Job Description and Person Specification of the Clerk to the Trustees

Purpose of the role

1. The charity is in a period of transition and many of our policies and procedures are in need of updating. Trustees need support in moving the organisation forward. We are seeking an innovative, flexible appointee with a track record of successful change management to drive the organisation forward.

2. To support the Trustee body in the fulfilment of the Charity’s aims and objectives.

3. To oversee the operational aspects of the Charity and ensure an efficient and effective operation.

4. To oversee the Charity’s financial records and asset register.

Governance

• Agree the agenda with the Chair and circulate before meetings, together with supporting papers, which will include reports on the Charity’s property portfolio and on the Charity’s finances.
• Take minutes of meetings, send the draft to the Chair and when agreed circulate to the Trustees.
• Advise the Trustees on the nature and extent of their duties and responsibilities.
• Keep a register of policies and review them as agreed by the Trustees. Create new policies and update existing policies as necessary.
• Keep a risk register, review it at least annually with the Chair, and submit it to the Trustees for their adoption.
• Keep a register of Trustees that includes their declared interests.
• Submit the details of new and retiring Trustees to the Charity Commission.
• Submit the annual return to the Charity Commission, which will include the annual report and accounts.
• Keep abreast of any new Charity Commission requirements and advise the Trustees accordingly.
• Notify Trustees about any training available.
• Ensure the effective induction of newly appointed Trustees.
• Ensure that the Charity is legally compliant with, amongst other things, health and safety requirements and data management (GDPR).

Residents and applications from prospective residents

• Periodically contact each resident to check that all is well with them.
• Deal with queries and concerns raised by residents.
• Liaise with the Resident Estate Manager on residents’ welfare concerns.
• Offer advice to residents in need.
• Check on new residents after they have moved in and advise them on how they may access benefits.
• For new applications undertake the first sift and support the Trustees in all the appointment processes.

Finance

• Update the Charity’s financial procedures making use of appropriate systems and technology.
• Keep up-to-date financial records of income and expenditure over all accounts and reconcile the statements in collaboration with the Charity’s accountants.
• Set up payments for invoices.
• Act as the first point of contact with the auditor and submit any and all required information.
• Prepare an annual budget and forecasts.
• Prepare the draft of the annual report.
• Submit the annual accounts to the Charity Commission and to Companies House.

Property

(In addition to the Pennyfields site, the Charity has a substantial property portfolio).

• Concerning works at the almshouses, liaise as appropriate with the Resident Estate Manager and jointly organise works as required. Obtain approval from the Trustees for works above the set cost limit.
• Ensure that a Quinquennial Survey of the almshouses is undertaken.
• Concerning the Charity’s property portfolio outside the almshouses, contribute to the design of a strategy to manage the properties owned by the Charity.

General administration

• Work with the existing clerk to ensure an efficient handover.
• Work closely with the Resident Estate Manager providing adequate leadership to ensure the smooth running of the Almshouses.
• Assist with the setting up of an office on the Pennyfields site.
• Deal with letters, correspondence and other reasonable duties, as requested by the Trustees.
• Ensure the renewal of insurance, including management liability insurance.
• Keep abreast of the guidance of the Almshouse Association and share it with the Trustees.
• Review training offers from the Charity Commission and the Almshouse Association and, where relevant, share it with the Trustees.
• Attend relevant training.
• Understand the implications of the Equality Act with particular attention to disability requirements and reasonable adjustments.
• Take responsibility for the overall management of the Charity’s website. Review the website, confer with Trustees regarding the updating and changes and arrange for updating and changes to the website to be implemented as required.

The above list is not necessarily descriptive of all duties and it does not restrict flexibility. It is an express condition of your employment that you are prepared to assist in other areas of the business, and you may be required from time to time to perform other duties according to the requirements of the business and that are within your skills and competence.

Person Specification

The Clerk should possess the following skills and qualities:

• Experience of managing change and innovation in a similar environment.
• Empathy with the aims of the Charity. An understanding of charity governance.
• Prior clerical/administrative experience.
• Sound communication skills to enable efficient liaison with Trustees, residents and professionals providing services to the Charity.
• Proficiency in the use of computer software, for example Microsoft Word, Excel, Outlook ad accounting software.
• Experience of managing finances.
• Familiarity with websites.
• Experience of drafting policies and procedures.
• Experience of commissioning advice on health and safety.
• An ability to work well with a range of people.
• An ability to work under pressure and be a good team player.
• Problem-solving skills and open-mindedness.
• Excellent verbal and written skills.
• A willingness to learn new skills.