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UNIVERSITY OF EAST LONDON

JOB DESCRIPTION & PERSON SPECIFICATION

STUDENTS’ UNION

EXTERNAL TRUSTEE PACK

CONTENTSWelcome

Our Purpose

Our Vision

Our Values

Organisation Structure

Induction

Job Description

How To Apply

Recruitment & SelectionPolicy

Declaration of InterestsPolicy

Annex A

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Page 4

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Page 5

Page 6

Page 7

Page 9

Page 11

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Page 14

Page 21

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WELCOMEDear Applicant,

Thank you for taking the time to visit our website and showing an interest in the University of East London Students’ Union. Hopefully, this Trustee Pack will provide an insight into the Union’s vision, goals and future endeavours. If you require any further information, please do not hesitate to contact me or Denis Shukur (d.shukur@uel.ac.uk)

I look forward to hearing from you.

Best wishes,

Elham Peserlay | Students’ Union President

Email: e.peserlay@uel.ac.ukDocklands: 0208 223 7025 | Stratford: 0208 223 4209

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OUR PURPOSE & VISIONWe will ensure that every UEL student has an exceptional and

diverse university experience that makes them feel valued, supported and empowered to break through any barrier that stands

between them and their aspirations.

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OUR VALUESEverything we do, from our campaigns to our day-to-day decision making is

informed by our values.

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ORGANISATION STRUCTURE

Board of Trustees

Denis Shukur CEO

Donna Niccolls:Deputy CEO (Operations)

Alex Volkov:Operations

Manager

Nishaant Kumar:Student Voice & Representation

Manager

Luke Frost:Advice Service

Manager

Jeff Braganca:Marketing &

Communications Coordinator

Vacant: Democracy Coordinator

Temi Orekoya:Advisor

Sumaiya Zabwala:Advisor

Vacant:Advisor

(Maternity Cover)

Carley Owen:Student

Activities Manager

Olivia Adekunle:Societies

Coordinator

Danielle Giles:Deputy CEO

(Membership)

Lisa Thomas:Head of Student

Support

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INDUCTIONThank you for taking an interest in the position of Trustee for the University of East London Students’ Union. The following information should help you get an understanding of the role and responsibility as a trustee. In the first instance you should read the Charity Commission Guide – The Essential Trustee – What You Need to Know. A copy to this guide or can be viewed online by clicking on the below link: http://www.charitycommission.gov.uk/publications/cc3.asp As a Trustee, the commitment and energy you display will make a direct difference to the charity and everyone it helps. You don’t have to be a hero or famous to change lives for the better – trusteeship allows you to do just that. At UELSU we have achieved a lot this year, which can be demonstrated in our impact report and strategic document; both of which can be seen in the below links: Strategy:http://www.uelunion.org/pageassets/about/Item-2.2-Strat-Doc.pdf Impact report:https://www.uelunion.org/pageassets/about/impactreport/UELSU-Im-pact-Report-2016.17-1.pdf Being a trustee can be hard work and, for most, it’s unpaid. The trustees have the ultimate responsibility for running a charity, for its property, finances and the employment of any staff or volunteers. But being a trustee is also immensely rewarding, providing both expected and unexpected opportunities for personal development. And while you bring your skills and energy to running the charity, you will also find you are gaining new experience and knowledge. For instance, you will help plan the strategic future of the charity and its work, be involved in developing and managing staff and volunteers and make policy decisions for the charity. You will also ensure it’s accountable to its beneficiaries, to the Charity Commission and the public in general. But you won’t be on your own. You’ll be joining a team of officer, student and external trustees and becoming part of the 900,000 charity trustees in England and Wales. Effective trustee boards need a range of people with a good mix of skills.

The best boards are also diverse, with people who have a real understanding of the needs to be met and others with good financial, business and management

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experience. The rewards of working with, and learning from, people from different backgrounds and skills will be great.

As you read the charity commission guidance, you’ll learn much more about your responsibilities and about the many sources of help and support. Once you have had an opportunity to read the guidance and the following information, you are requested to make an appointment with the ChiefExecutive (Denis Shukur) who will talk through the role of trustee with you. This will give you an opportunity to answer any queries that may arise from the guidance and to clarify the duties and responsibilities outlined on the next page.

