APPENDIX ‘E’

DUTIES AND JOB DESCRIPTION OF THE CLERK TO THE TRUSTEES

The Clerk enjoys overall control of the day to day running of Kathleen Field Court (KFC) and

Phebe Bell Court (PBC) with resident wardens reporting directly to him/her. The Clerk liaises with the Chair of Trustees and is a conduit between residents and trustees.

JOB DESCRIPTION

Manager & Clerk to the Trustees, Bromsgrove United Charities

CLERK’S DUTIES

1. Management of organisational, administrative and personnel aspects of running the two sheltered housing establishments, KFC and PBC.

2. Residents — dealing with residents’ queries, problems and issues and keep informed of Trustees’ decisions.

3. Wardens — Managing and working with Resident and Relief Wardens - Supervision, receive reports, arrange training, organize relief cover and holiday rosters.

4. Correspondence — deal on timely basis and respond, if necessary, after consultation with the Chair and or Treasurer.

5. Invoices/charges for works and supplies — verify and pass to Treasurer, arrange for payment.

6. Communicating with Residents via letters, notices etc.

7. Contractors - organising cleaners, window cleaners, gardener, electrician, plumber, carpenter, heating engineer and any other trades people.

8. Managing Contracts — fire alarm system and extinguishers, lift, warden call system, warden off duty call handling system and laundry equipment. Responsible for all maintenance and certification to be updated as legislation requires, usually as advised via the Almshouse Association.

9. Insurance of Buildings, communal contents, employer’s liability, accident and third party liability in consultation with Treasurer – Insurance Broker/Agent Grout

Insurance Brokers Ltd.

10. Trustee Meetings - Organising dates and agendas in consultation with Chair. Taking and circulating minutes.

11. Applications for Residents — Maintain register, deal with vacancies, arrange viewing, interviews etc. and subsequent record keeping.

12. Applications for Charitable Donations (Relief in Need) — Seek Trustee approval, normally at meetings, and organize payment through Treasurer.

13. Completing and filing Charity Commission and Community Housing Annual Returns.

Liaison with Almshouse Association.

14. Petty Cash – monitor and maintain petty cash system for wardens.

15. Community Housing (warden off duty call handling system) — Inform of new residents with their details and ensure personal details form sent with next of kin updates.

16. Ensuring BUC property, 42 Churchfields Road is managed efficiently and rented out as investment property. Agents Andrew Grant currently managing.

17. Maintaining office supplies and equipment

18. Ensuring compliance with Policies and Procedures as laid down by Trustees and

Statute. (e.g. GDPR, H&S, Equalities)

Job Type: Part-time

Salary: £23,000.00 per year

Schedule:

• Day shift

Ability to commute/relocate:

• 35 Churchfields Road, B61 8ED: reliably commute or plan to relocate before starting work (required)

Work Location: One location

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