January Dear Applicant NON EXECUTIVE TRUSTEE VACANCIES

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1 The new name of Age Concern Suffolk The local partner of Age UK Age UK Suffolk 14 Hillview Business Park Old Ipswich Road, Claydon, Ipswich, Suffolk IP6 0AJ Tel: Fax: Dear Applicant January 2013 NON EXECUTIVE TRUSTEE VACANCIES Thank you for requesting an applicant pack for one of the above vacancies. I am pleased to now be able to enclose the following documents for your information: Trustee Application Form Trustee Role Description and Person Specification Trustee Information document Summary Annual Report Various Promotional leaflets outlining our services. Diversity/Equal Opportunities Policy and monitoring form I hope you find the information useful and interesting. Further information about Age UK Suffolk can be obtained from our website If you would like to continue with your application to become a member of our Board of Trustees, please would you complete the application form and return this to me by Monday 4 th February It is anticipated that interviews will be held at our head office in Claydon during the week commencing Monday 25 th February 2013 or as soon as possible thereafter. Please do not hesitate to call the Chair of our Trustee Board, John Robinson, if you have any questions about the role on or, alternatively, if you have a question about the application procedure, please call me directly on The Board of Trustees values all applications received but it is with regret that we are unable to acknowledge receipt of applications unless a stamped addressed envelope is provided due to the cost involved. This being the case, if you have not received a letter inviting you to interview within 2 weeks of the closing date, please assume that on this occasion you have not been selected for an interview. If this is the case, we would like to thank you now for your interest in becoming a member of our Board. I look forward to receiving your application and to meeting you should you be invited to attend for interview. Yours sincerely Debbie Dodd HR Director WORKING WITH SENIOR CITIZENS TO MAKE THE MOST OF LIFE President: The Countess of Euston Registered Office: 14 Hillview Business Park, Claydon, Ipswich IP6 0AJ Age UK Suffolk is the working name of Age Concern Suffolk, an independent local charity Company limited by guarantee Registered in England No Registered Charity No

2 NON EXECUTIVE TRUSTEE INFORMATION WHAT PROSPECTIVE TRUSTEES SHOULD KNOW Age UK Suffolk s aim is for best governance practice. As a Trustee Board member of Age UK Suffolk, your contribution will be greatly valued and is vital to the charity s continued development and to the older people that it serves. Every effort will be made to ensure that you find your time on the Board interesting and rewarding. BOARD MEETINGS There are eight bi-monthly Board meetings each year, plus an Annual General Meeting (AGM) and occasional Away-Days. The AGM is normally held in October each year. WHAT IS A TRUSTEE BOARD? The Trustee Board is the governing body of a charity. The Age UK Suffolk Board is therefore ultimately responsible for everything the charity does including: 1. Establishing the purpose of the organisation and guarding its values, and maintaining the standards of membership of Age UK. 2. Developing and monitoring its long term strategy. 3. Establishing and maintaining policies and employment procedures The Board is responsible for approving, monitoring and regularly reviewing Age UK Suffolk policies and procedures that protect the organisation and those who work for it. These include: recruitment support appraisal remuneration discipline 4. Ensuring compliance with the governing document (The Memorandum and Articles of Association) 5. Ensuring accountability to: The Charity Commission HM Revenue and Customs Registrar of Companies (the Charity is a company limited by guarantee) 6. Ensuring compliance with the law Age UK Suffolk s Trustees are responsible for satisfying themselves that the Charity s affairs are conducted lawfully and in accordance with generally accepted standards of performance and propriety. 2

3 7. Maintaining proper fiscal oversight The Trustees are responsible for effectively managing Age UK Suffolk s resources so it can meet its charitable objects. The Trustee Board ensures that: sufficient resources are secured to fulfill AUKS s aims spending is monitored in the best interests of the organisation the annual financial statement and budget is approved it protects the organisation, where appropriate against liability it seeks to minimise risk for the organisation it ensures legal compliance 8. Selecting and supporting the Chief Executive 9. Respecting and supporting the staff and volunteers which make up a workforce of over 1100 people. 10 Promoting Age UK Suffolk and ensuring the Board s governance enhances and protects the reputation of Age UK Suffolk. BOARD MEMBERSHIP There are currently 9 Trustees of Age UK Suffolk. These are: John Robinson Chair/Treasurer Tessa Wright - Vice Chair Shirley Sadler - Trustee Paul Jell - Trustee Julia Holloway - Trustee Robin Chesterman - Trustee Claire Ladbroke - Trustee Pamela Corder - Trustee Peter Jones - Trustee The Trustees are fully committed to making Age UK Suffolk s Board membership more diverse, in order to represent Suffolk s community better. Applications will be welcomed from people with a broad range of skills and expertise but the Board are particularly looking to add to their expertise in finance and business as well as looking for a person with practical or professional experience and knowledge of working in the social care sector, ideally with older people and older people s issues and needs. Trustees are also directors of the Limited Company and appointments are for a three year term in the first instance. There are sometimes opportunities to contribute to Age UK Suffolk s work at a regional and national level. WHO CAN BECOME A TRUSTEE? Applicants must be legally eligible. For example, you may not become a charity Trustee if you: have a conviction for criminal offences relating to the promotion, formation, management or liquidation of a company 3

