• Job title: Clerk to Committee • Location: Based at

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Job title: Clerk to Committee
Location: Based at our London Bridge with flexibility to work across other locations
Salary: up to £32k depending on qualifications and experience
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Closing date: Monday 9 February 2015, 5.00pm
In 2013, GSM London (formerly Greenwich School of Management), one of the leading providers of
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independent Higher Education within the UK, celebrated its 40 anniversary. These are exciting times
for us and, with ambitious growth plans for the future; we are seeking to recruit a substantial number
of outstanding staff.
In 2012 we successfully opened two new London sites; a state-of-the-art west London (Greenford)
Campus and our London Bridge Study Centre. Both sites have been a great success and are
testament to our commitment to reach out to a wider London student base as well as those from
across the world. Our continued growth in both student numbers and London campuses reflects our
vision: that of providing high-quality degree programmes designed to enhance the employability of our
students. Our strategy relies on the provision of an outstanding student experience, with real insight
into the characteristics of a very diverse student body. Of course, we are not only investing in new
premises and a new brand; we also are moving towards having many more full time staff, will be
further expanding student-facing teams, and are building organisational capability to take us forward
as we seek to attain university status.
Working within the Secretariat, to ensure the effective operation of allocated institutional committees,
working groups, and steering groups within their defined terms of reference, and ensuring that
institutional effectiveness is supported by a robust effective, and consultative decision making
structure in which committees play a role in representative decision making and review.
Knowledge, skill and experience requirements:
Essential:
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Educated to degree level or equivalent
Experience of Committee Secretarial Support, including minute taking
Experience of problem solving and responding flexibly to planning and change
Experience of people management
Excellent IT skills including Microsoft Word, Excel, email
Excellent command/comprehension of written and spoken English
Excellent organisational skills
Knowledge of committee systems and structures
Ability to work unsupervised and prioritise workload
Attention to detail
Ability to work constructively and flexibly with colleagues
Ability to communicate effectively with all types/levels of staff, students and external
enquiries
Experience with database and systems administration
Experience in educational an environment would be advantageous
Secretarial including Short-Hand qualification would be desirable
How to apply: To express your interest in this position view the Job description below and submit
your application via email to [email protected] quoting reference Clerk to Committee in the
subject line.
Applications should include a full CV and a covering letter addressing the selection criteria under the
knowledge, skill and experience requirements section of the Job description.
Job description
Job title: Clerk to Committees
Status: Full time/Permanent contract
Team: Registry
Reports to: Head of Registry and Administration
Main Location: London Bridge Campus
Direct reports: Yes
Department: Academic Management
Departmental budget holder: No
Position context:
In 2013, GSM London (previously Greenwich School of Management), one of the leading providers of
th
independent Higher Education within the UK, celebrated its 40 anniversary. These are exciting times for us and,
with ambitious growth plans for the future; we are seeking to recruit a substantial number of outstanding staff.
In 2012 we successfully opened two new London sites; a state-of-the-art west London (Greenford) Campus and
our London Bridge Study Centre. Both sites have been a great success and are testament to our commitment to
reach out to a wider London student base as well as those from across the world. Our continued growth in both
student numbers and London campuses reflects our vision: that of providing high-quality degree programmes
designed to enhance the employability of our students. Our strategy relies on the provision of an outstanding
student experience, with real insight into the characteristics of a very diverse student body. Of course, we have
not only invested in new premises and a new brand; we also are moving towards having many more full- time
staff, will be further expanding student-facing teams, and are building organisational capability to take us forward
as we seek to attain university status.
Position purpose:
Working within the Secretariat, to ensure the effective operation of allocated institutional committees, working
groups, and steering groups within their defined terms of reference, and ensuring that institutional effectiveness is
supported by a robust effective, and consultative decision making structure in which committees play a role in
representative decision making and review.
It is expected that the post holder will work flexibly according to the demands and responsibilities of
the job
Key Performance Indicators
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Effective committee management
% of Actions complete and follow-up
Staff Satisfaction with committee performance
Effective management Information
Quality and Governance to support growth and continuous improvement
Main duties and responsibilities:
1. To undertake a wide range of activities to ensure the effective and efficient discharging of committee
