THE WORSHIPFUL COMPANY OF SPECTACL E MAKERS

JOB DESCRIPTION THE CLERK

The role of Clerk is a key executive position, and involves working as part of a small, busy team in a diverse and responsible role. The principal purpose of the Company is to support educational and charitable activities related to its historical and contemporary business and trade links.

Essential Skills:-

  • Excellent administration and organisational abilities, eye for detail.
  • Ability to see & plan ahead, and identify activities and procedures that could respond to change.
  • Flexible mind set, able to react to short notice change in priorities, and changes to directives.
  • Financially & IT literate.
  • Good communication skills; both written and oral (some public speaking).
  • Proven senior level management skills; ability to lead a small team consisting of an Administrator and a Ceremonial Beadle.
  • Confident public persona, acts decisively and with authority.
  • Comfortable with ceremonial duties.
  • Strong interpersonal skills, and the ability to deal with people at all levels and with all skills levels, naturally inclusive, friendly and receptive. Not easily offended.
  • Warm and social, enjoying lunches, dinners and social events.
  • “Completer/finisher”
  • Experience in supporting committees.

Key elements of the role:-

  • Managing the activities of the Company on a day-to-day basis.
  • Keeping abreast of all business and operational activities of the Livery and actively supporting strategic decision-making, and the resulting implementation of outcomes and agreed directions.
  • Providing continuity as custodian of the Company’s history and traditions and keeper of all corporate records.
  • Acting as the Master’s confidant/adviser/personal assistant.
  • Supervising the Qualification and Awarding Body activity of the Company including liaison with any Education Partner(s) and with the Responsible Officer. Ensuring compliance with OFQUAL and other regulatory bodies.*
  • Organizing and running all Company functions (i.e. the annual Livery Dinner, four Court lunches a year , the annual Awards Ceremony ,the annual Court Dinner , the Annual Service of Remembrance, Thanksgiving and Rededication , the Gregorie Dinner , Moots and certain other Company and Society events).
  • Providing advice to the Wardens, members of the Court and Committee Chairmen.
  • Processing applications for Company membership as Freemen and Liverymen.
  • Attending and supporting external/industry functions with the Master, Wardens and members of the Court/Livery.
  • Secretary of the Court and all its individual committees (Master and Wardens, Finance, Qualifications, Bursaries and Membership), including preparation of agendas, papers and minutes.
  • Working to maintain the approved structure of the Court, Livery and all related entities.
  • Company Secretary of the WCSM Education Trust.
  • Secretary to the trustees of the Spectacle Makers’ Charity, collating grant requests and arranging for the payment of approved grants.
  • Secretary to the Committee of the Spectacle Makers’ Society, advising members when formulating their annual programme of events.
  • Liaison with the Archivist and managing periodic updates of the Company’s history.
  • Control and run the “The Clerk’s shop”.
  • Management of the website, ensuring that it is kept up to date and is a useful source of information for Freemen, Liverymen and the public.
  • Communication with the membership including acting as Editor of From the Master and Wardens, the Company’s internal newsletter (two issues a year).

External facing activities:-

  • Actively engaging with the City of London Corporation (Guildhall and Mansion House) and its officers.
  • Actively engaging with other City Livery Companies, maintaining relationships, fellowships and reputation within the Liveries.
  • Maintaining good and strong relationships with the Apothecaries’ Society, landlord of the Company’s offices.
  • Maintaining good relationships with all the optical bodies.

Administrative functions:-

  • Managing the “WCSM Office”, including the building, facilities, the Administrator and the part-time Beadle.
  • Overseeing the maintenance of the membership records, the receipt of quarterage and producing the biennial Livery List.
  • Overseeing the maintenance of the financial records, accounting systems and controls, preparation of quarterly and annual accounts, management of cash flow and control of income and expenditure.
  • Oversight of the development of the IT applications and systems utilised by the Company, and the work of external IT consultants.
  • Oversight of all material publicizing and promoting any aspect of the Company’s activities, including maintaining and developing the website.
  • Ensuring compliance with all legal and regulatory matters pertaining to the Company and its entities.
  • Dealing with insurance brokers, bankers, investment managers, auditors and other advisers.

*The Company’s education programme is under review and the training and examination functions may be transferred to a third party. This job description has been drawn up to reflect the fact that if that happens the Company’s role will be limited to that of Awarding Body. There will be a transitional period over the next year or so which will require the Clerk to oversee the provision of some training and the conduct of examinations.

12 February 2015