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Role

Trustee Volunteer Director of Administration

PURPLE FIELD PRODUCTIONS

INFORMATION RE VOLUNTARY POSITION OF TRUSTEE / DIRECTOR OF ADMINISTRATION

 

THE ORGANISATION

 

Purple Field Productions (PFP) is a UK registered charity working together with people in Africa and Asia in order to make and distribute educational films in local languages. We produce everything from short documentaries to full-length features, and our work can cover a wide range of subjects including health, welfare, community development, agriculture and the environment. Our purpose is not only to provide information and increase understanding and awareness on crucial issues, but also to give people a voice – both through our own productions and by providing training in filmmaking techniques to marginalised and under-privileged groups. For full details of our projects and method of working, please go to - www.purplefieldproductions.org

 

WHY THIS POST IS NEEDED

 

PFP is a small charity, currently governed by nine trustees, and with an annual income in the region of £25,000- £30,000. Our current Director of Administration is retiring at our AGM in December and therefore we are seeking a replacement.

 

This post presents a worthwhile and exciting opportunity to direct an innovative organisation through a period of change and development. We are looking for a strategic minded individual who values the volunteer experience and is really concerned to address poverty and lack of information in the developing world.

 

In addition to holding specific responsibility for administration, the Director of Administration will be a member of the Board of Trustees. The Trustees are jointly and severally responsible for the overall governance and strategic direction of the charity, its financial health, the probity of its activities, and the development of the organisation’s aims, objectives and goals in accordance with the governing document, and the legal and regulatory guidelines.

 

DIRECTOR OF ADMINISTRATION (DOA)

The DOA will be responsible for the efficient and effective running of the UK office in Ilminster, including supervision of one part-time employee. They will also have a particular responsibility to support the role of Chair.

 

Main duties/responsibilities:

  • Efficient and effective running of the Ilminster office, including office lease, keyholder, furnishings and equipment, IT and supplies, managing core budget
  • Recruitment and line management of UK paid staff (currently one 9 hour administrator post – job description available)
  • Supporting the Chair in ensuring the effective operation of the Charity
  • Acting as a second signatory for banking (including online payments)
  • Managing petty cash (occasional)
  • Office and overseas insurance (annual)
  • Maintenance and development of policies and procedures (except financial)
  • Ensuring compliance with GDPR
  • Taking minutes at meetings, including Trustee Board meetings

 

Anticipated Commitment Required - Board Meetings are held five times a year (including the AGM). In addition there are approximately four management meetings plus ad hoc strategy days etc.  Trustees are also asked to take part in discussions via email and study papers etc. If you allow approximately 15 hours a month on average, in addition to time allowed for attendance at the Board Meetings this should be sufficient in order to carry out your trustee/director responsibilities. Our administrator always appreciates practical help in the office such as banking, mailings, etc and this is a good way to manage the office and be part of the hub of the organisation. Be prepared for a hands-on as well as a strategic role.

 

ADDITIONAL INFORMATION

The Charity office is located in  Ilminster, Somerset, and for the foreseeable future all Board Meetings will be held in this vicinity. We seek a DOA who can commit to being in Ilminster for a few hours at least twice in most months.

 

The Existing Trustees are – Roland Chant, Brian Harper, Rob Rainbow, Kevin Waldie, Chris Deary, Rick Elgood, Rosemary Evans (retiring), Diane Makepeace (retiring) and Elspeth Waldie (Chair).

 

At the present time, PFP only has only one permanent part-time paid employee. All other operational tasks are undertaken by volunteers or free-lance film professionals working on short-term contracts.