clerk This sample job description is from a general FE college that has performed well in two previous inspections and Provider Financial Assurance (PFA) reviews of governance and financial management. It includes the generic role and responsibilities of the clerk but also flags up the importance the relationship between the clerk, the chair and the principal in the furtherance of good governance. These are the factors considered in assessing the performance of the clerk to corporation. provision of advice The clerk is empowered to establish and maintain effective working relationships with chairs of corporation, chairs of committees, the principal and other members of the corporation. He or she provides advice on the role, function and constitution of the corporation (and its committees and ad hoc working parties) in line with the: - Instrument and Articles of Government
- Financial Memorandum
- Audit Code of Practice
- Standing Orders of the corporation
- terms of reference and Standing Orders of the committees of the corporation
- financial regulations and financial procedures of the college (this may be in liaison with the head of finance).
The clerk should also give briefings for corporation members - in particular the chair of the corporation and the chairs of committees - and attend all meetings of the corporation and its committees and ad hoc working parties. meetings of the corporation (and its committees and ad hoc working parties) The clerk should: - determine the dates of meetings and establish an annual cycle of business
- summon meetings in terms of the provisions of the Instrument and Articles of Government and the approved Standing Orders.
agendas and reports These involve preparing: - agendas for meeting and arranging the distribution of documents to members and other interested parties
- reports on governance and other issues falling within the terms of reference of the clerk
- minutes of meetings and checking the draft for accuracy with the chair before circulating them in line with an agreed timetable.
membership of the corporation It is the clerk's responsibility to: - advise the corporation of expected and actual vacancies
- liase with individuals and bodies on the membership in line with the wishes of the search committee and the corporation
- prepare and issue letters of appointment on behalf of the corporation
- monitor the attendance of members, having regard to the Instrument of Government and the Standing Orders and to advise the corporation accordingly.
The clerk should also oversee the following and act as indicated. standing orders - draft and keep under review the Standing Orders and to suggest to the corporation possible improvements and amendments to meet changed circumstances
- keep under continuous review the terms of reference of the committees, working parties etc and suggest possible changes where necessary.
code of conduct of the corporation - arrange for an annual review of the code.
register of members' interests - maintain the register and make this available for review by interested parties.
correspondence, statements etc - conduct correspondence on behalf of the corporation
- act as the reference point for all enquiries relating to the work of the corporation
- make statements on behalf of the governing body on issues relating to the governance of the college in accordance with the arrangements specified in the code of conduct.
corporation seal - be responsible for the proper use and application of the seal.
public interest disclosure procedure - monitor the provisions of the procedure and suggest to the corporation possible improvements or amendments to meet changed circumstances
- carry out the role of a lead assessor for the purposes of the procedure.
miscellaneous - identify training needs and participate in the provision of training for members - including arranging for members to attend external briefings and training courses
- organise the induction programme for new corporation members
- support the corporation in the annual review of its performance
- oversee the administration of the scheme of expenses available for members.
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