Secretary/treasurer

**CORTON POOR’S LAND TRUST AND CORTON ALMSHOUSE CHARITIES**

**SECRETARY/TREASURER VACANCY**

The Corton Poor’s Land Trust and Corton Almshouse Charity are governed by the same trustees. The Corton Poor’s Land Trust provides allotments in Corton and grants to those in need. The Corton Almshouse Charity manages 16 almshouse bungalows and a warden’s house in Fowlers Crescent, Corton.

The charities are looking to appoint a Secretary/Treasurer, circa 8 to 10 hours per week (flexible home working with some evening meetings). The salary will be £6,000 p.a in total for the two charities, with the majority of the work relating to the Corton Almshouse Charity.

The main duties and responsibilities of the successful applicant will be:

- **Supervision**

Act as line manager for the warden and relief warden.
- **Property Management**

Identify and oversee maintenance matters in relation to the almshouses and allotments, liaising with contractors as required and ensure compliance with any relevant legislation.
- **Administration**

Carry out general trustee administration, including preparation of agendas and minute taking for trustee meetings (10 per year). Advise on relevant legislation and ensure that all necessary risk assessments, policies and procedures are in place. Administration of grants, including Christmas Benefits, Student Grants etc. Management of allotment waiting list.
- **Financial**

Maintain separate cashbooks for both charities and manage all of the day to day finances. Prepare the annual budget and liaise with the Charity’s accountant in respect of the final accounts

**JOB DESCRIPTION**

**POST TITLE: Secretary/Treasurer**

**HOURS: Circa 8 to 10 hours per week (some flexibility required and attendance at 10 evening meetings per year and occasional ad hoc meetings)**

**RESPONSIBLE TO: Chair of the Charities**

**LOCATION: Home Based (with at least one visit per week to the almshouses and allotments in Corton)**

**BASIS OF EMPLOYMENT: Salaried**

An excellent administrator with an eye for detail, you must be well organised and have empathy with the elderly and vulnerable. Discreet and confidential, you are a positive person who is driven to provide an efficient service to the charities. Good all round IT skills essential.

This is a key and rewarding role within the two charities which provide a valuable service to the community. It may appeal to someone who has been in a similar clerking role for either a charity or local council and who can demonstrate financial literacy and some accounting experience.

Duties of this varied role will include:

- Preparing agendas for Trustees’ meetings (10 per year in the evening and occasional ad hoc meetings), including attending meetings, providing any information required, taking minutes, keeping records and dealing with matters arising from meetings and any necessary correspondence.
- Keeping the financial accounts of the Charities through the use of spreadsheet cashbooks, paying suppliers and receiving monthly contributions from residents. Liaising with the external accountant over year end accounts and producing figures for use in annual budget and providing quarterly budget monitoring reports to the Trustees.
- Supervision of the live on site warden and off site relief warden and dealing with any staff issues/queries and keeping payroll records (running of monthly payroll is outsourced)
- Maintain familiarity with matters relating to law and practice of the Charities and housing generally and with employment and emergency communications and advising the Trustees on such matters.
- Overseeing maintenance matters relating to the almshouses and allotments and instructing/organising contractors with regard to maintenance matters, liaising with the chair for authority to act in emergencies.
- Liaise with staff and Trustees concerning residents’ affairs.
- Advising the Trustees on compliance with relevant legislation, in particular in relation to housing and charities and ensuring that all necessary risk assessments, policies and procedures are in place and are reviewed on an annual basis. Carry out the annual Risk Assessment and Health and Safety audit of residents.
- Dealing with registration requirements and general correspondence with/making returns to Charity Commission, Almshouse Association and other such bodies. Also making links with relevant useful organisations and attending any useful meetings/courses/seminars.
- Collection of the annual rents for the allotments, carrying out regular inspections, corresponding with tenants that are not maintaining their plots and dealing with the vacation and re-letting of plots. Maintaining a waiting list of prospective tenants.
- Administration of the annual Christmas Benefits process, including sending out and receiving forms and organising the payment of the benefits

It is assumed that the Secretary/Treasurer will work mostly from home, making visits to the almshouses and allotments as and wh