Clerk and Head of Operations
Introduction
The Sir William Powell Almshouses were founded in 1680, by Sir William Powell, Baronet of Pengethley, to house twelve widows. Originally sited in Back Lane, Fulham, the almshouses moved to their current location at Church Gate in 1868. The twelve almshouses are arranged in an L-shape, looking onto a communal garden and, beyond that, to All Saints’ church and churchyard. Each almshouse is a self-contained flat, and in addition to there are communal laundry facilities.
This vacancy has arisen due to our current Clerk relocating. Accordingly, we are looking for an organised and personable administrator to act as Clerk to the Trustees and Head of Operations. The appointed candidate will arrive at an exciting time when new opportunities are being explored as to how we realise the full potential of our investment properties, and what this could mean for the expansion of our provision and potential partnerships with other organisations.
Background to the Role
The almshouses continue to provide affordable accommodation for twelve women over the age of 55. Reporting to the Chairperson and Board of Trustees, the Clerk provides professional administrative support to the charity’s governance and finances, oversees the maintenance and day-to-day running of the grade II* listed almshouse building, and, importantly, acts as the main point of contact for residents in the absence of an on-site warden.
Main Responsibilities
1. Governance and Administration
• Organising and minuting Trustee, Finance and Property Committee meetings.
• Issue reports for consideration by Trustees at their meetings. Deal with correspondence on matters arising from meetings of the Trustees and from day-to-day service delivery issues.
• Submitting statutory returns to the Charity Commission and the National Register of Social Housing (NROSH).
• Assisting the Chair with the recruitment, induction and training of trustees.
• Drafting and reviewing charity policies to the highest standards of probity and due diligence.
• Help the trustees develop a strategic plan and annual objectives for the charity and advise on the resources needed to deliver them.
• Liaise as appropriate with The Almshouse Association, NROSH, Charity Commission, and other bodies, to promote the best interests of the charity and keep the Trustees aware of current policies, procedures and changes to legislation.
• Maintaining an up to date risk register for timely actions and Trustee approval.
2. Finance
• Working with the Treasurer to propose and then implement the annual budget.
• Ensuring the charities’ accounts are kept up to date through regular input and reconciliation of data into XERO software.
• Maintaining financial records and liaising with the Treasurer and external accountants for Independent Examination and payroll processing.
• Ensuring accounts are examined/audited, approved and submitted on time.
• Communicating changes in Weekly Maintenance Charges (WMCs) and Service Charge to residents, arranging their collection with applicable Housing Benefit and maintaining accurate records.
• Arranging and monitoring all utility bill and other supplier contracts and payments.
3. Property Management
• Responding to emergency issues, repairs and overseeing the general maintenance of the property and upkeep of the garden.
• Managing the schedule of cyclical refurbishments and ensuring appropriate surveys are undertaken.
• Liaising with contractors, obtaining estimates or tenders as required and supervise all building works undertaken.
• Ensuring that all health and safety standards and other compliance is met, ensuring necessary inspections and certificates are kept up to date.
4. Supporting Residents
• Acting as the main point of contact for residents’ welfare, liaising with next of kin, GPs, health professionals, the local authority and social services where needed.
• Managing the recruitment and induction of new residents.
• Responding to and, with the relevant Trustees, managing complaints.
5. General
• Undertake any other duties appropriate to the smooth delivery of services to the charity’s residents and to the welfare of staff.
Person Specification
The characteristics, skills and experience we are looking for in our new Clerk and Head of Operations:
Essential:
• A personable individual who will have a calm, discreet and caring approach in relating to residents, their welfare and personal issues.
• Strong administrative and organisational skills, with the ability to manage a varied workload independently.
• An ability to work flexibly, meeting the varied needs of the role.
• Someone who is confident using standard office and accounting software, with experience in bookkeeping.
• Good written and verbal communication skills, with the ability to liaise professionally with trustees, contractors and residents alike.
• Knowledge of and a commitment to good safeguarding.
• Willingness to be available for occasional out-of-hours contact in relation to resident or building emergencies.
Desirable:
• Experience of working in the housing and/or charitable sector.
• Experience of working with a Board of Trustees, arranging and minuting meetings.
• Experience working in administration and development of digital office efficiency.
• Experience of XERO accounting software (training will be available for those who do not have such experience).
• Experience working with or managing staff or volunteers.
Safeguarding and Pre-employment Checks
SWPA has an unwavering commitment to the safeguarding of our residents. This role involves regular contact with older and potentially vulnerable residents. The successful candidate will be required to undertake a Disclosure and Barring Service (DBS) check, provide references, and demonstrate their right to work in the UK before starting employment.
Equal Opportunities
SWPA is committed to equality of opportunity for all staff and applications from individuals are encouraged regardless of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation. Applications are welcomed and will be considered on the basis of suitability for the role, regardless of any protected characteristic. We have a commitment to the safe recruitment of ex-offenders.
How to apply
To arrange an informal conversation about the role, vicar@allsaints-fulham.org.uk
An application pack can be obtained by e-mailing swpa1680@outlook.com .
Completed applications, including the details of two referees, should be emailed to vicar@allsaints-fulham.org.uk by 12noon Tuesday 25th August.
All applicants will be contacted by e-mail informing them of the outcome of the shortlisting process by Thursday 27th August .