JOB DESCRIPTION TEMPLATE JOB TITLE GOVERNOR SUPPORT OFFICER JOB

Job Title:

Governor Support Officer

Job ID/ Post ref:

Directorate:

Children & Schools

Role Profile:

Service Area:

Resources & Governance

Grade:

5

Reporting to:

Principal Governor Support Officer

Date of Issue:

Nov 2019

Job Purpose:

To be responsible for providing efficient and effective administration of the governors’ support service and all associated work.

Principal duties and responsibilities: To provide a professional support service to all governing bodies.

Governor Training

1. To maintain, administer and assist in the development of the annual Governor Training and Development Programme, including design, production and distribution of information to governors; schedule providers for governor training through efficient diary management, resolving any conflicts that arise; monitoring applications for courses; maintaining training records; corresponding with governors, Headteachers and providers; maintaining appropriate databases.

2. To monitor training bookings and target groups of governors to meet their individual needs and boost overall attendance by extracting and analysing the relevant data

3. To monitor compliance with The Government of Maintained Schools (Training Requirements for Governors) (Wales) Regulations 2013; to take appropriate action in relation to non-compliance, acting within these Regulations and education service procedures.

4. To prepare and monitor statistical data and progress towards targets in line with legislation requirements, and submit relevant and accurate reports to the service manager, informing of decisions on future targets for the departments business plan.

Admin functions

5. To monitor Governors’ Support Services databases, including software development to ensure systems continue to support operational delivery, and raise delivery issues with the relevant officer

6. To maintain data according to data protection regulations, including but not limited to governors’ personal data, governing body membership and training records.

7. To maintain the service’s website, ensuring that information remains valid and up-to-date.

8. To train governors in the use of Hwb, Cwmwl Addysg and Office 365 applications.

9. To monitor all governor sites on the education service’s SharePoint site for staff; to maintain all governor Hwb accounts and their access/permission settings; to maintain the site(s) ensuring that information remains valid and up-to-date, and accessible only to those with appropriate permissions.

10. To arrange parent governor elections and subsequent ballots, in line with statutory regulations.

11. To work closely with the Principal Governor Support Officer in the recording and analysis of responses to governor consultations.

Governing Body Meetings

12. To co-ordinate and manage the preparation of meetings, schedules, agendas and the production of minutes

13. To be responsible for the preparation and distribution of all paperwork for governing body meetings

14. To handle sensitive or confidential information for governors’ meetings according to guidelines

15. To prepare reports on governing body matters to assist Chairs of Governors and governing bodies in their role

16. To carry out a range of clerking functions, including acting as minute clerk at governing body meetings, complaints committee meetings and staff disciplinary and dismissal (and appeals) committee meetings.

17. To monitor the quality of governing body minutes produced by the service’s team of minute clerks.

18. To process actions arising from governing body meetings, maintaining records of decisions.

19. To guide and train colleagues in the use of databases and to liaise with the database provider.

20. To conduct specific research projects and provide senior officers with information and advice as required.

21. To act as Identification Verification Officer for governor DBS Disclosure applications, acting within data protection regulations and privacy notices.

22. To assist with the general running of Governors’ Support Services and to deputise for the Principal Governor Support Officer as required.

Relationships: Responsibility for People – Supervision/Management: B

There are no formal supervision responsibilities

Impact and Advising: Decision making, Planning requirements and Procedural context: C

The post-holder will be required to demonstrate initiative, working independently and addressing problems as they arise.

1. To provide advice and support to governing bodies and committees on procedural and policy matters and ensure that all decisions of governing bodies are processed correctly.

2. To act as first point of contact for governors, headteachers and members of the public through the service’s helpline.

3. To implement appropriate governor recruitment procedures to limit the number of vacant governor posts

4. To monitor compliance of governors’ DBS Disclosure applications in line with Governing Body resolutions, advising governors, Chairs of Governors and Headteachers on procedures, and sanctions for non-compliance.

5. To provide advice to governing bodies, governors, senior officers and HR officers in relation to complaints and staff disciplinary procedures in the absence of the Principal Governor Support Officer.

6. To organise activities that disseminate good practice to Pembrokeshire’s governors and governing bodies and which evaluate governors’ response to services provided by GSS.

7. To monitor training attendance and contribute to identifying demands and areas of weakness, suggesting and implementing plans for service improvement.

8. To support the Principal Governor Support Officer with recruitment of team members as and when required.

Relationships: Communication / Nature of Contacts: D

The post-holder is required to have strong professional relationships with a range of people, both within and outside the organisation. Communication is undertaken in person, by telephone, by email/letter and in meetings and is for the purpose of both collecting and providing information and/or advice.

The post-holder will be required to attend, and sometimes lead, training for school governors, Headteachers and colleagues.

Examples of contacts are: senior education officers, elected members, Headteachers, governors, Welsh Government officers (in relation to Hwb); providers of online training facilities for governors (both internal and external).

Job Working Environment:

1.The post is office based (County Hall)

2. The post-holder will be expected to attend meetings at schools as part of his/her responsibilities; this will include meetings outside normal working hours.

3. The post-holder may be required to attend meetings out of county when required.

Person specification – Qualifications, Knowledge, Experience & Skills:

Essential

Desirable

1. NVQ Level 3 or equivalent or experience in a relevant discipline

2. 2. At least three years’ experience in a related/similar role, or working with schools.

3. A detailed knowledge of Education policy and legislation.

4. Knowledge of school governance functions.

5. Sound working knowledge of ICT applications, including experience of working with spreadsheets, word processing and presentation software.

6. A flexible approach to workload and the ability to show initiative and to be pro-active in dealing with problems and finding solutions.

7. The ability to work both independently and as an active member of a busy inter-disciplinary team.

8. The ability to communicate through the medium of Welsh.

9. Possession of a full driving licence.

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General Responsibilities:

Corporate: To actively support and ensure compliance with the Safeguarding Policy, Health & Safety Policy, Equal Opportunities Policy and Data Protection Policy. You may be required to undertake such other duties as may reasonably be required of you, commensurate with your grade or general level of responsibility within the organisation.

Author:

Charlotte Blythe 11/1914/02/2020 11:33:00