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JOB DESCRIPTIONPART A

The duties of a trustee are:• To ensure that the Students’ Union complies with its governing document, and any other relevant legislation or regulations.• To ensure that the Students’ Union pursues its objectives as defined in its governing document and strategic plan.• To ensure the Students’ Union applies its resources exclusively in pursuance of its objectives, i.e. the Students’ Union must not spend money on activities which are not included in its own objectives, no matter how worthwhile or charitable those activities are.• To contribute actively to the board of trustees’ role in giving firm strategic direction to the organisation, setting overall policy, defining goals, setting targets and evaluating performance against agreed targets.• To safeguard the good name and values of the Students’ Union.• To represent the company at functions and meetings as appropriate.• To declare any conflict of interest while carrying out the duties of a trustee.• To be collectively responsible for the actions of the Students’ Union and other trustees.• To ensure the effective and efficient administration of the Students’ Union.• To abide by the equal opportunities policy.• To ensure the financial stability of the Students’ Union.• To protect and manage the property of the Students’ Union and to ensure the proper investment of the organisation’s funds.• To make sure the Students’ Union is properly insured against all reasonable liabilities.• In addition to the above statutory duties of all trustees, each trustee should use any specific knowledge or experience they have to help the board of trustees reach sound decisions. This will involve scrutinizing board papers, leading discussions, focusing on key issues, and providing advice and guidance requested by the board on new initiatives, or other issues relevant to the area of, the organisation’s work in which the trustee has special expertise.• To attend meetings, and to read papers in advance of meetings.• To attend sub-committee meetings as appropriate.• To participate in other tasks as arise from time to time, such as interviewing new staff, helping with fundraising.

PART BTrustee Person Specification Each trustee must have:• Integrity.• A commitment to the Students’ Union and its objectives.• An understanding and acceptance of the legal duties, responsibilities and liabilities of trusteeship.• A willingness to devote the necessary time and effort to their duties as a

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trustee.• Strategic vision.• Good, independent judgment.• An ability to think creatively.• Willingness to speak their mind.• An ability to work effectively as a member of a team.

PART CThe board of Trustees will need a wide range of skills and experience; we par-ticular look for skills in the following areas:• Setting targets, monitoring and evaluating performance and programmes in commercial and non-profit organisations.• Financial management• Legal matters• Fundraising• Recruitment and personnel management, including a knowledge of employment legislation.• Public relations• Marketing• Computers and information technology• Campaigning

PART DThe current Trustee(s) have identified that they would like individuals with the below skills to apply: • HR• Marketing and Promotions• Business and Commercial development• Fundraising• Media• Public relations The Trustee board seeks to maintain a membership that has a wide ranginglevel of experience so that the Board as a whole has the skills and experience to draw upon in its governance and decision making roles.

If selected as a Trustee:• You will be given at your first meeting the contact details of the other trustees in order that you may contact them independently.• Be given dates for board development days.

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HOW TO APPLYInterested parties are asked to submit a covering letter stating why they would like to apply and how they meet the skills specified in Part D.

The covering letter should be accompanied with a CV. Both documents should be sent to Denis Shukur (Union Chief Executive Officer) via email to: d.shukur@uel.ac.uk

Application Closes on 27th April, 2018

APPLICANTS ARE ADVISED TO FAMILIARISE THEMSELVES WITH THE UNION’S BYE-LAWS AND CONSTITUION WHICH CAN BE FOUND AT:

CONSTITUTION: https://www.uelunion.org/pageassets/about/constitution/UELSU-Arti-cles-of-Association-Signed-Post-Aug-21-2017.pdf

BYE-LAWS:https://www.uelunion.org/pageassets/about/constitution/CLG-Byelaw-Set-V1.09.2018.pdf

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RECRUITMENT & SELECTION POLICY1. Statement

University of East London Students’ Union (UELSU) recognises that an effective board of trustees is essential if the charity is to be effective in achieving its objects.

The board must seek to be representative of the people with whom the charity works and must have available to it all of the knowledge and skills required to run the charity.

Individual trustees must have sufficient knowledge, both of trusteeship in general and of the Charity’s activities, to enable them to carry out their role and to represent the Charity at meetings and other events.

This policy sets out how University of East London intends to recruit a robust and effective board of trustees.

