Cardiff Volunteering Helping you to help others! trustee pack
dear candidate Thank you for your interest in becoming a Trustee of Cardiff Volunteering. We are a vibrant, exciting and rapidly developing charity with a bright future. We are less than a year old so there has never been a better time to get involved! Cardiff Volunteering were set up by the Students Union in August 2015 to provide a volunteering service for all Cardiff University students. We enable our students to undertake enriching, interesting and fun projects which directly benefit the local community. Our Board of Trustees meet quarterly over the academic year to discuss important decisions about our core values, mission statement and charity objectives. These roles are an opportunity to get a Board Level insight into a well-run, well-loved and growing charity. You will share responsibility for its good governance and contribute to the future direction of Cardiff Volunteering. You will share your strategic vision, business sense and passion for improving the lives of students and the community through volunteering. This pack should provide everything you need to support your application. It contains: Role description and person specification Cardiff Volunteering Fact Sheet Governance and Management structure Staffing Structure Organisational model Application and selection process Equal opportunities monitoring form Trustee declaration Applications should be returned to Sarah Thomas, HR Manager, on SUHR@Cardiff.ac.uk and must be received by midnight on Sunday 17th July 2016. Following the deadline, a shortlisting process will occur. Successful candidates will be invited for an interview with key stakeholders. If you require further information, please don t hesitate to contact me. Further information about Cardiff Volunteering is also included on our website: cardiffstudents.com/ jobs-and-skills/volunteering. We hope that you decide to apply for this position. Yours faithfully, Michelle Lenton-Johnson Student Development Manager 2
Role Description Role of a Trustee on the Cardiff Volunteering (CV) Board CV is a charity set-up by Cardiff University Students Union whose main objective is the advancement of education of students at Cardiff University for the public benefit by: creating and supporting volunteering opportunities for Cardiff University students that provide benefit to Cardiff University students and the local community in Cardiff and the surrounding areas; working with other charities and community organisations to maximise the positive impact that Cardiff University students make on the local community in Cardiff and the surrounding areas; working with Cardiff University to embed student volunteering within the curriculum; promoting any charitable purposes for the benefit of Cardiff University students and the community in Cardiff and the surrounding areas; promoting student and life-long community service among Cardiff University students by providing guidance, opportunities for personal development, skills development and participation in wide aspects of voluntary community involvement. The CV Board is currently made up of eight members. Trustees are responsible for the strategic management of the charity. They direct the work of CV, control its funds and approve initiatives. They attend regular Board meetings and play an active role in CV. The role of a Trustee is to oversee the receipt of assets from donors, safeguard them, and apply them for charitable purposes according to the wishes of the donor. Governance is the term used for the matters which Trustees must deal with personally, as opposed to those that can be delegated to staff and others. Governance ensures the organisation has- Leadership and direction A clear and shared vision of its purpose and it s aims to achieve this Established priorities for different aspects of its work Safeguards for its assets (money, property, equipment and human resources) The ability to support the CV Manager Management In contrast, day to day management and operational matters are delegated to staff. These include- Organising and supervising staff and volunteers Fund-raising bids, financial reports, financial management, routine administration Organising the operation and delivering daily service General Responsibilities: To ensure CV meets its objectives according to its constitution 3
Ensure that CV complies with Charity Law, and with the Charity Commission as a regulatory body Be aware and promote good practice in volunteering, ensuring policies and procedures are in place and up-to-date Liaise with CV office staff ensuring good line of communication Be involved with evaluations and reviews of CV s service To be involved in strategic plans and development Look to build or create links with other organisations, including links with schools within Cardiff University and external partners Where possible engage in promotional events to raise the profile of the organisation. Role of CV Trustee - Role Specific These roles will be instrumental in the following areas of the Charity, offering a fantastic opportunity for students who have a range of skills to get involved:- Plan and attend new/ existing CV events and fundraisers Raise the profile of CV by attending networking events and recruitment opportunities Promote CV within your University School Opportunities to be involved in fundraising grants and bids submitted by CV Promote and support the CV Brand Bring new ideas for promotion and development to the CV Board of Trustees Financial Responsibilities: To ensure CV is spending its funding in accordance with any conditions imposed by funders CV Board Meeting Responsibilities: Suggest Agenda items for Trustee Meetings Attend meetings to discuss important policy issues, review or ratify previous decisions Feedback on recent activity related to your role Ensure student voice is represented in decision making Annual General Meeting (AGM) Responsibilities: To attend the AGM and awards ceremony Ensure any external links made with new partners are, if appropriate, invited to the awards ceremony 4
