Full job descriptionClerk to the Trustees/Executive Assistant
Location: Deeping St James
Working Hours: Part-time 24 hours per week
Contract Type: Temporary
About the Role
We are seeking a highly organised and proactive Clerk to the Trustees to provide comprehensive administrative, governance, and operational support to a well-established charity. This pivotal role ensures the smooth running of the charity’s day-to-day activities, supports the Trustees in fulfilling their duties, and acts as the first point of contact for all enquiries.
Key Responsibilities
Administrative & Organisational Support
*Act as the first point of contact for all charity matters
*Manage email, telephone, and face-to-face enquiries
*Maintain both paper and electronic filing systems
*Oversee office administration, including purchasing supplies
*Keep Trustees informed and seek guidance when required
Governance
*Liaise with the Charity Commission and submit annual reports/accounts
*Seek external advice from solicitors, surveyors, and local authorities
*Ensure Trustees operate within legal frameworks
*Prepare bi-monthly activity reports for Trustees
Requests for Assistance
*Record and manage requests for support
*Liaise with Citizens Advice to arrange appointments
Property & Land Management
*Work with Letting and Land Agents on property matters
*Manage maintenance and repairs within delegated authority
*Ensure quinquennial property reviews are completed
*Support the Property Committee with rent reviews and decisions
Finance
*Liaise with banks and financial institutions regarding charity assets
*Verify invoices and prepare payment requests
*Work with bookkeepers and accountants on financial reporting
*Provide budget vs actual spend reports and ROI analysis
Trustee Meetings
*Schedule meetings and agree agendas with Chair/Vice-Chair
*Distribute meeting papers in advance
*Attend Finance and Property Committee meetings to provide support
Training & Development
*Attend relevant training to maintain up-to-date knowledge
Other Duties
*Undertake additional tasks as agreed by the Chair or Vice-Chair
About You
You’ll be a confident communicator with excellent organisational skills and a strong understanding of governance and compliance. Experience in charity administration, property management, or financial coordination would be highly beneficial.
Essential Skills & Experience:
*Proven administrative experience
*Strong written and verbal communication skills
*Ability to manage multiple priorities
*Familiarity with charity governance and financial processes
*Proficient in Microsoft Office and digital filing systems
Benefits
*Flexible working
*Supportive and collaborative working environment
*Opportunity to make a meaningful impact in the community
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