Welcome from the Knight Principal

Thank you for your interest in becoming the next Clerk to the Imperial Society of Knights Bachelor.

The attached information describes the Clerks role in detail as well as the qualities we seek in the appointed candidate.

The successful candidate will need to demonstrate they have the experience, organisational abilities, management skills including both strategic and operational, mental agility and flexibility of approach given the varied nature of the role and the wide-ranging responsibilities. They will need to be able to work largely on their own under the broad supervision of the Societys Officers. Most of the work can be undertaken remotely, but attendance at the Societys office in the City of London at least once a working week is required.

If you would like to share in our purpose and have the skills, experience and vigour to contribute to lead the Society into the future, we look forward to hearing from you.

The Rt Hon Sir Gary Hickinbottom

April 2024

Background

The origins of Knighthood lie far back in our nations history and men have received the accolade as Knights Bachelor from medieval times. The term Knight Bachelor was probably derived from the Norman French battalere -- one who fought on the battlefield. Today the honour is given by the Sovereign for a broad variety of services to the nation.

The Imperial Society of Knights Bachelor was founded in 1908 to maintained the traditions of knighthood and to represent the widespread company of men who have been awarded that title.

THE CLERKS ROLE

The role of Clerk to the Society is a key executive position which involves working as part of a small team to carry out the administrative functions of the Society under the guidance of the Council and Officers of the Society. The Clerk is responsible for the smooth running of the Societys affairs, its day-to-day operations and its activities; and plays an important part in the strategic direction of the Society.

The Clerk must be comfortable using IT, and with electronic bookkeeping and accounting to ensure the effective operation of the organisation.

Loyalty, discretion and sound judgement are essential, as is being comfortable with ceremonial duties, and being able to communicate effectively both orally and in writing.

In summary the main roles and responsibilities of the post are as follows in the Job Description. A detailed summary of the key duties of the post are set out in the appendix.

JOB DESCRIPTION

Role: Clerk

Reports through: The Knight Principal, Registrar and Honorary Treasurer

Administration

• To undertake efficiently the day-to-day management and administration of the Society
• To support and advise the Knight Principal and Honorary Treasurer
• To support and advise the Societys Council and organising quarterly Council meetings
• To ensure the Society meets its governance and legal requirements
• To maintain the Book of Knights
• Liaison with the London Metropolitan Library
• To maintain and oversee the Societys property and archives
• To maintain an up-to-date record of all Members ensuring Data Protection compliance

To be practised at strategic planning and implementation

• To effectively use, develop and manage the Company Website

To be responsible for event planning and delivery

Financial

• To manage the Societys accounts in preparation for the independent examination of the accounts by auditors

Ensure detailed income and expenditure accounts in respect of the Societys activities are maintained

Monitor agreed and allocated budgets and expenditure.

To ensure the collection of annual dues

Representational and Events

• To organise events such as the Annual Service of Dedication, the Carol Service, quarterly lunches/suppers for members, and occasional banquets to commemorate Royal or national occasions
• To engage with the Orders of Chivalry through the Central Chancery
• To engage with St Pauls Cathedral in relation to the Knights Chapel, the Annual Service of Dedication and the Societys Chorister at St Pauls
• To maintain good communications with the Membership, the Council and external stakeholders
• To act as the Societys spokesperson in conjunction with the Officers and to maintain, develop and protect the Societys reputation.

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

PERSON SPECIFICATION

The ideal candidate should demonstrate:

• Proven administrative and organisational skills
• Financial awareness and business development skills
• Effective and dependable leadership, able to work with and lead a small team
• An understanding of and an interest in the history, ceremony and protocol of the Society.
• Proven experience of excellent and successful event and hospitality management
• To be proficient in delivering first class, well organised events both formal and informal and ensuring all ceremonial functions and duties are maintained and carried out
• Excellent communication and ambassadorial skills, including the ability to present persuasively and a clear grasp of formal written communications
• Up-to-date IT skills including common account packages and able to use and leverage online and social media

• A track record of operating with discretion, integrity, tact and confidentiality
• Demonstrates a total commitment to the aims and ethos of the Society and has the personality to represent the organisation at the highest level whilst understanding the importance of taking time to earn the trust of its membership

EMPLOYMENT TERMS & CONDITIONS

Location: Hybrid and Magnesia House, 6 Playhouse Yard, London EC4V 5EX

Hours of work: 2 days per week. Flexibility is key. Within the Societys calendar some months are far busier than others.

Remuneration: £27,500 per annum (pro rata 2 days of FTE £67,500)

Benefits: A pension scheme is available plus other benefits to be discussed on appointment.