business and meetings including:
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Convene meetings of committees, maintaining and communicating an agreed schedule;
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Attending meetings of committees, where required, and ensuring clear and appropriate minutes or action
plans are taken, distributed and managed;
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Maintain a register of members of the committees and report vacancies to the appropriate committee;
working with the Chair to maintain an accurate record of attendance;
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Giving and receiving notices on behalf of committees in accordance with relevant regulations;
2. Providing appropriate secretarial support to the committees, including but not exclusively
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Maintenance of membership and circulation lists and a full set of agenda papers and minutes for
previous meetings;
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Maintenance of up to date terms of reference;
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Updating the relevant website section;
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Maintenance of a briefing document for new members of the committee; Making arrangements for
meetings, including timing, venue and hospitality
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Maintain a broad knowledge of the working of each committee including relevant statutes, ordinances,
regulations, codes of practice and procedures including acting as a source of advice on such issues
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Promotion of the business of the committee, including facilitating and co-ordinating procedures which are
the responsibility of the committee
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Drafting of the agenda, and possibly some papers, in consultation with the Chair
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Circulation of papers for meetings
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Attendance at meetings and producing minutes and reports of meetings to other committees or
individuals
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Ensuring that decisions and actions are followed up in a timely way
3. To provide each committee, working group, or steering group with authoritative guidance about its
responsibilities as set by the Board, under the regulations to which it is subject, including legislation and the
requirements of other statutory, and on how these responsibilities should be discharged.
4. To provide each committee, with a facility for the active management of its own business and the business of
child or parent committees or working groups, including managing the associated action plans.
5. To ensure that new or revised responsibilities for the committee’s body (e.g. arising from Board of Director
decisions) are drawn to the relevant committee’s attention.
6. To alert the committee if he/she believes that any proposed action would exceed the committee’s powers or
be contrary to regulations, and for advising the governing body on all matters of procedure.
7. To maintain a relevant Register of the Interests of the members of the decision making committees and of
any other persons from whom the committee requires a statement of interests.
8. Arranging an induction programme for new members of committees, and shall draw the attention of
committee members to training activities that enhance their involvement in the committee business.
9. Arranging and conducting appropriate training activities for secretaries to committees throughout the
institution.
10. Ensuring committees, working groups, and steering groups effectiveness is reviewed on an appropriate
cyclical basis and in line with the development of the institutional effectiveness plan.
In addition to the above duties, all staff are required t o :
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adhere to all GSM’s policies and procedures, including Equal Opportunities, Health and Safety, Data
Protection;
respect confidentiality: all confidential information should be kept in confidence and not released to
unauthorised persons;
undertake appropriate training and staff development as required; and
participate in GSM’s Performance Review and Development Scheme
Person Specification
Criteria: In the covering letter, applicants should provide evidence of their ability to meet the criteria below,
which will be used for shortlisting and interviewing. In order to be successfully shortlisted applicants must
meet the following criteria:
Essential
Desirable
QUALIFICATIONS
Educated to degree level or equivalent.
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Secretarial including Short-Hand qualification
SKILLS AND EXPERIENCE
Experience of Committee Secretarial Support, including minute taking.
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Experience of problem solving and responding flexibly to planning and
change

Excellent IT skills including Microsoft Word, Excel, email

Excellent command/comprehension of written and spoken English

Excellent organisational skills

Knowledge of committee systems and structures

Ability to work unsupervised and prioritise workload

Attention to detail

Ability to work constructively and flexibly with colleagues

Ability to communicate effectively with all types/levels of staff, students and
external enquiries
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Experience with database and systems administration
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Experience in educational environment
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