Clerk

THE CLERKS ROLE and RESPONSIBILTIES

Role

Job Title: Clerk to the Worshipful Company of Pattenmakers

Reports To: The Master, or such other person as the Company may determine from time to time.

Supervision: The Beadle, Assistant Clerk

The Clerk is responsible for the day-to-day administration and management of the Company with the Master, on behalf of the Wardens and the Court, and for presenting ideas for its development, for the implementation of projects and initiatives and for representing and maintain the reputation of the Company in and beyond the City of London.

Responsibilities

Administration

• Manage all business and operational activities of the Livery on a day-to-day basis.
• Be the key contact for members of the Company and the first point of call for most enquiries.
• Organise and attend all Court, and other management or administrative meetings of the Company as required, including sub-committees, providing a full secretariat service including preparation of Court agendas, papers and issuing of the minutes in a timely manner.
• Manage and actively support strategic decision-making playing a full part in the resulting implementation of outcomes and agreed directions.
• Maintain the Company's administrative records and minutes of meetings, action logs, and, wherever possible, in electronic form.
• Close liaison with the Financial Controller, who maintains the financial records and updates the records at Companies House for Pattenmaker Events Limited and the Charity Commission register for The Pattenmakers Company Charitable Foundation.
• Provide continuity as custodian of the Company's history and traditions; and ensure that the presentation of the Company externally is of the highest quality.

Compliance

• Ensure that the Company is compliant with all laws, rules, regulations and safety standards which may apply, including those relating to the Charity and GDPR; as well as ensuring insurance policies are in place and properly maintained.
• Ensure that computer-based and up to date and accurate records are kept of all members, including but not limited to, past members, award winners, and honorary members; and are maintained, secure and accessible under appropriate conditions to those who need to access them.
• Maintain all the Company's data and the electronic systems of record (electronic versions of papers and membership, financial reports, etc in a suitable electronic document management system).
• Keep under review the Customs and Protocols of the Company.

Communication

Management and execution of Company communications activities such as but not limited to:

• The Company website (in agreement with the Webmaster).
• The monthly Newsletter mail out and related communications.
• All email, internet communication, and mail list management (mail campaigns, flyers, letters, circulars etc).
• Assisting with the Newsletter production as required and supporting the Chair of the Charity in the production of the annual impact statement.
• In discussion with the Chair of the Membership Committee, responsible for communication to and recruitment of, retention and progression of members.

Specific Support to the Master

• Dissemination of all correspondence on behalf of the Company including invitations for the Master, Consort, Wardens to attend the functions of other Companies.
• Relay all such invitations to the Master, responding to such invitations on behalf of the Master and maintain a list of hospitality received to facilitate the repayment of Company hospitality.
• Attend civic ceremonies as required, as well as regular formal and informal day-time and evening functions, often accompanying the Master to lunches and dinners.
• Acting as the Masters confidant/adviser/personal assistant.

Events

The Clerk is responsible for all aspects of event planning and delivery, including working with the Master on venue and menu selection.

• Prepare cost estimates and deliver within agreed budgets, ticket pricing, taking reservations and issuing tickets, electronically where possible.
• Preparing table plans and place cards.

The main Company events are:

Annual Banquet at Mansion House Three Livery Dinners

Members Dinner Court & Stewards Dinner

Common Meal Carol Service

Other dinners for sectional interests, as needed e.g., Young Pattenmakers, Regional, Facilities Management, Footwear Industry and any others as agreed by the Court.

• On request to have oversight of the organisation if required of in-person and virtual informal events.
• Other informal events by agreement with the Chair of the Events, Charity or Fundraising committees and/or the Master and Wardens.
• Act as the Primary contact with Civic and City ceremonial events and liaison with relevant civic, military and clerical groups and individuals including the Royal Patron.

Military Affiliations

The Company regards its formal affiliations with units of His Majesty's Armed Forces as significant;

• The Royal Navy, HMS Chiddingfold M37;
• The Army 101 (City of London) Engineer Regiment (Explosive Ordnance Disposal)
• The Royal Air Force, The University of London Air Squadron
• The Army cadet Force, Kent Army Cadet Force

The Clerk is responsible for maintaining and encouraging active liaison and reciprocal activities with these units including, whenever possible, facilitating opportunities for serving personnel to take part in Company activities and City events.

Key relationships

Internal: External:

The Master & Wardens Other Livery Companies and Clerks

The Hon Treasurer Suppliers

Assistant Clerk City of London Corporation

Financial Controller Armed Forces Affiliations

The Beadle Industry Links

Court

Members of the Company

Potential new members

The role might evolve and change with time and the Clerk must be flexible and adaptable to such change.

PERSON SPECIFICATION

The successful candidate will possess:

• Proven experience of the management and strategy development of a comparable sized organisation
• Prioritise & deliver on a multitude of different activities
• Effective leadership, organisational and administrative skills
• Ability to work effectively with others and to lead and manage a small team
• Experience of managing people and events under pressure
• Tact, diplomacy, and confidentiality
• Knowledge, or a serious interest in acquiring knowledge, of the City of London, the Livery Community and its traditions
• Experience of protocol and ceremony
• High level of computer literacy including data manipulation and reporting. Experience of web site administration would be an advantage. The Company uses or will use event management systems, membership systems and accounting systems
• Familiarity with: *financial processes and reports, ability to read and understand accounts *Microsoft products:- Word, Excel, PowerPoint *Mailchimp, event planning software,
• Trello, Dropbox, Type Form, CMS and Database
• Excellent oral and written communication skills
• The confidence to think innovatively and act positively
• Flexibility, patience and ambassadorial skills
• Live within a reasonable travelling distance to London