Role Description Academy Council (AC) Secretary

January 2014

Role Description – Academy Council (AC) Secretary

The AC Secretary is responsible for the administrative support and guidance on procedures of the AC meetings. The AC Secretary works closely with the Chair of the AC and the Principal of the Academy to achieve this.

The post-holder is lined managed by the Principal and accountable to the Chair of the Academy Council.

There is a dotted line to the Head of Governance Services, Oasis Community Learning (OCL) National Office. The AC Secretary should bring any urgent matters or feedback to the National Office to the attention of the Head of Governance Services.

The AC Secretary is responsible for recording the Academy Council’s discussions so that the minutes reflect the support and challenge aspect of the Academy Council’s work, based on the information that is available to them.

To ensure that the AC works in the most effective way the AC Secretary is required to take the following actions:

A. Preparing for Meetings:

1. To contact the Chair at least one month before a meeting to start the process of preparing the agenda and accompanying papers for the meeting.

2. To accept items from Academy Councillors for the agenda up to xx days prior to a meeting (agreed locally).

3. To consider papers received after xxx days (deadlines agreed locally) for the agenda to be distributed as `late’. To accept late papers for a meeting if specifically requested to do so by the Chair.

4. Academy Council documents/papers must be sent out at least five working days/xx working days (agreed locally) before each AC meeting.

B. Minutes:

5. To liaise with Academy Councillors identified in the previous minutes on items/actions to be brought forward at least three weeks before a meeting.

January 2014 – v4 Page 1 6. To liaise with the Principal about their report to the AC at least three weeks (or a time agreed locally) before a meeting.

7. To write the minutes so that they reflect the business of the meeting as the corporate agreement of the AC.

8. To include in the minutes and advice given to the AC.

January 2014 – v4 Page 2 9. To ensure that signed copies of the minutes and a copy of the agendas are kept, in date order in a folder, designated for that purpose together with:

a. an up dated copy of the membership and attendance list;

b. an updated copy of the register of business interest at each meeting;

c. the latest copy of the Oasis Academy Councillors’ Handbook;

d. details of training undertaken.

10. To send copies of all documents for each meeting to the Head of Governance Services and Regional Coordinator for Academy Councils.

C. After a meeting:

11. Following the meeting - issue a list of the key items discussed and points for action within xx working days of the meeting. However, if the minutes are sent out within a week, a list of key items and action points may not be required.

12. To send the draft minutes within two/xxx weeks (agreed locally) of the meeting to the Principal and the AC Chair for approval.

13. To receive from the Chair/Principal the approved/amended draft minutes within xx working days/xx weeks, to be agreed locally.

D. Organising Information:

14. To work with the academy to establish and maintain secure systems for managing AC information.

15. To bring to the attention of the Chair all correspondence addressed to the AC – as appropriate.

16. To advise the Chair on matters relating to the conduct of the AC meetings.

17. To advise the AC of `good practice’ which in their view will improve the effectiveness and/or efficiency of the AC.

January 2014 – v4 Page 3 18. In liaison with the Head of Governance Services/Regional Co-ordinator, the AC Secretary maintains the AC Membership list and supports the recruitment of potential AC members.

E. Staff Elections/DBS:

19. Administration and organisation of election of Staff, Associate Staff and Parent Representatives, unless otherwise directed by the Principal.

20. Liaising with the Regional Coordinator in administering DBS checks for new members and ensuring DBS checks are up to date.

January 2014 – v4 Page 4 F. Pupil Disciplinary/Exclusions Panels:

21. AC Exclusion Hearings: Convening a panel of Councillors, liaison with parents, organising hearings, preparing and distribution of paperwork relating to hearings, taking minutes

G. Independent Review Hearings: 22. Preparing paperwork for independent review hearings, liaison with LA, Principal and Chair of Pupil Disciplinary Panel.

H. Confidentiality:

23. All Oasis Academy Council business should remain confidential to Oasis.

Signed:…………………………………………………………………………………….. Date……………………………………………

Chair of AC

Signed:……………………………………………………………………………………… Date:…………………………………………

AC Secretary

Region Regional Co- Email address Postal Telephone  ordinator for address number appropriate ACs region

North TBC

Woodview Midlands Esther Foster [email protected] Drive, 07500977404 Edgbaston, Birmingham, B15 2HU South Oasis West Jodie Howells [email protected] Academy 01275 894581 Bank Leaze, Corbet Close, Lawrence Weston, Bristol, BS11 0SN London Norma [email protected] and Downer- 1 Kennington South Powell Road, 0207 921

January 2014 – v4 Page 5 East London 4239 SE1 7QP Sarah Kotb Sa [email protected]

January 2014 – v4 Page 6