Clerk to The Board of Trustees

Registered Charity Number 1175666_
- Registered Housing Association Number 5142_

Shepton Mallet United Charities provides almshouse accommodation in Shepton Mallet for eligible residents aged over 55. There are 12 properties, nine traditional single-bedroomed houses in historical buildings around the Church of St. Peter and St. Paul, and three modern two-bedroomed bungalows close to the High Street, all unfurnished. Residents must be able to live independently as no additional support is provided.

We are looking for one person to assist the Trustees in carrying out their responsibility for good management and administration of the almshouses. The role is intended to provide professional administrative support to manage all aspects of the day to day running of the charity. A knowledge of property management and charity governance is desirable but not essential. The applicant should have prior clerical / administrative experience and be proficient in the use of computer software, eg Microsoft Word, Excel and Outlook.

**ROLE**:Clerk to the Board of Trustees

**THE AIM OF THE CHARITY **is to provide social housing in the form of almshouse accommodation for the benefit of older or disabled persons resident in Shepton Mallet and the surrounding area who are in need or experiencing hardship or distress; also to undertake such charitable purposes for the benefit of the residents in the almshouses in such manner as the charity trustees think fit from time to time.

**KEY PURPOSE OF ROLE**:To assist the Trustees in carrying out their responsibility for good management and administration of the almshouses. The Clerk will be the principal recipient of correspondence or other communications relating to the Charity from other agencies, institutions or individuals and will distribute or direct these to the Trustees and/or file the material accordingly. The Clerk will also act on instruction by the Trustees to prepare, distribute, communicate and/or file such material as is generated by them in the course of their activities in the management and administration of the almshouses.

**LOCATION**:Working from home, with quarterly trustee meetings at selected locations in Shepton Mallet.

**REPORTING TO**:The Chair

**ACCOUNTABLE TO**:The Chair, Vice Chair(s) and Treasurer

**REPORTING STAFF**:None

**HOURS OF WORK**:Seven and a half contracted hours per week. Variable such hours as the work demands over the course of a year (390 contracted hours including holidays).

**KEY RELATIONSHIPS**: Chair, Vice-Chair(s), Treasurer. Trustees. Warden and almshouse residents.

**CLERK DUTIES**:
**General Administration**
- Providing support to the trustee body or any appointed sub-committee: preparing agendas and notices of meetings, organising room bookings and other facilities, attending meetings, taking minutes and circulating them, and dealing with any correspondence arising from these.
- Setting up and maintaining a filing system for retaining documents and other material necessary to ensure the smooth operation of the Charity, and for keeping an historical record of its activities.
- Collating and recording information in accordance with GDPR.
- Circulating reports, papers and other communications to the trustees as appropriate.
- Reviewing and updating as appropriate the Residents' Handbook.
- Charity Commission: being the main administrative contact; filing annual return upon trustees’ approval; filing annual report and accounts upon trustees’ approval.
- NROSH: being the main administrative contact; filing annual return upon trustees’ approval.
- Almshouse Association: being the main administrative contact; keeping trustees informed of any key developments, including legal changes which may affect the Charity.
- Insurance: being the main administrative contact; handling annual renewals with agent; informing trustees of insurance cover and payments; liaising with Treasurer regarding payment.
- TV ARC Licensing: being the main administrative contact; handling annual renewals for applicable residents; liaising with Treasurer regarding payment.
- Undertaking any other administrative duties as the Chair may from time to time require.

**Resident Matters**
- Records: maintaining annually updated details of residents’ telephone, age, next of kin, GP and family.
- Financial Status: sending annual letters to residents (after review with Treasurer).
- Weekly Maintenance Charges: sending annual letters to residents (after review with Treasurer).

**Financial matters**
- Providing support the Treasurer may request.
- Passing any purchase invoices and financial statements received to the Treasurer for recording and payment.
- **Key **_ _ARC: Accommodation for Residential Care_
- NROSH: National Register for Social Housing_

**PERSON SPECIFICATION**

The Clerk should possess the following skills and qualities:

- Prior clerical / administrative experience.
- Proficiency in use of computer software, e.g. Microsoft Word, Excel and Out