4 have a conviction for fraudulent trading or fraud have an un-discharged bankruptcy order against you have unspent convictions for offences involving deception or dishonesty theft, fare evasion or falsely claiming benefit, for example RECRUITMENT PROCESS All applicants will be required to complete an application form and this should be returned to the HR Director by: Monday 4 th February 2013 A short-list of candidates will be selected for interview by a panel agreed by the Trustee Board and including the Chair and Chief Executive. Applicants will be selected based on their ability to meet the requirements of the person specification and their potential contribution to the Board. It is anticipated that Interviews will be held during the week beginning Monday 25 th February 2013 or as soon as possible thereafter. At the interview, all candidates will be given equal opportunity to demonstrate their suitability and will be asked the same set of questions. The interview will also be an opportunity for potential Trustees to visit the charity s head office and in meeting with the Chair and Chief Executive, to ask any questions they may have. Following interview, the successful candidates will be required to have an enhanced criminal records check and two satisfactory references before their appointment will be confirmed. Once confirmed, new Trustees will receive a full induction to the Board and the organisation as a whole. The HR Director will contact successful applicants to arrange the programme. 4

5 NON EXECUTIVE TRUSTEE ROLE DESCRIPTION Responsible to: Chair of the Board Main Duties: The statutory duties of a Non Executive Trustee are: To ensure that the organisation complies with: its governing document; charity, company, employment and health and safety law and any other legislation or regulations that apply to the Charity. To ensure the Charity uses its resources exclusively in pursuance of its objects. To attend and actively participate in bi-monthly Board meetings, AGM, Trustees/Staff Away-day and other AUKS meetings and events. Meetings are arranged to take account of Trustees religious and cultural requirements. You will be required to read papers sent to you in advance of the meetings to ensure that you understand their contents and the decisions you are being asked to make. To contribute to the work of sub-committees when requested. To represent the organisation at other meetings and events as requested. To establish good working relationships with all stakeholders including staff, volunteers and service users and listen to their views. To sign a declaration of personal interests. To participate in an induction programme. Non Executive Trustee Person Specification You should: Be committed to Age UK Suffolk and its work. Show a willingness to devote the necessary time and effort and attend all Board meetings. Have strategic vision and good, independent judgement. Be able to think creatively and have a willingness to speak your mind. Understand and accept the legal duties, responsibilities and liabilities of Trusteeship. Be able to work effectively as a member of a team. 5

6 County Office 14 Hillview Business Park, Old Ipswich Road, Claydon, Suffolk IP6 0AJ Tel: Fax: CONFIDENTIAL Registered Charity No: Limited Company No: NON EXECUTIVE TRUSTEE APPLICATION FORM Post: TRUSTEE OF THE BOARD Return to: HR Director, HR Department, Age UK Suffolk 14 Hillview Business Park, Old Ipswich Road, Claydon Suffolk, IP9 0AJ (Please mark envelope confidential) 1. Personal Details Surname: Initials: Address: Telephone No s: Home: Mobile: Post code: Work phone number (if applicable): address: May we contact you at work? YES / NO 2. Career History Please can you briefly tell us about your career history providing details of your main achievements and responsibilities during your career. 6

7 Career History continued: 3. Voluntary Experience Please can you tell us about any volunteering experience you have had providing details of your main role within each voluntary organisation you have assisted. Please also tell us about any major achievements whilst in a volunteering role. 7

8 4. Supporting Statement Please tell us why you would like to be a Trustee of Age UK Suffolk and about how you think your knowledge, skills and competencies, gained both inside and outside paid work, may be relevant to being a member of Age UK Suffolk s Board. You may continue on separate sheets if necessary. 8

9 Supporting Statement Continued: 5. References Please give the names and addresses of two referees. These people must have known you for at least 3 years and should not be immediate members of your family. Name: Referee One Name: Referee Two Address: Address: Post code: Tel No: Post Code: Tel No: Mobile: Mobile How long have you known this person? How long have you known this person? In what capacity is the referee known to you? In what capacity is the referee known to you? DECLARATION I declare that the information on this form is true and correct. I also confirm that I am not ineligible to stand as a Trustee of the Board of an organisation for any reason. Signed: Dated: 9