Roles & Responsibilities Matrix

Transcription

1 Roles & Responsibilities Matrix Strategy Board of Trustees Sabbatical Officers Chief Agree 3 year plan and monitor progress Consultations with members on possible options Set annual plan for market research/surveys and ensure this is implemented Interpret market research findings and consider proposals. Determine final Strategy to be submitted to the BoT for approval Monitor delivery Investigate new opportunities and make proposals Ensure sufficient levels of market research Ensure Strategy is delivered Values Agree Union Values Review Union Values Act in accordance with Union Values. Review relevance and application of Values and make recommendations to Development Monitoring of Development Approve Development Monitor and evaluate success or otherwise of development plans overall. Receive and approve budgets, linked to and based on Development Actively seek input from area sub-group executive/s into area Development. Work with individual managers on Development for areas of responsibility Review Development and receive reports from activity areas Quarterly review of Development Discuss Development and agree final proposals to CE fortnightly meeting with Senior managers includes BP monitoring Senior to Submit proposals to enhance existing services/activities Act in accordance with Union Values Formulate proposed Development Plan for area in conjunction with relevant sabbatical officer and sub-group executive/s Day to day monitoring

2 Board of Trustees Sabbatical Officers Chief monitor through regular meetings with team managers Financial Planning Budgets Approve 12 month forecast Approve Reserves policy Approve Annual budget proposals Monitor and review financial plans Receive Reserves Policy and recommend as appropriate to the BoT Agree and recommend the budget annually for approval by BoT. Discuss & recommend to 12 month forecast Discuss & recommend Reserves policy Discuss and agree draft Annual budgets for consideration by CE to present 12 month forecast and prepare commentary for CE, Finance Manager and President to prepare Budget proposal to Finance department to prepare 12 month forecast to discuss with CE Finance dept to prepare quarterly updates Submit Annual budget proposals Budget Monitoring Final Accounts Approve accounts, receive auditors report and make available to membership Monitor all income & expenditure accruing to BUSU against approved budgets. Report any serious anomalies to BoT. Reviewing & forwarding annually for approval to BoT, annual audited accounts. process for audit contract & recommend appointment of auditors to BoT. process for bankers and approve selection. Ongoing monitoring of individual budgets Monthly Reports submitted for scrutiny. Report any serious anomalies to Finance Committee View final Accounts prior to review by CE to monitor through fortnightly meetings with Senior Senior to monitor through regular meetings with team managers CE, Finance Manager and President to discuss final accounts and Management Letter with Auditors Implement cycle of tendering for bankers Implement cycle of tendering for external auditors Ongoing monitoring Exception reporting to Senior Manager and thence to CE Finance department to prepare Draft Accounts for audit process

3 Board of Trustees Sabbatical Officers Chief Capital Expenditure Monitoring risk Democracy Agree Risk Register and risk management policies and monitor Appoint independent Returning Officer Receive report on Elections process annually. Approve Complaints procedure Receive & if necessary investigate & resolve official complaints. Approve establishment of any new sub-groups and areas contained within each. process for external auditors and approve selection. Scrutinise and approve proposals for Capital Expenditure and report to BoT Agree and monitor Risk Register and risk management policy Recommend to BoT for approval. Sabb job descriptions: requirement for student engagement and visibility. Ensuring all Executive posts are filled in timely manner and sub-group elections are run fairly. Effective leadership of and support to Executive Committees and their chairs. Ensuring sufficient GMs of wider subgroup and that their membership votes on relevant issues. Dissemination of timely information to subgroups and actively seek feedback on open and specific issues Discuss expenditure on major works Monitor and update Risk Register as standing item on agenda. Provide updates to each meeting of Monitoring that all democratic processes are running smoothly, effectively and in accordance with governing documents and philosophy of BUSU. Reviewing and amending procedures and practices as necessary Receive regular reports from sub-groups and ensure information is disseminated to subgroups in timely manner. Co-ordinate and monitor decisions made by sub-groups to ensure consistency CE, Finance Director & SU President to prepare proposals for Management Committee & Finance Committee Prepare Risk Register and risk management policies Submit proposals for capital expenditure to Identify & minimise risk. Review on an ongoing basis Providing staff support to Executive committees and their chairs. Assisting chairs in ensuring that all processes and decisions are made in accordance with governing documents, are transparent and are disseminated appropriately.

4 Board of Trustees Sabbatical Officers Chief Recruitment & staffing Assist in appointment of Chief Executive and senior managers. Receive update reports on recruitment. Agree creation of or change to management posts Receive periodic reports on staffing costs & be notified of any action that impacts on staffing costs. from their sub-groups in the first instance & then wider student body Annual referenda process Facility for students to submit online petitions which reach referendum with sufficient signatories Process for evaluating and acting on other petitions even if they do not reach referendum level. Review Panel: body to act as critical friend to sabbatical officers & BUSU.. Agree HR strategy Provide periodic reports on staffing costs to Finance Committee & notify of any action that impacts on staffing costs. Discuss creation of or change to management posts Receive Staff Satisfaction Survey & agree any subsequent action Devise HR strategy to be submitted to Involvement in recruiting managers and supervisory staff Discuss and recommend changes to management structure Receive & discuss Staff Satisfaction Survey and recommend any subsequent action to Recruit staff

5 Board of Trustees Sabbatical Officers Chief Operational matters Premises Responsible for ensuring organisation as a whole runs smoothly, as efficiently as possible and is legally compliant Approve proposals which impact on strategic plan Review annually financial regulations and procedures for BUSU and monitor their application Receive & discuss BUSU s management accounts Receive periodic cash flow forecasts & review investment income & policies to maximise income Receive & consider evaluation reports on initiatives undertaken in commercial services including their impact Responsible for own area budgets. No responsibility for staff management. Any issues to be discussed with senior manager and referred to CE if issue not resolved satisfactorily. Staffing issues raised with CE. Receive reports on and monitor achievement of HR strategy Information across departments shared. Possible problems aired for discussion and resolution. Consideration of space allocation as part of strategic plan SMT overall responsibility for own specific areas CE involved as requested by or Officers Cross departmental matters considered by SMT Provide Finance Committee with cash flow forecasts Supply Finance Committee with evaluation reports on initiatives undertaken in commercial services including their impact Full responsibility for management of premises Full responsibility & accountability Reporting to Senior Manager and/or CE