Clerk

JOB DESCRIPTION

Job Title: Clerk

Reports to: The Master and, through the Master, to the Court of Assistants.

Committees: The Court

Masters and Wardens Group

Support other Committees as required

PRINCIPAL RESPONSIBILITIES

The Company has two part-time staff: a Clerk and an Administrative Officer. Both work from home, for two and three days per week respectively. Together they are responsible for the day-to-day running of the Company. Neither role has any involvement in the tax profession.

The Clerk is the Company chief of staff, responsible for:

• Ensuring the continual flow of information within the Company, and between the Company and external organisations, principally via email.

• Planning, organising, and contracting for the Company's annual programme of major events, delivered in March, June, September, and December. Each event involves a Court (Board) meeting, a formal dinner (or Luncheon in June), and a Church Service (in September and December only).

• Enabling the management of the Company by its elected senior officers and committees, by arranging meetings, hosting on-line meetings, coordinating agendas, and monitoring approved actions.

• Supporting Company activities and members' participation in Company and other activities, by: managing the content of the Company website; managing Company assets, equipment, and regalia; and by securing the services of the Beadle (master of ceremonies), photographer, etc as required.

• Supervising the Administrative Officer, who is responsible for: the Master (CEO)'s diary; managing membership applications, information, and internal communications; and City/civic engagements.

The Clerk requires the following skills:

• Communication. The Clerk communicates principally by email, and also in person/by phone, throughout the working day. Almost all information for the Company arrives via the Clerk whose key responsibilities are to: identify and understand information correctly; determine who needs it; assess what should be done with it and when; and respond to it directly (where appropriate).

• Information management. The Clerk is the principal information holder and manager across the Company and uses MS 365 (Outlook, Sharepoint/One Drive, Word, and Excel) and Zoom.

• Planning and organisation. The Clerk plans Company events and activities on a rolling, three-year basis, with venues, caterers, musicians, and other support staff contracted to appropriate timescales. The Clerk informs the Treasurer's budget for each event and pricing.

• Event delivery. The Clerk, supported by the Administrative Officer, is responsible for in-year event delivery across the full range of: publicity; official guest invitations and hosting; member registration; seating plans, menus, orders of service, processional instructions, etc; detailed scheduling and scripts; instructions to venue staff and others such as the Beadle (master of ceremonies); management of delivery on the day.

• Business management. The Clerk is responsible for identifying decisions and actions required to be taken by Company officers, indicating them appropriately, and ensuring they are executed effectively.

A successful candidate to become the Company's future Clerk is likely to have demonstrated some or all of these skills in current/previous roles. Experience of a membership/subscription organisation, and familiarity with the City, Livery etc, are both beneficial but neither is essential.

The Clerk's role demands self-sufficiency and self-confidence, physical fitness and stamina, as well as patience and pragmatism. Those who prefer to work as part of a team, with a well-defined remit and procedures, may not enjoy the job. Those who prefer fewer boundaries, are happy to work by themselves, and like to use their initiative, are more likely to enjoy the challenge.

PERSON SPECIFICATION

Essential evidence of:

• An understanding of the needs of a similar sized membership organisation

• Excellent verbal and written communications.

• A thorough understanding of discretion, tact and confidentiality which demonstrate patience and respect in difficult circumstances

• Good and up to date IT skills in administration and social media

• Proven experience of excellent and successful event management

• Excellent people skills with the ability to inspire confidence when dealing with people at all levels

• Willingness to work flexibly particularly at meetings and events including those in the evening some held remotely

EMPLOYMENT TERMS & CONDITIONS

Location: The Company does not have a Hall or offices in the City and meets at the Halls of other City of London Livery companies. The Clerk works from home and will travel to meeting venues as required.

Hours of work: The role involves an average of 14 hours per week. Workload varies throughout the Company's calendar, with some months significantly busier than others, so flexibility is essential. Voluntary attendance at non-Company events will not count towards working time.

Remuneration: The salary offered is £28,000 per annum for two days per week. Costs incurred in the performance of the role such as telephone, office equipment, stationery, as well as travel and accommodation

costs where necessary will be reimbursed.

Pension: The employee will be eligible to join the Company's auto-enrolment pension scheme after three months of employment. The employee contribution will be 3% and the employer contribution will be 5%.

Holiday: 20 days pro rata of paid holiday plus bank holidays per annum. The holiday year runs from 1 January to 31 December. Holiday entitlement in the first year will be calculated pro rata based on the employee's start date.

Probation Period: The probation period is 6 months at the end of which the position will become permanent with a 3 months period of notice.

Accommodation: The cost of reasonable overnight accommodation and subsistence will be reimbursed when practically and financially beneficial for the Clerk to stay overnight.