G.W.STANIFORTH CHARITY CLERK TO THE BOARD MEMBERS at Thetford Town Council

G.W.STANIFORTH CHARITY

CLERK TO THE BOARD MEMBERS

UPDATED JOB DESCRIPTION

Job Title Clerk to the Board members/Charity Financial Officer

Place of work King’s House, King Street, Thetford/Home working (as necessary)

Hours of work Minimum 12 hours per week (624 per annum)

2 year employment contract

Includes evening and weekend work.

Salary £30,151 per annum pro-rata (£15.67 per hour) NJC pay point SO1

Line manager Chair of the Board members

Job Purpose

The Clerk/Financial Officer is responsible to the Staniforth Charity for the effective management of the Charity’s ongoing business/finances, for providing advice and guidance on policy options and ensuring the effective implementation of policies of the Board members.

Initial Role: Review and improve the current governance arrangements:

• To assist the Board ensure that all the requirements of the Charity Scheme that was approved by the Charities Commission are fully implemented.
• To support the Board in its review of the existing governance structure and to make recommendations to the Board members on improving governance and operational efficiency.
• To update the Constitution of the Charity in conjunction with the Board to reflect the changes in governance and operations.
• To liaise with and update the Charities Commission on any changes proposed in the review of the current governance arrangements.

Ongoing Role: The Clerk to the Board members will have responsibility:

Strategy

• For working in partnership with Board members to provide leadership, guidance, support, vision and strategic direction.
• For delivery of the most effective possible service to the Board members, subject to resources available, for the determination of objectives and for monitoring performance in the attainment of those objectives.
• To study reports and data on activities of the Charity and where appropriate produce reports for the Board members.

Governance and Legal

• To embed and implement the revised governance arrangements undertaken in the review and improvement to the current governance arrangements.
• To advise Board members of their requirements and responsibilities.
• To prepare, in consultation with the Chairman, the agendas for all meetings of the Trust.
• To attend meetings and prepare minutes for approval (quarterly or ‘as required’). These meetings may take place in the late afternoon or evening.
• To initially develop an effective liaison and working partnership with the Thetford Town Clerk and Council Officers (who are currently undertaking the responsibilities of the Clerk to the Board Members).
• To acquire the necessary professional knowledge required for the efficient management of the affairs of the Charity and keep up to date with changing Legislation affecting trusts and charities.
• To act as the official representative of the G W Staniforth Charity as required, liaising and building effective relationships with the public, other organisations and the press as appropriate.
• To prepare the Annual report.
• Maintain a public information service, in response to requests, furnish information and material concerning the Staniforth Charity.

Finance and Accounting

• As the Charity Financial Officer, put in place processes to maintain adequate financial records of the Charity and implement internal controls systems to support the administration of all finances (initially in conjunction with the Town Council Finance Officer).
• To prepare an annual budget and to ensure that the Charity is financially sustainable going forward.
• To procure goods and services within the approved budget and to ensure that payments are made to suppliers when required.
• To prepare bank reconciliations regularly and to prepare management accounts to be tabled at all Board member meetings.
• To ensure that vacant rentable space in Kings House and the Gardens are appropriately marketed in the best interests of the Charity. To ensure that rental due to the Charity is billed and collected timely.

Operational

• To ensure all annual Health & Safety checks for charity and tenants are completed, in addition to regular checks such as legionella/alarms/lift/fire & security checks.
• To deal with all correspondence and documents on behalf of the Charity and where appropriate bring such items to the attention of the Board members.
• To co-ordinate press releases about the activities or decisions of the Charity: these press releases should be agreed with the Chair of the Charity.
• To develop and deliver projects and associated funding bids.

Requirements of Work

• Thorough knowledge and understanding of the duties and responsibilities of a Clerk to a charity or similar organisation.
• Ability to prepare and maintain accounting records.
• Ability to establish and maintain effective working relationship with the Board members and members of the public.
• Must be proficient with all aspects of information technology, particularly ‘Word’ and ‘Excel’. Skills relating to Microsoft Access, Publisher and PowerPoint are desirable.
• Must be able to identify and undertake fund raising

CLERK TO THE BOARD MEMBERS/CHARITY FINANCIAL OFFICER G.W. STANIFORTH CHARITY

PERSON SPECIFICATION

ESSENTIAL

Qualifications & Training

A qualification relating to business administration is essential.

DESIRABLE

Qualifications relating to finance and budgeting would be highly desirable.

Any relevant legal qualifications would be advantageous.

Education to degree level would be expected

Qualifications related to buildings management would be desirable as would Health & Safety, Fire Safety and Risk Assessment.

Knowledge and Experience

ESSENTIAL

A proven track record and experience of working with Trusts and Charities

Business administration experience, including project management, financial report writing, buildings management and general administration would be essential.

DESIRABLE

Confident in public speaking

Knowledge about the Thetford area,

G W Staniforth and the work of Thetford Town Council would be highly desirable.

Knowledge of bid writing/funding applications.

Skills / Abilities

ESSENTIAL

Strong working knowledge of Microsoft Office – Word, Excel, Access, PowerPoint and Outlook.

It is essential that the post-holder has excellent communication and customer service skills.

Good accounting skills and an ability to update accounting records.

A high level of organisational and time

management skills

Ability to secure good working relationships with the Board members and other stakeholders.

DESIRABLE

A high level of written, reporting and presentational skills; excellent interpersonal skills; understanding of marketing and publicity; experience of conducting public consultation exercises, and of pro-active communication with local press and other media.

Policy analysis skills and the ability to address and resolve complex issues.

Personal Characteristics

ESSENTIAL

The ability to work flexibly is essential as the work will not be ‘9-5’ but may include evening meetings and occasional week-end work.

DESIRABLE

Willingness to engage with the community.

and acquire knowledge of the local area.

Ability to gain and retain the Confidence of Board members, local community representatives, outside organisations.

Job Type: Part-time
Part-time hours: 12 per week

Salary: £15.67 per hour

Schedule:

• Flexitime

Work Location: Hybrid remote in Thetford, IP24 2AT

Application deadline: 13/10/2023