Clerk

JOB DESCRIPTION

Job Title: Clerk

Responsible to: The Master, Wardens and Court

Responsible for: Day to day management and performance of the Company

Direct Line management of the Beadle. A Deputy or Assistant Clerk, either employed or contracted, may be appointed in due course, subject to discussion.

Liaison with: Professional and other advisors and contacts to the Company.

The Clerks Role & Responsibilities

To support the Master & Wardens in the delivery of the agreed Company Strategy and to support the Court and Committee Chairs in ensuring day to day efficient and effective running of the Company in line with agreed Policies & Procedures.

The Livery Clerk acts as the chief administrator and City of London and Civic advisor for the Livery Company, ensuring its smooth daily operation, compliance with statutory requirements, and the upholding of centuries-old customs. The Clerk serves as the primary liaison between the Company's membership, external partners, the City of London Corporation, and the wider public, while managing all aspects of governance, finance, events, and communications.

Membership Retention & Recruitment

• We currently have around 320 active members and aim to grow that number by around 25%, attracting marketing leaders, agency practitioners and senior academics to our membership. The Clerks role is vital to engage with existing members and to ensure ready access to City and Company activities & events.
• The Clerk underpins the delivery of the membership recruitment and retention strategy by actively using our new website and CRM system, Memb.rs, to manage internal and external communications with current and prospective members, as well as creating effective and targeted communications.

• They also facilitate induction, mentoring and engagement programmes for new and existing members.

Key Priority: To grow the Company via increasing new members, retaining current members and to develop the benefits of tracking and analysing member engagement via the new online CRM system.

Communications, Events, Representation

• The Clerk is a key point of contact for all external and internal communications and the public presentation of the Company to the City and other organisations.
• The Clerk will be the clear leader of the Company's online presence.
• The Clerk is closely involved in the content and production of Company publications and co-ordinates Company liaison with 3rd party organisations in the City as required.
• The Clerk is the Company's conduit in its relationships with the wider Livery Community, the Corporation of London, The City Livery Committee, the Guildhall and Mansion House, and the Fellowship of Clerks. The Clerk is also the focal point through which all communications to the Company pass and is responsible for all correspondence in whatever form it is received, and for all correspondence in response. For example, during the Livery Year, the Master will receive invitations from 3rd party organisations to attend Livery dinners, luncheons, receptions, church services, visits and lectures.
• Internally, the Clerk is responsible for organising the formal Livery Dinners and the management of all reciprocal hospitality. The Clerk is also responsible for managing ceremony and, when necessary, devising the choreography for formal events.

Governance and Compliance

• Organise and prepare agendas, minutes, papers, and follow-ups for meetings of the Court, Master & Wardens Committee, and General Meetings.
• Ensure compliance with the Company's Charter, Ordinances, and By-laws, as well as all relevant legal, financial, and regulatory requirements.
• Advise the Master and Court on matters of policy, procedure, and governance, including risk management and continuity planning.
• Maintain registers of members, officers, and other statutory documents.

Key Priority: The Clerk should be familiar with sources of expertise to consult, and necessary involvement/agreement on matters of governance.

Strategic Development

• Support the Court in developing and implementing strategic plans, including succession and talent management.
• Monitor external trends, challenges, and opportunities relevant to Livery and the City of London.
• Promote the Company to the wider community, enhancing its reputation and visibility.
• Contribute to the development of digital platforms, branding, and outreach activities.

Key Priority: Contribute to development of more efficient working practices for the Company, particularly via the use of emerging AI and digital methods

Finance and Administration

• Participate in the preparation of annual budgets, management accounts, and financial reporting.
• Monitor income, expenditure, investments, and charitable funds.
• Liaise with the Accountant and Treasurer to administer payment, procurement, and contracts.

Key Priority: The Clerk plays a key role in communication and follow up of membership fees (Quarterage), and ensuring that charges for event attendance etc. are paid for accurately and on time by the members.

The Court, Administration

• The Clerk is responsible for ensuring that the Company at all times complies with the provisions of its Charter and associated Ordinances.
• The Master is the Chairman of the Court and the titular head of the Company for one year. The Clerk is Secretary to the Court and provides continuity from year to year, supports each Master during their year of office, co-ordinates their diary and provides advice and guidance to both Master and Court on all aspects of Company business.

• The Clerk administers all membership records and liaises with the Chamberlains office over Freedom of the City, a prerequisite for Liveryman status.

Events & Ceremonial Functions

• Plan, organise, and deliver major Company events, both internal and external, including dinners, banquets, lectures, and charitable activities.
• Coordinate ceremonial duties, such as installations, processions, and participation in civic occasions.
• Liaise with caterers, venues, suppliers, and official bodies to ensure smooth execution of events.
• Maintain the Company's traditions, regalia, and archives, including proper handling and display.

Key Priority: Evolving ever more efficient and cost-effective working practices including recruitment, motivation and management of volunteer members of the Company to help support on site.