Polden-Puckham Charitable Foundation

TRUST SECRETARY

Job Description

ROLETrust Secretary of Polden Puckham Charitable Foundation (PPCF)

The Trust Secretary is the sole employee of PPCF.

RESPONSIBLE TOThe Chair of trustees, on behalf of all the trustees

PRINCIPAL PURPOSE

  • To manage PPCF’s grant application, grant making and reporting procedures and associated administration
  • To engage with grantees and maintain appropriate networks
  • To keep PPCF focussed on its major areas of activity and awareness of new issues within them
  • To participate fully in PPCF discussions

KEY TASKS

Grant management

  1. Receive, review and process grant applications against agreed criteria
  2. Meet potential and current granteesto provide due diligence reports to trustees
  3. Disburse grants
  4. Assess grantee reports and alert trustees to issues

Financial management

  1. Manage PPCF’s bank account
  2. Liaise with PPCF accountant, to prepare annual accounts and annual report and ensure timely submission of annual report to the Charity Commission

Trust management

  1. Organise PPCF meetings and prepare reports and papers for these meetings
  2. Maintain, review and develop information management and support systems.These include: grantsdatabase, Dropbox,web site, electronic records, and other IT related tasks
  3. Support the Chair by taking a proactive role in ensuring that PPCF complies with its governing document, charity law and best practice
  4. Support the Chair in reviewing the performance of the Board of Trustees on a regular basis
  5. Ensure that decisions taken at meetings are implemented
  6. Refer all media enquiries to the Chair
  7. Keep Trustees appraised of internal policies
  8. Support the Trustees and the Chair in any other administrative tasks as required

Network engagement

  1. Network with others in the field, keep abreast of relevant issues and contacts, and to appraise trustees of developments within our areas of work
  2. Represent PPCF at functions and meetings

Key figures:In 2014-15,47 grants averaging approximately £9,500 were made. Requests are usually between £5,000 and £15,000 per year for 1 to 3 years.

Other information: Two Trustee meetings, two interim meetings, and two short-listing meetings are held annually.

Remuneration: £36,000pro rata (4 days per week). 25 days annual leave pro rata; 8% pension contribution.

Confidential Page 1 of 1 Date 02/10/2018