Deputy Clerk/Company Secretary

Job Summary:

As Deputy Clerk, you will work under the direction of the Clerk to the Corporation, ensuring that Bradford College and its subsidiary companies operate within the prescribed constitutional frameworks.  You will assist the Clerk to the Corporation in ensuring a high standard of corporate governance within the Corporation and its related companies, including legal compliance and adherence to best practice.  

Main Responsibilities:

As post-holder, you will be responsible to the Clerk of the Corporation for the following:

• Acting as company secretary to any subsidiary companies as required;
• Companies House filing and maintenance of statutory books;
• Formulating agendas with the Clerk to the Corporation, and organising the supporting reports and briefing papers;
• Timetabling Corporation, committee and board meetings, calling meetings on proper written notice, and distributing agendas and supporting papers in line with the required timeframes;
• Attending and taking minutes at Corporation, sub-committee and subsidiary company board meetings as required;
• Ensuring the timely publication of notices of meetings, agendas, draft minutes and supporting papers, and maintaining files of the documentation produced and issued;
• Managing the online governance portal and providing information and documents to the College’s web-team to keep the College website up to date.
• Working with the Clerk to the Corporation to ensure that all actions and follow-up instructions arising from meetings are progressed and reported to the next meeting;
• Supporting and servicing the Corporation, committees, subsidiary companies and, as required, such advisory groups as are established to support the Corporation, including on aspects of due diligence and bid applications;
• Providing high-level secretarial and administrative support;
• Dealing with enquires and routine correspondence, and filtering and replying to calls and correspondence, on behalf of the Clerk to the Corporation;
• Communicating effectively and appropriately with governors, representatives and trustees, as agreed with the Chair, the Group Chief Executive Officer and the Clerk to the Corporation;
• Maintaining and interpreting Standing Orders and College policies;
• Professional advice to College management, staff and students where appropriate and under the supervision of the Clerk to the Corporation.
• Advising on Freedom of Information Act requests and data subject access requests under the supervision of the Clerk to the Corporation.
• Administering the College’s whistleblowing code and supporting Governors in dealing appropriately with whistleblowing complaints.

Generic Duties:

In addition to the above requirements, you will be required to:

• Complete all associated organisation and administrative work;
• Participate in both internal and external staff development, as appropriate;
• Meet the requirements of the Health & Safety at Work Act 1974 and the College’s Health and Safety Policy and Procedures;
• Be prepared to operate on a flexible year as required, including some work out of normal working hours as required by the job;
• Undertake such other duties as may be reasonably required, commensurate with the grade of the appointment;
• Uphold the ethos and values of Bradford College.

RESPONSIBILITY FOR ASSETS, MATERIALS ETC.

Responsible for safe keeping of confidential papers relating to committees, staff and students. Access to highly confidential data associated with the work of the Corporation and the Executive.  Responsible for the operation of word processing, printing and all other office equipment.

The post holder will normally be based at Old Building on the main campus, but will be expected to work in other areas when required by the Clerk to the Corporation.

OTHER MATTERS

The post holder will be required to:

• Undertake a Disclosure and Barring Service check for this post.
• Commit to the College safeguarding policy and promote a safe environment for children and young people learning within the College.  Be alert to any indication or allegation of abuse and take appropriate action under the College procedures for the protection of children and vulnerable adults.
• Promote equality of opportunity and diversity in all aspects of the job and to challenge inequality and discrimination.
• Support the College management in all health and safety matters and take reasonable care for the health and safety of yourself and other persons who may be affected by your acts or omissions at work.