MAJIK

ROLES AND RESPONSIBILITIES OF THE MANAGEMENT COMMITTEE

Who's Who?

The Management Committee has overall responsibility of a Home-Start scheme. The Co-ordinator is employed by the Management Committee to administer the scheme and supervise and support the volunteers.

All correspondence coming into the office is logged and any which is deemed relevant by the Co-ordinator will be brought to the next meeting of the committee. Should anything urgent arise in-between meetings, then it will be brought to the attention of the Chairperson or Vice-chairperson.

Specific Responsibilities include:

• setting the policies for the scheme and ensuring they are implemented
• exercising overall responsibility for financial control and accountability
• exercising overall responsibility for the employment and development of staff
• making decisions concerning the acquisition, leasing, use and maintenance of furniture, equipment, offices and premises
• submitting an Annual Report to the AGM
• ensuring that insurance cover is maintained for all insurable risks
• ensuring that the scheme's work is monitored and evaluated on a regular basis.

CHAIRPERSON

The style of the Chairperson will differ from scheme to scheme, depending on the individual, but the role of the Chairperson is to:

• ensure the effective operation of the management committee, including chairing meetings and ensuring that decisions are carried out
• ensure that business is transacted in accordance with the Constitution and conducted according to standard good practice
• be the spokesperson for the scheme
• liase with the secretary re committee meetings and agenda
• ensure staff support through supervision and as a final point of contact in disciplinary/grievance matters
• have a general overview of the scheme

The Chairperson can be an important source of support to the co-ordinator and can take a leading part in developing the scheme and making good contacts with other statutory and voluntary organisations.

VICE-CHAIRPERSON

The Vice-Chairperson would normally take the chair in the absence of the Chairperson and should understudy the chairperson's function, so that they can stand in at short notice, if required. He/she may be asked to carry out a specific piece of work or have responsibility for a particular thing, i.e. sub-committee, etc.

TREASURER

The Treasurer is responsible for keeping accurate accounts of income and expenditure and for dealing with all financial matters. The Treasurer must ensure that the Management Committee is kept informed of the finances by providing regular financial reports at each committee meeting, so that they have enough information to take decisions about finance to satisfy themselves that the scheme spends its money appropriately.

The Treasurer should:

• ensure the maintenance of accounts
• ensure systems for income and expenditure control
• submit regular financial reports to the management committee
• ensure statutory returns to Inland Revenue e.g. PAYE
• monitor cash flow and funding
• advise on use of resources to maximum advantage
• ensure expenditure accords with the scheme's charitable purposes
• produce annual accounts for the Annual General Meeting

(Some of these duties may be delegated to members of staff.)

SECRETARY

The committee Secretary is responsible for keeping accurate minutes of meetings and decisions made by the Management Committee.

The Secretary should:

• be the contact point for correspondence
• convene meetings, prepare agenda, write and circulate minutes
• arrange Annual General Meeting
• prepare Annual Report
• bring relevant correspondence to the attention of the committee

(Some of these duties may be delegated to a member of staff.)

Duties of Management Committee Members

These duties fall largely into two groups:

1. Legal duties
   Management Committee members ensure the organisation:
   • pursues its objectives as set out in its constitution
   • acts at all times in the interests of the beneficiaries
   • acts within the law, for example, as an employer and in respect of equal opportunities, health and safety, being a charity
   They also ensure that:
   • all money and assets are prudently managed and used in pursuit of the aims and objectives of the scheme
   • the organisation accounts for its activities to its funders, Inland Revenue, its members, the local communities and others
   • the organisation manages its affairs reasonably and properly
   • the committee takes professional advice on matters where it lacks competence
2. Managerial duties
   Management committees are responsible for:
   • providing vision, leadership and direction
   • understanding financial information, ensuring finances are properly managed and resources used efficiently
   • in their employer role, ensuring the scheme is a good manager and supervisor of its paid and voluntary staff
   • monitoring and evaluating the work of the scheme on a regular basis by receiving reports from and supervising staff
   • ensuring the scheme is appropriately insured against all reasonable liabilities and that any premises and equipment are satisfactorily looked after

ROLES AND RESPONSIBILITIES OF STAFF

Who's Who?

Co-ordinator

Responsibilities

The Co-ordinator is employed by the Management Committee and shares responsibility for:

• The effective operational management of the scheme in accordance with the Home-Start Policy and Practice Guide and the Home-Start Agreement
• Carrying out the policies of the Management Committee
• Working with the Management Committee, other staff and volunteers to maintain high standards of practice and family support within the ethos of Home-Start
• Maintaining close liaison with Home-Start UK and with other Home-Start schemes

Duties

Duties include the following:

• Recruiting, selecting, preparing, matching and supporting volunteers (matched volunteers have face to face contact monthly)
• Receiving referrals, assessing need and matching families with an appropriate volunteer (this process can entail 2 or 3 visits to each family)
• Monitoring each family to ensure the home visiting is effective and reviewing as appropriate (after initial visit with volunteer, each family is seen after 6 weeks, then again every few months thereafter)
• Liasing with referrers as appropriate
• Ensuring Child Protection policies are followed
• Participating fully as a member of the staff team
• Ensuring effective administrative systems are in place
• Reporting to and co-operating with the Management Committee to ensure the strategic management and development of the scheme
• Promoting the scheme and the Home-Start ethos
• Contributing to the development of Home-Start throughout the UK by participating in relevant events and consultation
• Support and Supervision of staff
• Keeping records to enable completion of Hone-Start UK Annual Statistics

Administrative Assistant

Responsibilities

• To provide administrative support to the scheme and Management Committee as appropriate and agreed
• To ensure the efficient administration of the Home-Start office

Duties

Duties will include the following:

• General office duties
• Providing secretarial support to assist in the recruitment and support of volunteers
• Receiving and assisting with hospitality for visitors to the office
• Communicating by telephone with a wide range of people
• Assisting the co-ordinator to maintain efficient, accurate and confidential records, including the collation of annual statistics
• Keeping the office diary
• Typing reports, newsletters and publicity material
• Assisting with public meetings as required
• Assisting with the payment of volunteers expenses and taking responsibility for petty cash
• Maintaining supplies of stationery and office sundries