Clerk to the Trustees
Job Title: Clerk to the Trustees
Reports to: Chair of Trustees, Friends Centre
80 hours pa £2000Purpose of the Job
To provide support to the Trustees of the Friends Centre by servicing meetings, providing advice on procedural and constitutional matters, and undertaking other administrative duties associated with the effective operation of the Board.Principal Accountabilities
Attend all meetings of the Board of Trustees and other committees/working groups as agreed with the chair and take accurate minutes of the meeting, to reflect clearly the discussions and decisions taken. Circulate draft minutes within an agreed timescale.
Maintain an electronic or paper based file of signed minutes, records of all Trustee meetings, current terms of reference, the current Instrument of Government and other relevant documentation. Archive information at agreed periods.
Provide high level administrative support to the chair, eg produce a Board of Trustee Year Planner that shows all meetings and main actions for the Board and committees at different points in the year.
Maintain an accurate record of attendance at meetings and acceptance of apologies.
Maintain a database of current Trustees, including names, addresses, areas of responsibility, membership of committees and terms of office, ensuring information is always accurate.Ensure Trustees have signed a declaration of eligibility and completed an annual declaration of pecuniary interests.
Ensure statutory register including the Register of members is maintained in liaison with the Finance Manager.
Assist in the search and development of Trustees.
The post holder is responsible for ensuring that the Centre’s equalities policy is fully implemented in all areas of his/her work as is the health and safety policy and agreed codes of practice and that he/she works within the confines of the Data Protection Act.
Your duties will be as set out in the above job description but please note that the Friends Centre reserves the right to update your job description, from time to time, to reflect changes in, or to, your job. You will be consulted about any proposed changes.The list of duties in the job description should not be regarded as exclusive or exhaustive. There will be other duties and requirements associated with your job and, in addition, as a term of your employment you may be required to undertake various other duties as may reasonably be required. PERSON SPECIFICATION: ESSENTIAL CRITERIA
Job Title: Senior Clerk to the Trustees
Reports to: Chair of Trustees, Friends CentreJob Related Knowledge, Experience and Qualifications
- Educated to minimum of NVQ Level 3 or equivalent
- Experience of minute taking and a good understanding of how meetings are structured
- Excellent knowledge of relevant policies / codes of practice and relevant legislation
- To research, analyse, interpret and provide advice on legislation and procedural matters
- Ability to keep accurate and up to date records
Other Requirements· Be flexible in terms of working hours, as many Trustee’s meetings take place outside of normal office hours and can sometimes be called at short notice · Demonstrate a willingness to undertake appropriate training and development