Clerk to the Trust Board – Job Vacancy

PAY BAND:               Casual rate – £20.52 per hour
HOURS:                     Approx. 10 hours per week, which are a mix of hours during the working week (daytime) and evening meetings, see below.
REPORTS TO:          Chief Executive Officer (CEO)

The Salterns Academy Trust is a learning community where every member of staff understands the difference that they can make to our students’ incomes. We expect all staff to be actively involved in the personal development of our young people and to show full commitment to their own and the Trust’s professional development. The Salterns Academy Trust is committed to safeguarding and promoting the welfare of children and young people; and they expect all staff to share this commitment.

The Salterns Academy Trust comprises two schools: Admiral Lord Nelson School (ALNS) and Trafalgar School and is based in Portsmouth.

Key Purpose:

To provide a professional, efficient, helpful, and knowledgeable clerking service to the Trust Board of Directors and its four committees, which enables its proceedings to be conducted effectively and in accordance with the relevant legislation and requirements. This will include liaising with the Chair of the Trust Board, the Chairs of the relevant Committees, Directors, the Chief Executive Officer, the Chief Financial and Operating Officer, Directors, school staff and other stakeholders.


The Salterns Academy Trust has the following Committees:

  • Local Governing Body (LGB ALNS)
  • Local Governing Body (LGB Trafalgar)
  • Audit and Risk Committee
  • Pay and Conditions Committee

For the Local Governing Body meetings, the Headteacher’s PA will support the Clerk by collating the papers required from school staff.

Across all Board meetings and committees, the commitment is c. 34 evenings per academic year. Meetings usually start at 5.30pm or 6pm and last approx. 2 hours. On some occasions, two shorter meetings take place back-to-back on one evening.

The postholder will be responsible for pre-meeting preparation and post-meeting follow-up, and in-year planning and administration. The postholder will also undertake professional development to grow in their role as Clerk.

This is a casual contract post, and the Clerk submits a timesheet for the hours worked to deliver the accountabilities described.


  1. Governance Compliance and Advice
  • Gain an understanding of the laws that affect school academies
  • Ensure that the Trust is compliant with the requirements of these government documents: Academies Financial Handbook and the Governance handbook and ensure it maintains standards of corporate governance.
  • Oversee the processes and procedures for governance to ensure the Academy complies with any relevant statutory requirements
  • Advise the Board of Directors/Governors on procedural matters within the School Governance regulations including advising and prompting the chair on specific actions as required.
  • Ensure that the Academy’s responsibilities to the Charities Commission are met.
  • Manage the process for the nomination and appointment of Directors/Governors, the election of Chair and Vice Chair of the Board of Directors/Governing Bodies and the election of Academy Directors/Governors.
  • Manage the receipt of notice of resignation of Directors/Governors and the process for renewal of membership at the end of a term of office.
  • Ensure that the Trust website, the Get into Schools website, and the Companies House website are complaint with statutory requirements.

2.         Administration

  • Act as point of contact between the Directors, Governors, staff, and other stakeholders.
  • Manage the plan of meetings for the academic year, including agreeing the annual calendar, Outlook meeting requests, Forward Plan etc.
  • Provide professional minutes, capturing support and challenge as appropriate within a week of the meeting.
  • Agree the final version of the minutes with the Chair and distribute to relevant parties.
  • Maintain an Action Tracker, following up on action arising from meetings and reminding other about outstanding actions so that they are complete in a timely manner.
  • Ensure the Directors/Governors receive all communication/letters and deal with associate correspondence as appropriate.
  • Maintain relevant electronic and paper files and records of correspondence and documentation.
  • Maintain a register of appointed Directors/Governors.
  • Notify the Board of vacancies and administer elections if required.
  • Disseminate information as required
  • Always maintain complete confidentiality.

3.         General

  • Maintain a working knowledge of current requirements through research and undertaking relevant training courses.
  • Attend briefings and participate in professional development opportunities.
  • Keep up to date with current educational developments and legislation affecting governance and academies.
  • Establish and maintain positive, professional relationships.
  • Participate in 1:1 meetings with your line management and your annual appraisal meeting.