Person Specification Experience and Background Split between highly desired and desired Evidence of successfully working in a leadership or governance role (via work or voluntary experience) Experience of successfully dealing with strategic issues, including interpretation of complex information and business planning Experience of working within in a charity or education environment Experience of developing a culture that meets the needs of, and engages with, customers, staff and stakeholders in a high performing environment Knowledge A comprehensive understanding of general management, in particular performance management and business planning. A thorough knowledge of the effective governance of organisations (public, private or third sector) A thorough understanding of best practice in the management of customer/beneficiaryfocused and operations A good knowledge of relevant legislation and statutory requirements including charity law, employment law and/or health and safety law Skills and Abilities Commands confidence, with the skills and acumen to develop productive relationships with a range of stakeholders Sound judgement and ability to think corporately and strategically; ability to handle competing priorities and make informed decisions Strong communication skills, with the ability to relate to, and communicate effectively with, people at all levels A resourceful individual who has credibility because of what they do and how they do it Ability to attend Board meetings at least five times a year Ability to serve as a member and attend of a sub-committee of the Board at least four times a year Values and Attitudes A leader on equality of opportunity who values diversity and removes barriers to equality An excellent role model who promotes the highest standards of probity, integrity and honesty An effective leader who is positive, determined and resilient enough to cope with the demands of the role A passion for volunteering 5
Specific Knowledge and Experience Key competencies sought from Trustees Trustees are expected to bring some competencies listed within the table of desired knowledge, skills and experience for Board members. These competencies are tested at the point of interview. Experience of volunteering Experience as a Board Member of a Charity/ Director of a Company Organisational Planning and Development Voluntary Sector Law (Charity, Employment, Health & Safety) Finance, Accounting and Auditing IT and Data Management Systems Marketing, Social Media, PR and Communications Project Management Equality and Diversity Young People and Students Fundraising & Income Generation Governance and Compliance Higher Education Facilities Management The Wider Community in Cardiff Personal and Professional Development Third sector organisations and services 6
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Cardiff Volunteering Factsheet Our vision Our aim Cardiff Volunteering was created in August 2015 by Cardiff University Students Union. The charity was set up to provide a comprehensive, in house volunteering service specifically for Cardiff University students. In the past year Cardiff Volunteering has delivered a number of one off volunteering opportunities, sign posted students to a variety of external organisation opportunities and maintained over 38 core projects in the local community. New projects are constantly being developed in response to student feedback and partnership opportunities with various external organisations. To work in partnership with Cardiff University Student s Union to ensure that all Cardiff University Students maximise their personal development and make a sustained and valued contribution to society through positive engagement in volunteering. Facts and Figures During our first year of operation, around 900 students have contributed to a massive 16,000 volunteer hours on a number of one off and regular projects in the surrounding community. Over 2000 local people directly or indirectly benefit from volunteering by Cardiff University Students. Our mission statement To promote a culture of volunteering at Cardiff University enabling students to engage with rewarding opportunities, facilitating their personal development whilst contributing to their local community. 8
Board Structure Staff and Management Structure The president of the Students Union is automatically the Chair of the Board of Trustees. This individual is responsible for chairing meetings of the Board, evaluating the performance management of Cardiff Volunteering Staff and acting as a lead ambassador of Cardiff Volunteering to external stakeholders and the wider public. Cardiff Volunteering consists of four career staff professionals who have made working at Cardiff Volunteering part of their career and a Psychology student who is spending their placement year as part of Cardiff Volunteering. Cardiff Volunteering is a branch of the wider organisation that is Cardiff University Students Union. The Deputy Chair assists the chair in all areas of their role and is chosen by and from the Board. The Deputy Chair can be any one of the trustees. Current Trustees President and Chair of the Board Claire Blakeway Union Nominated Trustee Daniel Palmer Student Sabbatical Officer Trustee Vacant Student Trustee Elliot Howells Student Trustee Vacant Cardiff University Trustee Vacant External Trustee Vacant External Trustee Vacant 9
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staffing structure Cardiff volunteering is overseen by the Student Development Manager who manages 3 full time Volunteering Coordinators. Each volunteering coordinator is responsible for 2 areas of volunteering. Each regular volunteer project falls under one of these areas, and is coordinated by a lead volunteer who is managed by their respective Volunteering Coordinator. Lead volunteers then manage the general volunteers on each project. Board of trustees Structure Student Development Manager Responsible for overall performance of Cardiff Volunteering as well as Jobshop and the Skills Development service Volunteering Coordinator Volunteering Coordinator Volunteering Coordinator Responsible for Children Sports and Recreation Responsible for Young people: Social Environment & community Responsible for Welfare Young People: Education Lead Volunteers General Volunteers 11
Recruitment and Selection Selection process Stage 1: Forward a covering letter and CV to SUHR@ cardiff.ac.uk Complete a Declaration of Interests Form Complete an Equal Opportunities Monitoring Form Stage 2: Selection Interview in Cardiff Applications Application is via a comprehensive CV plus a supporting statement (of no more than two sides of A4) detailing why you are applying for the position and how you meet the requirements of the person specification. Candidates are also asked to read and sign the enclosed Trustee Declaration and Equal Opportunities Monitoring Form which will be separated from applications prior to shortlisting occurring. Completed applications must be received by midnight on Sunday 17th July 2016. Applications can be sent by email to SUHR@ cardiff.ac.uk with Trustee application as the subject. Applications can also be handed in in person to the Volunteering department on the 2nd floor of the Student s Union. Further information and Questions For an informal conversation about this opportunity, please contact Michelle Lenton- Johnson, Student Development Manager on Lenton-JohnsonM@cardiff.ac.uk or 02920 781 494. 12