Volunteer Clerk to the Trustees

Description of the role:

About Us
Citizens Advice is a charity is a network of 316 independent local offices throughout the United Kingdom that give free, confidential information and advice to assist people with money, legal, consumer and other problems. Our branch is situated in Sudbury.

The Role
The trustees of the Sudbury CAB are seeking to engage a Clerk to support the board and the bureau in its various activities throughout the year.
This is a voluntary position which typically will require 2 – 3 days per month commitment. Familiarity with Citizens Advice affairs would be an advantage, though not essential and it is expected that you would be a strong organizer, familiar with standard office software and have recent experience of general office practices, perhaps with a legal background.
Citizens Advice is a great organisation supporting local people especially in the tough economic times of today. Our Sudbury office is vibrant with a wonderful team of staff and volunteers.

Main duties and responsibilities include:

• Produce draft agenda for Trustee Board meetings and liaise with Chair
• Circulate all material required for Board meetings between one and two weeks prior to each meeting.
• Take minutes at the Trustee Board meetings including the Annual General Meeting, type up and send to both Chief Officer (CO) and Chairman (note: these will be held for approval at the next year’s AGM)
• Initiate agenda for Finance and General Purposes (FGP) meetings and circulate this and all other connected material to all trustees and CO, between one and two weeks prior to each meeting.
• Take minutes at FGP meetings, type up and send to Chairman for review.
• Organise beverages for the Trustee Board and FGP meetings
• Manage lead up to the AGM
o Book appropriate venue for the Annual General Meeting, after liaison with Chair
o Arrange for public notice in local newspapers
o Draft invitation letters to bureau members and distribute
o Organise buffet lunch for the Annual General Meeting
• Keep Member and Member Organisation registers up to date
• Correctly identify retiring Trustees and advise Chair at the beginning of August each year
• Keep Interests of Trustee Board members details up to date (Declaration of Interests Form)
• Liase with Treasurer concerning annual return to Companies House and updating board details as and when required with Companies House
• Liase with Treasurer concerning annual return to the Charity Commission and also updating board membership as and when required. (Generally these two tasks are performed by the Treasurer.)
• Liaise with funders regarding their accredited observers

Opportunity Activities: Administration, Advice, Information and Support, Campaigning and Lobbying, Community Work, Trusteeship and Committee Work
Availability required:


What skills are needed?

Personal skills and qualities that an administrator needs:
• A commitment to the aims and principles of the CAB service
• To be organised and systematic
• Excellent communication skills, both orally and in writing
• To be able to work as part of a team.

What skills will be learned / gained?

1 Concise and accurate writing skills, such for minute taking
2 Team work
3 Time Management
4 The workings of charities
5 Familiarisation with current topics on Citizens Advice website
6 Working to deadlines
7 Record keeping and information retrieval

DBS Check Required: No
Driving Licence Required: No
Does this role have age restrictions?: No
Mandatory training required for role: Yes
Details of mandatory training:

1 General training
2 Information Assurance training
3 Training on Citizens Advice website

Extra information:

About the Opportunity Host Organisation

Host Organisation: Sudbury and District Citizens Advice
Organisation Profile:

We aim to provide the advice people need for the problems they face and improve the policies and practices that affect people's lives.

We provide free, independent, confidential and impartial advice to everyone on their rights and responsibilities. We value diversity, promote equality and challenge discrimination.