1. Director
2. Deputy director
3. Centre manager
4. Finance officer
5. Project managers
6. Administrator

1.Director: job description

The director is responsible for all aspects of the organization’s work, from finance control, staff development to business strategies and budget planning.

Main activities:

Leadership

* Act as a spokesperson for the organization
* Identify, assess, and inform the Board of internal and external issues that affect the organization
* Represent the organization at community activities to enhance the organization’s community profile

Operational planning and management
* Oversee the efficient and effective day-to-day operation of the organization
* Draft policies for the approval of the Board and prepare procedures to implement the organizational policies;
* Ensure that staff, volunteers and sponsors files are securely stored and privacy/confidentiality is maintained

Program planning and management

* Oversee the planning, implementation and evaluation of the organization’s projects and services
* Monitor the day-to-day delivery of the programs and services of the organization to maintain or improve quality
* Oversee the planning, implementation, execution and evaluation of special projects

Staff planning and management

* Establish a positive, healthy and safe work environment in accordance with all appropriate legislation and regulations
* Ensure that all staff receives an orientation to the organization and that appropriate training is provided
* Implement a performance management process for all staff which includes monitoring the performance of staff on an on-going basis and conducting an annual performance review
* Coach and mentor staff as appropriate to improve performance

Financial planning and management

* Work with the Board to secure adequate funding for the operation of the organization
* Research funding sources, oversee the development of fund raising plans and write funding proposals to increase the funds of the organization
* Participate in fundraising activities as appropriate
* Ensure that sound bookkeeping and accounting procedures are followed
* Administer the funds of the organization according to the approved budget and monitor the monthly cash flow of the organization
* Provide the Board with comprehensive, regular reports on the revenues and expenditure of the organization

2.Deputy Director: job description
The Deputy Director is responsible for certain aspects of the organization’s work as specified below.

Main activities:

Fundraising planning and management

* Work with the Board to secure adequate funding for the operation of the organization
* Research funding sources, oversee the development of fund raising plans and write funding proposals to increase the funds of the organization
* Participate in fundraising activities as appropriate

Marketing and research

* marketing existing programs to relevant clients
* research and propose new programs

Community relations/advocacy

* Establish good working relationships and collaborative arrangements with community groups, funders, politicians, and other organizations to help achieve the goals of the organization

Risk management

* Identify and evaluate the risks to the organization’s people ( trustees, staff, management, volunteers), property, finances, goodwill, and image and implement measures to control risks
* Ensure that the Board and the organization carries appropriate and adequate insurance coverage
* Ensure that the Board and staff understand the terms, conditions and limitations of the insurance coverage

Acting Director when it is necessary

4.Finance Officer

Responsible to: Director and Treasurer

Main Purpose of the job:

To develop and maintain efficient and effective financial systems for CEDP Chinese Centre closely with the Treasurer and the Management Committee.

Principle Tasks

1 Prepare income and expenditure to date plus forecast and a cashflow statement monthly and Management Committee financial papers as required.

2 Expected to attend Management Committee meetings to present financial data as required.

3 To prepare and submit monitoring returns and grant claim for a variety of funding as appropriate.

4 To reconcile bank accounts on a monthly basis.

5 To raise invoices as and when required and follow up payment of those invoices.

6 To keep up to date information on all funding streams

7 To manage petty cash including verification and accounting for the expenditure.

8 To review financial systems and ensure that these are effective and efficient and take account of changes in accounting practice.

9 To prepare cheque requisitions and make necessary arrangements for the cheques to be signed by the cheque signatories.

10 Facilitation the preparation and accounting of payroll including BACS payment and end of tax year returns.

11 To prepare accounts up to trial balance.

12 To undertake such other duties as appropriate to the grade and character of the work as may reasonably be required of you. The list of duties in this Job Description should not be regarded as exclusive or exhaustive.

PERSON SPECIFICATION

FINANCE OFFICER

Essential Criteria

Knowledge Computerised Accounting Systems

Understanding of bookkeeping principles, PAYE and accounting for Charities

Understanding of the problems faced by Black and minority ethnic organisations

Skills and Abilities Ability to work with a Management Committee

Ability to work as part of a team as well as on own initiative

Ability to prioritise and manage major tasks in accordance with specified timetables and other guidelines.

Microsoft office 98 in particular word and excel

Commitment to equal opportunities

Excellent communication skills including ability to explain financial information to a non-financial audience in meetings.

Highly numerate

Available to work evenings and weekends when necessary

Experience Prepare and present, budgets, financial accounts and reports

Working with Charities and voluntary/community groups preferably Black and minority ethnic organisation and people

Accounting for Charities

Proven record of producing databases and spreadsheets

Setting up performance and financial monitoring systems

Preparing and completing tax returns

5.The Office Manager

The Office Manager organises and supervises all of the administrative activities that facilitate the smooth running of the CEDP’s office.

