Clerk to the Trustees

Brighton, East Sussex
£2,000 per annum
30 Sep 2016
24 Oct 2016
Contract Type
Part Time

Job Title:            Clerk to the Trustees           

Reports to:            Chair of Trustees, Friends Centre

80 hours pa   £2000

Purpose 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.
2.    Ensure that meetings such as the AGM comply with the organisations governing document and procedures 3.    Prepare the agenda in consultation with the chair and principal; ensure statutory and standard items are included on the agenda at the relevant meeting.  Issue agendas, papers and notices of all Trustee meetings within the legal 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.

8.    Keep the constitution under constant review and ensure Friends Centre activities are compliant with its own constitution.
    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 Centre

Job 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
·      Experience of carrying out a wide range of administrative tasks at a senior level ·      Good knowledge and understanding of relevant ICT packages (eg MS Word, Excel, web authoring)
  • To research, analyse, interpret and provide advice on legislation and procedural matters
Skills and Abilities ·      Effective written and verbal communication skills and able to work with and communicate with staff of all levels ·      Ability to work confidentially with sensitive and confidential information ·      Ability to prioritise own workload to ensure deadlines are met
  • 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