ࡱ> 5@ C)bjbj22 8bXX ddd8H4ȝLGIIIIII$xRʡmmT T T FGT GT T r 7(| 09wd_p; 0ȝόJJJӓh T mm$d xThe Family Haven Trustees Job Descriptions 1st May 2007 1. Trustees, owned by the Trustees collectively The Trustees have control of the Charity and are responsible for its activities, property and funds. Work to be undertaken Ensure that TFH pursues its objects as defined in the Memorandum of Association Ensure that TFH complies with its constitution, charity law, company law and any other relevant legislation or regulations Contribute actively to the board of trustees' role in giving firm strategic direction to TFH, setting overall policy, defining goals and setting targets and evaluating performance against agreed targets. Safeguard the good name and values of TFH. Ensure the sustainability of TFH. Protect and manage the property of the charity and to ensure the proper investment of the charity's funds. Appoint the Manager, monitor his or her performance and decide the remuneration of employees. Co-opt trustees to fill vacancies, appoint the Secretary, a Chairman and Treasurer and other honorary officers, support their work and monitor their performance Make standing orders to govern proceedings at general meetings and make rules to govern proceedings at Trustees meetings and at meetings of committees. Attend and participate in meetings of the Trustees, provide advice and guidance and any specific knowledge or experience they may have to help the Trustees to make sound decisions Participate in other tasks that may arise from time to time such as interviewing prospective Trustees or staff or helping with fundraising. 2. Chairman of Trustees The Chairman provides leadership and guidance for the work of the Trustees. Work to be Undertaken Be a spokesperson and representative for the Charity and the Trustees. Provide leadership and guidance to the Trustees. Agree the agenda and ensure that all meetings are run fairly and effectively. Sign official documents on behalf of the Trustees. Sit on appointment and disciplinary panels as required. 3. Administrative, owned by the Secretary The Secretary is responsible for ensuring that TFH is administered within the law and the terms of the constitution. Work to be undertaken Oversee compliance with legislation and internal regulations. Maintain statutory records and related documents including the registers of members, of directors and secretary, of directors' interests, of mortgages and charges (none as of 18 Sept 2006), the keeping of the company seal and the register of sealings, the constitution (Memorandum and Articles of Association) and the Certificate of Incorporation. Organise and prepare for trustees and general meetings and keep the records of the proceedings. File annual returns, annual accounts, resolutions and the appointment and resignation of directors with the Registrar of Companies; With other Trustees, arrange compilation of Annual Report Correspond with the Charity Commission and filing of the Annual Return Arrange insurance to protect the charity against financial loss. Advise the Trustees on administrative issues and the provisions of the constitution. Carry out risk assessments of TFHs activities 4. Financial, owned by Treasurer The treasurer is responsible for the safeguarding of the financial assets of The Family Haven, compliance with financial reporting regulations and ensuring the solvency and sustainability of the charity. Work to be undertaken Monthly examination of the financial records and preparation of accounting statements for presentation to the trustees. Monthly monitoring of restricted funds, ensuring compliance with the funders' financial and reporting requirements. Recruitment, annual assessment & general overview of the work of the bookkeeper, ensuring proper standards are maintained. Preparation of an annual budget for agreement by the Trustees. Preparation of annual accounts, obtaining an audit opinion thereon for agreement by the Trustees and the members. Provision of assistance to Trustees and the Manager on all matters relating to the finances of TFH. 5. Operations and staff, owned by Operations Trustee The Operations Trustee is responsible to the Trustees on all matters relating to the day-to-day running of the Family Haven. Work to be Undertaken Be the Trustee Line Manager for The Manager of The Family Haven. This involves meeting with her or talking on the telephone on a regular basis(normally weekly) for briefing on current issues. An annual appraisal of the Managers work is also conducted. Take the responsibility as the OFSTED "Registered Identified Person". This involves checking the arrangements for OFSTED inspections with the Manager, responding to OFSTED on the contents of the inspection report, letting them know about changes in the premises, facilities, and provision, changes to staff and Trustees and their suitability, and matters affecting the welfare of children e.g. serious accidents, food poisoning or notifiable diseases. Visit 31, Spa Road regularly to talk to Staff and monitor morale and keep an eye on the day to day operations. Report to the Trustees on operational issues. 6. Nursery, owned by Childcare Advisor Trustee The Childcare Advisor trustee is responsible for ensuring that The Family Haven complies with the latest regulations. Work to be undertaken 1. Work closely with the manager (currently Lorraine Barrett), to identify changes in childcare legislation and OFSTED requirements. 2. Act as a link between staff and Trustees with regards to Nursery matters and OFSTED requirements. 3. Advise Nursery Supervisor on issues regarding the Early Years Curriculum 0-5yrs. 4. Champion the work being undertaken on Quality Assurance Bristol Standards. 7. Fundraising, owned by The Fundraising and Development Trustee The Fundraising and Development Trustee oversees the fund-raising efforts of TFH and reports on plans and progress to the Trustees. Work to be Undertaken Present the Trustees with an annual fundraising strategy. Oversee the selection of sources of revenue (these are at present Statutory Bodies, Private Trusts, Corporate and Community organisations and individuals). Oversee the applications for funds from these sources, possibly taking the lead role in key applications. Supervise the activities of our paid Publicity and Fund-raising Manager. Set up contracts with outside fund-raising advisors / consultants and direct their work with the Publicity and Fund-Raising Manager. Liaise with volunteers on fund-raising events. Present a monthly report to the Executive Committee and an annual report to the AGM. 8. Buildings, owned by the Buildings Trustee The Building Trustee is responsibility for the building at 31 Spa Road and for fixed equipment (plant) e.g. boilers, cookers and kitchen fittings. Work to be Undertaken Work closely with the Manager of the Family Haven and the Trustees to identify building and plant improvements and maintenance requirements and to compile the annual budget for these. Act as a link between staff and the Trustees with regard to building maintenance work. Attend monthly Trustees meetings and present a monthly report to the Board of Directors. Compile, cost and manage a Five Year Building Plan. Organise competitive quotations for contract work and supply of materials and place orders. Liaise with and coordinate contractors and suppliers and the architect. Make sure that funding is available prior to commencement of each task and ensure that all building and plant work is carried out within agreed budgets and to required quality standards. 9. Volunteers, owned by the Trustee for Volunteers The Trustee for Volunteers is responsible for organising the volunteers. Work to be Undertaken 1. To take overall responsibility for the recruitment, selection and management of a group of volunteers whose role is to assist the staff in the smooth and efficient running of The Family Haven. 2. To provide volunteers with appropriate supervision, support, training and opportunities for social get- togethers. 3. To work closely with the staff and to respond to their needs. 4. To keep the trustees informed of plans and progress. 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