/ CILIP Rare Books and Special Collections Group /

Hon. Treasurer of CILIP Rare Books and Special Collections Group

The Hon. Treasurer is responsible for the “financial governance and administration” of the Group i.e. “sound management of its finances, maintaining proper accounting records, and complying with financial management regulations of CILIP Finance Team”.

The size and scale of the Group’s finances can be seen from the Annual Accounts:

Key responsibilities

  1. Running the Group’s bank account(which is one of the centralised accounts for the whole organisation)e.g. keeping signatories current, paying in cheques and cash, checking the bank statements.
  1. Carrying out financial transactions for the Group e.g. payment for Committee travel or other expenses, invoicing for conference or day event attendance.
  1. Pursuing unpaid invoices and chasing up mispayments.
  1. Running the Group’s cash books i.e.
  • ensuring all financial transactions are registered and itemised in receipts and expenditure logs.
  • ensuring that the cash books tally with the bank statements on a regular basis (bank reconciliation).
  1. Completing quarterly VAT returns for CILIP HQ.
  1. Managing Annual Accounts(Balance Sheet, Income & Expenditure Account, finalised summary Annual Account). This includes drawing up draft for CILIP HQ, getting them independently examined, submitting to Committee, getting them accepted by the AGM and publishing and submitting final version to CILIP HQ.
  1. Ensuring that financial matters are taken into account in the work of the Group, which includes:
  • ensuring that proposed activities are financially viable. The Treasurer is a key member of the conference planning team and is involved throughout the process.
  • ensuring that opportunities to raise revenue are taken.
  • ensuring that all Group activities comply with taxation and any other relevant laws.
  • contributing to the growth of the Group’s financial reserves.
  • keeping the Committee informed of the financial situation of the Group. This includes reporting to meetings and interpreting financial matters.
  1. Acting as the Group’s principal contact with the CILIP Finance Team.

Time and place of work

The Hon Treasurer attendsCommittee meetings (four per year, weekday afternoons in London). If possible, they attend the AGM to present the accounts to the Group. Otherwise the work can generally be carried out at the Treasurer’s workplace or homeat a convenient time. It averages at about an hour a week, but note that there are peaks when far more input is required e.g.around the Annual Accounts and paid-for events, especially the conference.

Skills and experience required

Essential

  • The Hon Treasurer must be numerate, methodical and well organised with an eye for detail.
  • They need good oral and written communication skills and confidence in dealing with a range of people.
  • They need to be able to manage confidential and sensitive information and records.
  • We use Excel spreadsheets for the accounts, cash books and other management documents, so experience of this software is required.
  • In order for them to be able to assist with and have insight into the wider activities of the Committee, they must be a current member of the Group and have current or recent experience of working with special collections.

Desirable

Previous experience of accounts workwould be helpful but is not required as the previous Treasurer will offer full training and support.

Value for professional development

The role offers an opportunity to develop experience and understanding of accounting and finance e.g. language used, how to read a balance sheet, costing events, managing budgets. These are vital skills for Special Collections librarians as they need to speak the language of business and management to make the case for collections. The role is particularly useful for librarians who may have no budget in their workplace.

Like any committee role, it also demonstrates willingness to develop as a professional and to give time to the professional community. Working with the Committee gives an excellent overview of developments in the world of rare books and archives and enables the post holder to form valuable contacts and networks with colleagues and in related sectors such as the antiquarian trade and academic departments.

To apply

For further information or to discuss the role informally, please contact the currentTreasurerKaren Limper-Herz:

To apply, please send a statement outlining how your skills and experience fit those required for the role, and a reference from someone who can vouch for this to the Group Hon. Secretary:

Lucy Evans

Closing date: January 6th 2017.

The Group Committee will use this evidence to select the candidate who best fits the role.

Alison Cullingford, July 2012.

Rev. Karen Limper-Herz, September 2016.