Clerk to the Trustees Role Description
Hedger’s Almshouses
Registered Charity No 207728
Hedger’s Almshouses is a small charity based in Merrow, Guildford, providing accommodation for 7 single women aged 60 and over who are on a low income. The residents are supported by an onsite voluntary Warden who acts as a ‘good neighbour’.
Role overview
The Clerk to the Trustees plays a vital role in supporting the effective and smooth operation of this small almshouse charity. The Clerk acts as the primary administrative and organisational support to the Board of Trustees.
The role is voluntary, with payment of reasonable expenses.
Hours variable – up to 100 hours a year (equates to approximately 2 hours a week)
Work from home or Garden Room at Hedger’s.
Who are we looking for?
We are looking for an enthusiastic and motivated volunteer who is interested in people and seeking an opportunity to have a positive impact on a local community based charity within a supportive team of Trustees. You will be warm, approachable and discreet with an interest in the wellbeing of our 7 female residents. The role would suit someone who has a flexible approach and who would like to bring new ideas to the team.
You will have good computer and administrative skills and be confident with written and verbal communication, with an ability to deal with sensitive and confidential information. You would have the opportunity to work independently and proactively manage tasks, with the support of a team of Trustees.
Some knowledge of accounts and bookkeeping would be useful. Previous experience of or familiarity with a charity or not for profit organisation would help but is not essential as training can be provided.
The Clerk will report directly to the Chair of the Board of Trustees and work closely with all members of the Board and Warden providing professional support to enable the effective running of our Almshouses family.
References will be required and a DBS check carried out if required.
What we are offering
This role provides an opportunity to be involved in the local community by helping others and making a positive difference to a group of older independent women. It provides scope to gain experience and skills for further development, or to offer previous skills and experience to a very worthwhile cause. There is training and support available primarily through the Almshouses Association. You will meet new people and become more connected to the local community. There will be opportunities to be involved in social events and to represent the charity at local events.
The role is part time and flexible, up to 100 hours per annum which equate to about 2 hours per week. It offers flexibility to allow tasks to be completed around other demands and commitments. Most of the tasks can be undertaken from home remotely. There is a garden room at the Almshouses that can be used by the Clerk and Trustees. A laptop and printer will be provided for sole use of the Clerk on Hedger’s business in order to maintain confidentiality and comply with data protection requirements. Reasonable expenses will be reimbursed. We will provide a comprehensive induction and handover with continued support by the Board of Trustees and training via the Almshouses Association.
Main duties and responsibilities (Support and training can be provided)
We are in the process of moving our records to Dropbox, a cloud based sharing and storage system.
Organise and schedule Trustee meetings, including preparation and circulation of agendas and relevant papers in advance. (Usually, 2 in person meetings and 1 or 2 Zoom meetings per annum).
Attend Trustee meetings, take accurate minutes and ensure timely distribution of draft and final minutes to all Trustees
Track action points arising from meetings and follow up with relevant individuals to ensure identified tasks are completely in a timely way.
Assist the Chair and Trustees to ensure all records are kept up to date, are accurate and comply with any statutory requirements and standards. This includes ensuring that the Charity Commission information is up to date and all submissions are met in accordance with their requirements.
In collaboration with the Board of Trustees monitor and review Policies and Procedures to ensure they comply with current legislation, aided by The Almshouses Associate website and the Charity Commission.
Act as the main point of contact between Trustees, the Warden, residents and external agencies as needed.
In conjunction with the Honorary Treasurer and Bookkeeper monitor receipts and payments, including helping to manage online banking and alerting Honorary Treasurer to any concerns.
Work with Honorary Treasurer to prepare annual accounts and annual report.
In conjunction with the Warden ensure all emergency repairs and routine maintenance are completed swiftly. Monitor and update the trusted and preferred traders database on Dropbox.
Respond promptly to enquiries about accommodation/vacancies and maintain the enquiries/accommodation spreadsheet via the Dropbox database.
Provide support to Trustees and Warden to manage property vacancies and appointment of new residents.
N. B. Whilst the role is very flexible there will be some time dependant tasks and the understanding will be that if these cannot be met reasonable notice will be given so other arrangements can be made.
We appreciate that the role description might initially look a little daunting but please don’t be put off. For an informal chat please use the contact form on this website or email Sue Howson on trustees@hedgersalmshouses.org