The office manager carries out a range of administrative and IT-related tasks. The work involves from running the administrative side of CEDP to overseeing the office work of other staff and volunteers. The responsibility is mainly to ensure that the office runs efficiently

Main work activities:
* responding to enquiries by phone or in person
* using a range of office software, including email, spreadsheets and databases;
* managing filing systems etc Dropbox,
* the management of CEDP’s website
* booking CEDP in house or external events, like the Moon Festival and the Chinese New Year event;
* implementing record management like volunteers visiting or training numbers;
* organising the office layout and maintaining supplies of stationery and equipment;
* delegating work to other staff or volunteers;
* promoting staff and volunteers development and training;
* implementing and promoting equality and diversity policy;
* reviewing and updating health and safety policies and ensuring they are observed;
* arranging regular testing for electrical equipment and safety devices;
* attending conferences and training.

6.Secretary/administrator

A secretary or administrator provides both clerical and administrative support to professionals, either as part of a team or individually. The role plays a vital part in the administration and smooth-running of businesses throughout industry. Secretaries/administrators are involved with the co-ordination and implementation of office procedures and frequently have responsibility for specific projects and tasks and, in some cases, oversee and supervise the work of junior staff.

Secretarial/administrative work has changed significantly over the years, and the role varies greatly depending on sector, the size of the employer and levels of responsibility. Most work involves both written and oral communication, word processing and typing, and requires relevant skills such as IT and typing, organisational and presentation skills, and the ability to multi-task and work well under pressure, often juggling several tasks at once. Within specialist sectors such as law, many secretaries/administrators are required to have relevant, high-level qualifications and/or experience.

The role overlaps with that of personal assistant or PA.

Typical work activities

Typical work activities for the majority of secretaries/administrators include word processing, audio and copy typing, composing correspondence, dealing with telephone and email enquiries, creating and maintaining filing systems, keeping diaries, arranging meetings/appointments and organising travel for staff.

Depending on the sector, the role may also include many of the following:

* using a variety of software packages, such as Microsoft Word, Outlook, Powerpoint, Excel, Access, etc., to produce correspondence and documents, and maintain presentations, spreadsheets and databases;
* devising and maintaining office systems;
* booking rooms and conference facilities;
* using content management systems to maintain and update websites and internal databases;
* arranging meetings, taking minutes and keeping notes;
* invoicing;
* managing and maintaining budgets;
* liaising with staff in other departments and with external contacts;
* ordering and maintaining stationery and equipment supplies;
* using shorthand and audio tapes or copytyping to produce letters, correspondence and documents;
* arranging travel and accommodation;
* organising and storing paperwork, documents and computer-based information.

Other duties may include:

* recruiting, training and supervising junior staff, and delegating work as required;
* manipulating complex statistical data;
* travelling with the team or manager to take notes at meetings, take dictation and provide general assistance with presentations;
* arranging both in-house and external events.

7.CEDP Trustees – Code of Conduct

Purpose of the Code

The purpose of a code of conduct is to maintain the highest standards of integrity and stewardship, ensuring that CEDP is effective, open and accountable, with good working relationships between Trustees, the Officers, staff and members.

Code: General

1. All Trustees must act with probity, due prudence and, where appropriate, in accordance with any independent, professional advice that may be offered to members of the Trustees.

2. Trustees should not use their position to gain financial or other material benefit for themselves, their families or friends. A Trustee must not receive any payment of money or other material benefit (whether directly or indirectly) from CEDP except in circumstances as indicated in item 5.2 of the Memorandum of Association.

3. Trustees must not place themselves under any financial or other obligation to outside individuals or organisations that might influence them in the performance of their duties.

4. Should a conflict of interest arise, a Trustee must declare the interest and take no part in any discussion or vote.

5. Trustees should not behave in ways that could damage or undermine the reputation of CEDP or its staff and should not take part in activity which is in conflict with the objects of CEDP.

6. To be effective, Trustees must be willing to prepare for meetings and attend regularly.

7. Any confidential information relating to service users, staff, or business meetings must remain confidential and not be discussed or shared with others.

8. Trustees must act fairly and in accordance with good employment practice and equal opportunities in making any decisions affecting the appointment, professional development, appraisal, remuneration or discipline of the Manager.

9. Trustees should seek to understand and respect the difference in roles between the Trustees, the Officers, the Manager when recruited ensuring that the Officers work effectively together for the benefit of CEDP, in a mutually supportive and loyal relationship.

10. Trustees should not in any way undermine the delegated authority of the Manager, recognising that they do not have authority to give instructions to

staff without going through the appropriate channels. Informal communication between Trustees and staff is nevertheless to be encouraged,

provided it does not interfere with the management process.

11. The Trustees shall have such authority in relation to the assets and affairs of CEDP as the members shall from time to time delegate to them by resolution in general meetings. (Articles)

12. Every Trustee must sign a declaration of willingness to act as a Trustee of CEDP before he or she is eligible to vote at any meeting of the Trustees.