Title: Trust Manager Location: The Trust Office: The Elms, Lower Road Old Bedhampton Accountability: To the Trustees Line Manager: Nominated Trustee Part A - The Conditions of the Post Hours: The position is salaried and the hours required are a minimum basic 18 hrs per week over 3 days per week, expected to be worked Monday, Wednesday and Friday, from 9.30 am to 4-4.30pm, with a half to 1 hour break around midday; the hours worked to be counter-parted with the Trust Administrator so that the office is staffed each day Monday to Friday. It is expected that the post-holder will attend the AGM and the Garden Party and Christmas Coffee Mornings and one of the three days of the Art Exhibition (with time-off-in-lieu), the 3 the main fund-raising events to assist in the running of the day. Remuneration: The Full Time Equivalent salary is GBP34,000 at 37?? hrs/wk. This equates to GBP17.43 per hour for 18 hours per week. Salary will be paid monthly in arrears directly into a bank account. Remuneration is usually reviewed annually in April after at least 12 months of employment has been completed. Holidays: The holiday entitlement is 4 weeks/year plus all Bank Holidays. A week means 18 hours. A 'day' means 6 hours. The holiday entitlement is thus 4 weeks a year (i.e. 72 hours) plus Bank Holidays. New in-post staff should work at least 3 months before requesting holiday unless declared before taking up the post. Holidays are taken after application to and approval of the Nominated Trustee. Holidays need to be requested at least one calendar month beforehand. Holidays cannot be taken if unusually there would be no Trustee on call or at a time when the Trust Administrator cannot cover for the Trust Manager's holiday. An individual day's or half day's holiday may be taken out of the annual entitlement by prior arrangement with the Line Manager and the cover being available if deemed necessary. Notice: The notice required to be given on either side in the first 6 months of employment is 2 weeks' notice in writing, thereafter 1 full calendar month. Job Description for the post of Trust Manager (Part-Time) Page 2 of 4 Travel: Any essential travel authorised by the Line Manager for and on behalf of the Trust, at the Inland Revenue mileage rates applying. Conduct: The holder of the post is required to be of good deportment that includes a personal presentation code at all times that is consistent with the status, dignity and reputation of the Manor Trust. Competence: The post holder will have been able to satisfy the Trustees on interview, by satisfactory references from previous employers and by acquaintance days before a job offer is made that competence to fulfil the role exists. Competence with the Trust's Accounting Sage software is desired. The post holder must be skilled with Microsoft Word and Excel; also Access data base skills will be an advantage. The post holder is expected to bring initiative to the role to develop management, administrative and organisational set of procedures for the benefit of the smooth running of the Trust's affairs. It is considered that an initial 3 to 6 months with input from the Trustees and Trust Key Staff will be required to be able to fulfil the role as aimed for by the Trustees. Part B - Description of the Post Job Summary: The Trust Manager will be responsible to the Trustees for promoting the aims of the Trust and be knowledgeable in the management and of administration a Charitable Company. The post holder will work with the Trustees in the management of the Trust's physical, finances and personnel resources. To be able to give and receive mutual assistance from the Trust's in particular standing in when the Administrator is away. The post holder will be expected to be aware of and practice good office protocols. A good basic knowledge of employment law, health and safety, planning and building controls as well as fundamental rights as applied to charities is beneficial. Initiative and knowledge of the raising of charitable funds would be useful. An understanding of maintaining and managing a website is expected. The Trust Manager will be a voting member of the Trust Governing Committee and will undertake recording of minutes as required. Tasks include: Office Management 1. Dealing with incoming email and post, corresponding on behalf of the Trustees and Trust Administrator as required 2. Taking phone calls, enquiries and requests, and handling them when appropriate 3. Devising and maintaining office systems. 4. Devising, organising and maintaining the trustees' diaries and making appointments 5. To maintain records of donations and administer Gift Aid claims on General Tasks: 1. Preparing the agenda, attend and take minutes of the monthly Manor Trust Governing Committee Meeting, ensuring the Trustees are well prepared for meetings 2. The post holder is required to give advice to the Trustees and Governing Committee who retain the overriding responsibility for the affairs of the Trust 3. Provide standard information to applicants wishing to reside at one of the Trust properties as advised by and working with the Trust Administrator. 4. Managing the Manor Trust's website liaising with the lead trustee/s 5. Deputise as agreed and guided by the Trust Administrator when away for a long period and carrying out data entry as required 6. Meeting and greeting visitors to the trust and keeping the Waterloo Room diary Promotion of the Manor Trust Bedhampton: 1. To promote the Manor Trust as a local charity and its aims, and thereby enhancing the Trust's annual and long term revenue, both for the general deployment of funds and for specific projects. 2. By producing the quarterly News Letters, liaising with Trustees and Trust Events Organisers 3. By identifying and adoption of suitable and appropriate procedures to optimise donations and legacies benefiting the Trust 4. Keeping an updated data base of volunteers in particular for the fundraising activities and as far as possible, attend the main fund raising events. 5. Maintain data management and filing system for the 'Friends of the Trust,' their addresses, telephone numbers and email addresses and devise an annual invoice system of recording of annual payments from 'Friends' and assist the Trustees with advertising, tickets, catalogues etc. 6. Contacting the media for wider advertising of fund raising activities and taking the lead on the wider advertising of the house vacancies. Administration of Maintenance of the Trust's Buildings 1. To assist the nominated Trustee(s) by carrying out administrative tasks to help with the maintenance of the Trusts 'properties, being two buildings, their approaches and surrounds; the fixtures, fittings and equipment within the buildings including those on loan or hire to the Trust 2. To arrange and meet with contractors quoting and working on the properties, recording information for the trust's records. Administration of Residents property and Personnel Matters 1. To help the Lodge Manager and Deputy when required attend to the administrative aspects of all the residents' personal property and effects brought to the Lodge and Elms with the dates of taking up and leaving residence, terms of residence and records of the financial charges made by the Trust to the resident, contact details of the next of Kin and any special instructions by the resident. 2. To assist the Lodge Manager to maintain a high quality of administration of all Staff and Residents matters with special references to best office practice concerning personnel records consistent with the requirements of the Data Protection Act: 3. To help if required with the drawing up of job profiles and descriptions; advertising, arranging interviews and subsequent appointment of Lodge staff, including Letters of Appointment and Employment Contracts Collaborative working with the Trust's Administrator 1. To give assistance when required to the Trust's Administrator and to help with the preparations of account data as required by the Trust's auditors in February and March 2. Inform the Trust's Administrator and the Trustees immediately any concerns or irregularities with the Trust's finances at any time. 3. Notify residents and staff of any alterations in conditions and changes in financial contributions or remunerations. 4. Keep accurate records on computer for residents' rooms, deposits contributions' rates and payments. Raise necessary paperwork and agreements/licences with new incoming residents. Calculate and pay monies due to outgoing residents or their empowered/nominated delegate.