Job Description

The Rees Jeffreys Road Fund is looking to appoint a Secretary to work with its Trustees.  The part time role requires someone who is willing to work flexibly and conscientiously to provide a full range of secretarial and financial services to the Fund’s Trustees. This is an important and responsible role to support the work of a charity established in 1950 to provide grants and bursaries for:

• Courses leading to qualifications related to traffic engineering and transport planning,
• Research projects relevant to one or more of the Fund’s objectives,
• Programmes or schemes to improve the highway network and the roadside environment.

The successful candidate is likely to have senior experience in governance, strong financial management skills and a working knowledge, or experience of, the transport and/or charity sector.  He/she will be expected to work under their own initiative to maintain the effective operation of the Fund.  This is likely to equate to1-2 days per week but he/she will be expected to be available to conduct the Fund’s business at all normal working times.

The role is remunerated by payment of a quarterly fee. The Secretary is expected to work remotely (from home) but be available to attend all Trustee meetings and other London based meetings as required.

This is an opportunity for someone to bring their experience and knowledge to a fulfilling role, working with Trustees in developing and providing influential support to the highways and transport sector.

Duties of Secretary

Responsible for the efficient administration of the Fund’s business.

Provide support and assistance to Trustees and prospective beneficiaries.

To manage the accounts and all administrative matters of the Fund’s operation.

Secretarial and Administrative Role

Prepare reports and agendas for five Trustee meetings, attendance at all such meetings, arrange venues, prepare minutes and take all necessary actions to implement the Trustees’ decisions on grant applications and other matters.

Work with grant applicants, advise and assist them with the preparation of bids for funds.

Monitor progress of grant funded projects and report progress to Trustees. Manage the award and the payment of grants.

Maintain and update the Fund’s website.

Ensure compliance with the requirements of the Charity Commission, including the submission of annual returns.

Manage the bursary awards process.

Provide guidance to Trustees on governance and risk management issues.

Maintain all Fund records including the paper archive, and monthly backups of key files.

Maintain and update the Fund’s risk assessment, business continuity and resilience plans.

Financial Role

Undertake all financial duties including maintenance of a cash book, payment of invoices.

Prepare the annual accounts, including submission to and liaison with external examiners.

Maintain and reconcile the Fund’s bank account.

Monitor and report on the Fund’s investments, working with the Fund’s investment managers the Fund’s investment adviser and the Trustee Investment Sub Group.

Provide support to, and work with, the Trustee Investment Sub Group.

Prepare financial statements for Trustee meetings.

Remuneration £25,200 annually, paid quarterly as a taxable fee.

Hours -As and when required to carry out the role fully.  Variable but estimated on average to be around the equivalent of 1 to 1.5 days per week.

Workplace – Work from home.  Attend Trustee and other London based meetings as required by the role.

Person Specification

Skills and Competencies

• Ability to work independently under own initiative (E)
• Good quality report writing skills (E)
• High level organising and administrative skills (E)
• IT skills competent in the use of Excel, Word, Zoom and Social Media etc (E)
• Numeracy skills and ability to maintain accurate accounting records (E)
• Accuracy with a good attention to detail, task orientated (E)
• Good communications skills (D)

Knowledge and Experience

• Senior administrative, financial, or managerial role. (E)
• Experience of working with elected members or Trustees, in a committee environment. (E)
• Knowledge of and experience of committee working (E)
• Knowledge and experience of governance and risk management issues (E)
• Knowledge and interest in relevant charities and the transport sector (D)

E (Essential) D(Desirable)