you started
the position?

How has the Chair and
governing body helped you in
your role?

What support did you find
most useful?


What support did you not find
useful?

Have you got any suggestions
on how we can make the job
easier?
Any other comments
Clerk to Governors’ Recruitment Pack   13
Derby City Council 2009

				
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