Job Openings Clerk

About the job Clerk

JOB DESCRIPTION

Job Title: Clerk

Reports to: The Master and, through the Master, to the Court of Assistants. There is a designated Past Master to act as a mentor.

Line Management: Beadle and Web Master. The Clerk will work in conjunction with the Stewards.

Committees: The Court

Masters and Wardens Group

Policy & Interview Committee

Finance Committee

Communications Committee

Education Committee

Livery Committee

Loriners Charitable Trust

Support other Committees as required

Principal Responsibilities

  • To undertake the day-to-day management and administration of the Loriners Company including dealing with legal and insurance matters, and maintaining the records of the Company's Treasures, their location and condition.
  • To ensure that the Company at all times complies with all laws, rules, regulations and safety standards which might apply from time to time, taking professional advice where necessary, and maintaining adequate insurance cover.
  • To support the Master and Wardens and contribute towards the strategic plan of the Company working with the Master and Wardens Group to maintain a forward-looking Company.
  • To manage the day-to-day finances, including the collection of all monies, though not restricted to quarterage, fines, fee and dues. To assist the Hon Treasurer in the preparation of an annual budget and business plan for the Company and working with the Accountants to produce the Annual Accounts and the VAT return. This includes responsibility for maintaining all relevant documents to enable the Accountants and Examiners to produce their reports.
  • To support the Court by the timely production and circulation of Agenda and Minutes and relevant information.
  • To advise and assist Committees, at meetings (face to face or remotely) with the preparation of Agenda, Minutes and Court reports.
  • To assist the Master in maintaining, planning and prioritizing the diary of Livery commitments, and identifying potential beneficial opportunities. To accompany the Master to all relevant events, to provide guidance on matters relating to ceremonials and offer advice to the Masters Consort regarding invitations.
  • To be responsible for all aspects of event planning and delivery, including, working with the Master on venue and menu selection. These duties include preparing cost estimates and delivering within agreed budgets and ticket pricing, preparing table plans and place cards, taking reservations and issuing tickets. The Clerk will brief guests and ensure that the Master, Wardens and Court will be aware of who is attending.
  • To be proficient in delivering first class, well organised events both formal and informal liaising with the Beadle where necessary and to ensure all ceremonial functions and duties are maintained and carried out. To advise and support the Master, Wardens and Committee Chairman when organizing Company events.
  • To maintain good communications with the membership, Court and Committee Chairs and to assist the Communications Committee in its responsibilities for communications both within internally and externally
  • To maintain and update the Court and Committee document management system ensuring all minutes, supporting papers and other relevant documentation are properly stored with access available to Court and Committee Members
  • To manage the Website effectively, ensuring it is current at all times, to provide the Webmaster with information to update the Members Area and the mailing system.
  • To maintain an up-to-date record of all Members of the Company on a database system whilst
    ensuring Data Protection compliance.
  • To act as the Company's spokesperson in conjunction with the Master and to maintain, develop and protect the Company's reputation within the City and beyond.
  • The Clerk will join the Fellowship of Clerks of Livery Companies, for which the Company will pay the subscription. This provides a useful link to other companies and assists with keeping abreast of modern practice.
  • The Clerk must recognise that the role might evolve and change with time and must be flexible and adaptable to such change.
  • The Clerk may be asked to advise or lead on new initiatives as circumstances demand.

PERSON SPECIFICATION

Essential and strong evidence of:

  • Proven experience of the management and strategy development of a comparable sized organisation
  • Excellent verbal and written communications.
  • A thorough understanding of discretion, tact and confidentially which demonstrate patience and respect in difficult circumstances
  • Good and up to date IT skills in business, finance and social media
  • Proven ability to manage the day to day" finances and budget experience
  • Proven experience of excellent and successful event management
  • Proven strong leadership within an organisation of a similar size or larger
  • Experience of and interest in working with a charitable trust and charities
  • 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
  • Live within a reasonable travelling distance of London

Desirable:

  • Experience of membership organisations
  • Good empathy and some involvement with the equestrian world
  • Experience of managing meetings on Zoom
  • Knowledge of and empathy with the traditions and ceremony of the City of London