Vacancies

We are currently looking to fill one vacancy for the position of:

PART-TIME CLERICAL/ADMINISTRATIVE OFFICER
To:

  • Sudbury Municipal Charities - Registered Charity No. 213516
  • Sudbury Common Lands Charity - Registered Charity No. 212222

If you are interested in the above vacancy please apply in writing via the Sudbury
Common Lands Charity email address sudburycommonlandscharity@gmail.com, giving
your name, address, telephone number and email address together with a statement as to
why you think you would be suitable for the position, how you meet the job description
and your qualifications. Your statement should be a maximum of one thousand words.

Closing date for submission of applications: Monday 4th March.

Read on for more details on the role:

Title: Clerical/Administrative Officer
Reporting to: The Trustees of the Sudbury Municipal Charities and the Sudbury Common Lands Charity

Location: The Christopher Centre, 10 Gainsborough Street, Sudbury, CO10 2EU
Duration: Permanent
Salary: £27,344 - £30,151 (pro rata)
Hours: 16
Holidays: 20 rising to 25 days (pro rata)

Background:

The two charities, Sudbury Municipal Charities (SMC) and Sudbury Common Lands Charit
(SCLC) are closely linked and are managed together, roughly on a 10%/90% basis.
The Sudbury Municipal Charities were set up in 1856 as an amalgamation of eleven local
charities, the earliest of which was set up in 1372. The SMC exist to provide benefits to the
residents of Sudbury and give out clothing and food gift vouchers on Ascension Day and
Christmas Day. The SMC have twelve Trustees. The SMC, set up before the SCLC, function as
the ‘mother charity’ and the Trustees are automatically appointed to the SCLC.
The Sudbury Common Lands Charity was formed in 1897 and its Trustees have managed the
Common Lands in accordance with the charity’s constitution ever since.
The Common Lands are summer-grazed grasslands on the flood plain of the river Stour
around the market town of Sudbury and have been grazed with livestock at least since the
12 th century.
SCLC manages riverside grasslands and other sites in the vicinity on behalf of Babergh
Council, Sudbury Town Council and Cornard Parish Council. Some of these areas are
designated Local Nature Reserves, County Wildlife Sites, open access lands, or have Public
Rights of Way.
The SCLC has a total of sixteen Trustees, comprising the twelve who are also SMC Trustees,
with four additional Trustees who are appointed by the Sudbury Freemen’s Society.

Main Purpose of the Role:


The Clerical & Administrative Officer supports the Charities’ Trustees and Rangers in their
roles of managing the Sudbury Municipal Charities and the Sudbury Common Lands Chari
The Officer manages the Charities for the Trustees, carrying out the administration, diary
planning, communications, bookkeeping and accounts for the Charities and supports the
Rangers in their administrative duties.
The Officer is part of a team of three together with the Rangers and the role is primarily
office-based at the Christopher Centre in Sudbury.
The Officer will attend all Trustee Meetings and Estate Inspections; meetings take place in
the evenings at The Christopher Centre and the inspections out on the Estate.
The Officer has working relationships with the Christopher Centre, Grove Cottage tenants,
Sudbury Town Council, Babergh District Council, Great Cornard Parish Council, local
residents, Charity Commission, Charities’ Accountants and Investment Managers.

Key Responsibilities:

  • Sole responsibility for the running of the office
  • To support the Charities’ Trustees and SCLC Rangers.
  • Arrange, prepare, and record all Trustee meetings.
  • Arrange and complete protocol forms for Christmas and Ascension Day gifts.
  • Maintain both Charities’, Trustees’, and Charity Commission records.
  • Deal with all correspondence, email, phone enquiries of a clerical nature. Pass on
  • relevant enquiries to Rangers and Trustees as appropriate.
  • Arrange advertising for Christmas Day, Ascension Day and Grants to Organisations, as
  • necessary, and present applications to Trustee meetings.
  • Arrange insurance of all aspects of SCLC Holdings with insurance broker in
  • conjunction with Rangers and Finance Committee.
  • Ensure payment of staff, associated employment expenses, and maintain personnel
  • records. Liaise with Rangers over grant applications.
  • Responsible for all banking, accounting, salaries and liaise with accountants and
  • investment managers in line with Trustees’ decisions.
  • Responsible for the property management of Grove Cottage in liaison with Rangers
  • and liaise with Christopher Centre Management in respect of the building.
  • Ensure compliance with Data Protection and Health and Safety Policy Statements.
  • Ensure all electronic records, including photography, are regularly backed up and
  • stored separately.
  • Responsible for maintaining and updating of SCLC website and social media.
  • Responsible for maintaining the office and office equipment and ensuring compliance
  • with all relevant regulations i.e. PAT testing.

Qualifications (and/or equivalent experience):

  • Accounting or Bookkeeping.
  • Computer operation, including Microsoft Office, Outlook, Word, Excel, and website
  • maintenance.
  • Data Protection.
  • Maintaining Health and Safety Records.

Person Specification:

  • Precise, and meticulous organisational skills.
  • Excellent communication skills and good written English with the ability to compose
  • correspondence and reports.
  • Administrative experience and maintaining records.
  • Computer-literate.
  • Accounting experience including payment invoicing and book-keeping.
  • Able to work on own initiative whilst also being part of a small team.
  • Comfortable in dealing with the public and organisations.
  • Willing to work evenings for meetings, estate inspection, and special occasions.
  • An interest in local history or nature conservation would be beneficial.

Other Relevant Information

  • Occasional evening working, approximately 10 meetings a year.
  • Will be working alone, although there will be other people in the building.
  • Free Car Parking at the Christopher Centre.
  • Pension scheme options available.
  • Start Date: 15th April 2024.

Home
Meadows
Information
Contact
The Christopher Centre
10 Gainsborough Street
Sudbury
CO10 2EU
sudburycommonlandscharity@gmail.com
Charity Registration Number: 212222
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