(Registered Charity No. 210339)

Job Description

Job Title:                          Clerk to the Trustees

Hours of Work:            20 hours per week

Salary:                               £18720

Pension:                           Pension plan available

Duration:                          This is a permanent post, subject to the successful completion of a six-month probationary period.

Responsible to:          The Chair of the Board of Trustees or designated other.

General

The Dartford Almshouse Charity (DAC) is a registered charity and a Registered Social Landlord. The Charity provides housing accommodation for elderly people on two sites, at Loam Court and Gartly Cottages in Dartford. 

There is currently a total of 36 units of accommodation comprising of one and two-person cottages, bungalows or flats.  Residents are encouraged to live independently but, in addition to the post of Clerk, are provided with the support services of a non-resident Warden, based at Loam Court, and out of hours emergency alarm call system.

Function of Post

To manage and oversee the delivery of all operations in respect of the effective and efficient delivery of services for Dartford Almshouse Charity residents.  The Clerk is appointed as an officer to the charity and is empowered to act on its behalf. The Clerk is responsible for the smooth running of the DAC office at the Loam Court site.  This includes administering the charity’s affairs, control of the office and systems therein, as well as responsibility for employees/staff, communication and circulation of information

Main Duties and Responsibilities

Staffing

  • The Clerk is responsible for staffing and personnel matters, as directed by the Trustees.  In conjunction with Trustees participate in and contribute to the recruitment and induction of new staff. Participate in identifying training needs and the delivery of relevant training initiatives.
  • Report to the chair and the Board of Trustees on staff activity in regard to operations activity in the two Dartford Almshouse Charity (DAC) sites – Loam Court and Gartly Cottages.
  • Maintain relevant records and prepare regular reports on staff activity. Oversee and actively participate in Recruitment, Probation and Appraisal schemes for relevant staff
  • Authorise and maintain records for annual leave of staff.
  • Manage and oversee the delivery of any Disciplinary and Grievance procedures in conjunction with the Chair of the Trustees and other designated Trustees.

 Service Delivery and Liaison

  • Act as primary point of contact with Trustees, attending regular meetings and responding to requests for information.
  • Ensure high levels of service delivery are in place in relation to the support given to residents, and to staff responsible for those services.
  • Prepare agendas, notice of meetings and minutes of meetings, service the Board of Trustees or, from time to time, and duly appointed sub-committees, and circulate minutes of 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. With the Chair of the Board of Trustees ensure correct procedures and appropriate standards are observed.
  • Advise on the policies for consideration by the Trustees.  Advise the Trustees about current and future legislation and external matters affecting the smooth running of the charity, and implement policies agreed by the Trustees.

Welfare of Residents

  • Advertise residents’ vacancies in accordance with the governing instrument.  Arrange for application forms to be sent to those who enquire and arrange for interviews (and home visits).
  • Implement and maintain the charity’s scheme and rules governing licences to occupy.
  • Make periodic visits, in liaison with the Warden, to residents to check on their welfare.  Advise on benefits such as Housing Benefit.  Maintain a confidential register of next of kin and other relevant information, to be kept securely.
  • Liaise as appropriate with The Almshouse Association, Charity Commission, Housing Corporation, Local Authorities and other bodies, to promote the best interests of the charity and keep the Trustees and employees of the charity aware of current policies and procedures.

Finances

  • Maintain effective and efficient procedures for the Weekly Maintenance Contribution (WMC) or other income either personally from residents or by direct debit, credit transfer or payment by cheque.  Keep records of WMC and other income, reporting any arrears to the Trustees and advise on periodic review of contributions and rents.
  • Maintain suitable accounts.  Prepare an annual budget of income and expenditure and report against budget to Trustees’ meetings.  Ensure that all residents who qualify for support from external funding sources do so in good time. Produce statement of accounts for annual audit and arrange copies of audited accounts, approved (and signed) by the Trustees, to be sent to the Charity Commission and the Housing Corporation as required.  Make the statutory annual returns required by the Housing Corporation and the Charity Commission.
  • Report to the Trustees on the state of repair of the Almshouses and deal with routine maintenance. Arrange, in liaison with Trustees, for cyclical maintenance and upkeep of the fabric of the buildings, as necessary.  Enter into contractual arrangements for works of maintenance and servicing on behalf of the Trustees, monitor such contracts and ensure they are satisfactorily fulfilled.
  • Instruct professional consultants, on advice from Trustees, to carry out Quinquennial Inspections, advise Trustees on extraordinary repairs, major refurbishment and capital expenditure with further advise on payment for such works, where appropriate.
  • Advise the Trustees on the availability of statutory grants and other sources of funding.
  • Prepare annual and long-term plans for consideration by Trustees. Provide supporting information e.g. feasibility studies, cash-flow forecasts and budgets where appropriate.
  • Initiate an annual review by the trustees of insurance cover for all policies, in consultation with Insurance brokers.
  • Review annually investment policies and reserves, taking specialist advice as necessary

General

  • Ensure that the charity receives and efficient service under the terms of any agency arrangements with other organisations, associations or managing agents.
  • Undertake any other duties appropriate to the smooth delivery of services to the charity’s residents and to the welfare of staff.
  • This job description is provided to assist the post-holder to know the main areas of responsibility.  These may be changed from time-to-time without change to the level of responsibility appropriate to the grade of the post.

How to apply

Please send a CV and personal statement as to why you are suitable for the role of Clerk to the Trustees to:

Email:  clerktodac@tascali.co.uk   cc. Stephenw.305@gmail.com

Or by post to:

The Dartford Almshouse Charity

1 Loam Court, Meadowside

Dartford,

DA1 2RY

Closing date:  14.08.2026