Holiday: 10 days of paid holiday plus bank holidays per annum.

Probation Period: There will be a probation period of six months, after satisfactory completion of which, the position will become permanent with a three-month period of notice.

Full details and terms and conditions of employment will be issued when an offer of employment is made.

HOW TO APPLY

Please download further details of the position from our website:

www.maryleboneexecutivesearch.com/jobs

For an informal confidential discussion call Richard Evans on 07958 984161 or 020 3126 4858 or Kevin Everett on 07771 783265 or 020 3126 4858

Apply online with a full curriculum vitae detailing your skills and experience together with a Personal Statement clearly outlining your motivation to undertake the role and how you meet the competencies required for the position as stated in the Person Specification.

Closing date for applications: 7 May 2024

Long List interviews: 9 23 May 2024

Final Panel Interviews: w/c 10 June 2024

The Society embraces all aspects of diversity and welcomes applications from all sections of the Community.

Appendix

Key Duties

The Officers and Council

• Organising and attending quarterly meetings of Council, circulating papers, taking minutes. preparing briefing notes on topics and issues.
• Drafting letters and updates for the Officers and the Council.
• Supporting the Chairman of the Scottish Division
• Engaging with the Societys Esquires, Prelate, Dean, Provost and Genealogist.
• Making contact (addresses), drafting and despatching letters of invitation from the Knight Principal to join the Society, with enclosures.
• Follow-up with membership letters and enclosures, answering queries, etc.
• Periodic contact with non-member Knights Bachelor.
• Responding to queries from and advising members by email, letter and telephone.
• Providing members with regular updates on events and functions.
• Preparing, editing, publishing and distributing the Societys Annual Journal, Chivalry.
• Maintaining engagement with other organisations and individuals, including St Pauls Cathedral, the Cabinet Office, the Central Chancery, the Societys landlord (the Society of Apothecaries), suppliers, the Societys calligrapher and printers.
• Responding to queries from non-members including widows, family members and members of the general public by email, letter and telephone.
• Planning all aspects of events during the year, including quarterly luncheons/suppers for members, the Annual Service of Dedication and Reception, the Annual Carol Service and occasional special events.
• Obtaining venues, costings, programmes, menus and table plans as appropriate.
• Drafting annual budget for Council approval.
• Making and receiving payments (expenditure and income).
• Accounting for all payments and receipts.
• Collating and submitting HMRC and Charity Commission returns.
• Collating and submitting Gift Aid returns.
• Setting up direct debit payments for new annual members and ongoing management of annual membership income.
• Engagement with the Societys bankers
• Engagement and periodic meetings with CCLA concerning the Societys investments (with the Treasurer)
• Organising and maintaining appropriate insurance and liability cover
• Maintaining the Societys property including maintaining an inventory of property (over various locations including the Societys office, St Pauls and private homes) and merchandise for sale.

New Knights

Members

Wider Contacts

Events and Functions

Financial and Accounting Activities

Archives

• Overseeing and caring for the Societys archives (online and physical), including the Book of Knights and certificates
• Liaison with London Metropolitan Library (custodian of our older archives and minute books)

Database

• Updating and maintaining the Societys database to include:
• Information on all members (home and overseas)
• Details of non-members (commensurate with GDPR rules)
• Contact information for widows, livery companies, suppliers, etc

Website

• Updating and maintaining the open and restricted (members) areas, with the aim of providing:
• Comprehensive background information on the Society for general public and non-members
• Specific information for members on our events (past and future), merchandise, news, etc, and other details, for example AGM and annual accounts, reports, etc.
• Filing, Archiving, Maintaining office equipment and supplies
• Printing, Postage
• Monitoring emails and telephone at all times (at and away from office), and responding in timely manner
• Creating, editing, and collating copy, designing, and overseeing printing of the annual edition of Chivalry (published and distributed in December).
• Distribution to members, widows and others.
• Maintaining, updating, and printing
• Selecting, designing, and circulating options to Council.
• Merchandising to members.
• Organising printing and despatch to members.
• Responding to orders from Council and members.
• Organising despatch
• Merchandising information: brochures, price lists, etc.
• Responding to orders: taking payments, sending goods, etc
• Liaising with suppliers (catalogues, price lists, commissions, etc) and the calligrapher
• Maintaining stocks
• Adhering to GDPR regulations
• Maintaining risk register

Office

Annual Newsletter

Members Joining Brochure & Application Forms

Annual Christmas Card

Merchandising activities

Compliance