Clerk to The Trustees

**JOB DESCRIPTION**

Provide managerial support to the Board of Trustees. Assist residents of the Almshouses to achieve an independent and positive life within a supportive environment. To ensure the maintenance, safety and security of the Grade I Listed building.

**JOB PURPOSE**
- To provide managerial support to the Board of Trustees.
- The effective management of the Almshouses; its staff, residents and buildings.

**PRINCIPLE RESPONSIBILITIES - MANAGERIAL**
- To attend monthly Board meetings and advise Trustees on current issues affecting the Almshouses, its staff, residents and buildings;
- To maintain a register of Trustees, and submit returns to the Charities Commission, Homes & Communities Agency and the Almshouse Association;
- To monitor changes in requirements implemented by outside agencies such as the Charity Commission, Homes & Communities Agency and the Almshouse Association and report these to the Board of Trustees;
- To liaise with the Chair and individual Trustees on day-to-day issues affecting the operation of the Almshouses;
- To provide financial management reports including annual budgets, cash flow forecasts and investments and reserves summaries;
- To liaise with accountants, insurers, banks, and investment advisors on financial matters and report any issues to the Board of Trustees;
- To calculate annual contributions, service and support rates in line with the guidance set out by the Homes & Communities Agency and the Almshouse Association;
- To ensure that all contributions and rents are collected, and that any arrears are reported and collected in a timely and effective manner;
- To prepare and maintain all accounting records and liaise with the Accountants on the formulation of the Annual Accounts;
- To assist with funding submissions to various bodies offering grants and financial support to the Charity;
- To prepare risk assessments, the emergency plan and ensure that all health and safety regimes are recorded appropriately and adhered to;
- To manage and ensure that contracts, salaries, pensions, holidays and disclosure and barring records are maintained.

**PRINCIPLE RESPONSIBILITY - RESIDENTS & BUILDINGS**
- Deal with resident correspondence to the Board of Trustees;
- To oversee the recruitment and management of new residents;
- To oversee resident and Chapel events;
- To ensure that all servicing of properties, testing of equipment and regular checks are carried out in a timely and effective manner;
- To manage the five yearly quinquennial report, electrical and fire inspections;
- To manage all sub-contractors and obtain quotations for service delivery, repairs and maintenance;
- To ensure that cyclical maintenance and all extra-ordinary repairs are carried out effectively and within set budgets;
- To ensure the safety and security of the buildings at all times and liaise with the fire and security alarms provider on any issues that may arise;
- To maintain office equipment and contracts, ensuring that the IT provision is kept up to date and utility suppliers are monitored on a regular basis to ensure value for money.

**GENERAL**
- Be prepared to work after hours occasionally when required.
- The above duties and responsibilities cannot totally encompass or define all tasks that might be required of the post holder. These outline duties may vary from time to time without materially changing either the character or level of responsibility. These factors are reflected in the post salary.
- All employees are expected to demonstrate a commitment to the principle of equal rights in relation to employment issues and service delivery in the performance of their duties.

Closing Date: 22nd April 2024

**Job Type**: Part-time

**Salary**: £14.00-£16.15 per hour

Expected hours: 20 per week

**Benefits**:

- Company pension
- On-site parking

Schedule:

- Monday to Friday

Work Location: In person

Application deadline: 22/04/2024
Expected start date: 10/06/2024