2. Governing Document

Relevant sections from the UELSU’s constitution as at 13thOctober 2016.

Appointment of Trustees34. The Trustees shall be made up of the following persons:34.1 Not more than five Officer Trustees, elected in accordance with Clause 35;34.2 Not more than one Student Governor Trustee, elected in accordance with Clause 40;34.3 Not more than one University Nominated Trustee, appointed in accordance with Clause 44; and34.4 No less than one and not more than four External Trustees, appointed in accordance with Clause 47.External Trustees47. Up to four External Trustees shall be appointed by a simple majority vote of the Appointments Committee.48. Unless their appointment is terminated in accordance with Clauses 50 to 54, External Trustees shall remain in office for a term of up to four years commencing in accordance with the Bye-Laws.49. External Trustees may serve a maximum of two terms which may either be consecutive or non-consecutive.

3. Recruitment/Appointment Panel

When a need has been identified to recruit trustees the Appointments andRemuneration Committee will manage the process. The recruitment and

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selection process will include the Chief Executive Officer and the Union President together with any other people deemed appropriate by the trustees. The sub-committee will have responsibility for ensuring that the remainder of the recruitment and induction process is carried out and more so a conflict of interest register is undertaken of the recruitment panel to ensure fairness and transparency in selection.

6. Interview, Selection & Appointment

Applicants who appear suitable will be invited to attend a trustee meeting as an observer and will receive further information regarding the role of being a trustee.

In the event of there being a large number of applicants those most closely matching the skills required will be approached at this stage in preference to less suitable applicants however, consideration will be given to appointing more than one suitable applicant. As a minimum, and if not sent earlier in the process, applicants will be provided with:

1. A copy of the latest accounts of the charity;2. Charity Commission Publication CC3- ‘Responsibilities of Charity Trustees’;3. A copy of the charity’s governing document;4. A copy of the minutes of the last three board meetings (edited to conform with the principles of data protection if necessary);5. A trustee ‘job description’;6. Relevant policies including those regarding equal opportunities and conflicts of interest;7. A copy of this policy.

The applicant will then be interviewed by the recruiting panel and efforts will be made to answer any questions that they may have. The applicant will be asked to declare any conflicts of interest and will be required to provide tworeferences which will be taken up prior to the next board meeting. The applicant will be required to sign a declaration that they are not disqualified from being a trustee as per section 72 (1) of The Charities Act 1993. The requirement to attend trustee inductionsessions will be described. It is the responsibility of thetrustees on the recruiting panel to ensure that references are obtained and all other relevant checks are completed.

The applicant will be asked whether or not they wish to be appointed and will be given the opportunity to attend a further meeting as an observer should they wish to do so.

The observations and recommendations of the panel will be put to thefollowing board meeting and a vote taken in accordance with the procedure for appointing co-opted trustees detailed in the governing document.

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DECLARATION OF INTERESTS POLICYEXECUTIVE SUMMARY

• This Policy sets out the requirements with which trustees, officers and staf must comply in respect of the declaration of interests they may have that could conflict with those of the UELSU. All trustees, officers and staff have a duty to make a declaration of interests in accord with this policy and at the same time to notify their line managers of their interests.

• Sections 1 to 6 inclusive of this Policy concern the duty that all trustees, officers and staff have to declare interests.

• Section 6.2 defines what is meant by an interest.

• Section 7 explains the way in which any information will be processed, as well as the rights which individual trustees, officers and staff have with regard to the data which they have supplied.

• Declaration of interests should be made by email to the Chief Executive. If trustees, officers and staff do not have internet access, they should use the hard copy form at Annex A below. In the case of the Chief Executive the declaration of interests should be made to the President and copied to the Registrar of the University of East London.

• Any changes during the course of the year must be notified in a new declaration of interest.

Employees, Officers and Trustees have a responsibility to further the interests of the UELSU. In addition to such a responsibility being an implied part of the employer/employee relationship, specific reference is made to it in the contract of employment of all employees.

DEFINITIONS

“Conflict of Interest”: Means actions or situations that could lead to an individual’s obligations to the UELSU being influenced by that individual’s considerations of personal gain, or gain to the individual’s family members or friends, whether financially or otherwise. These include but are not limited to:

• Gifts and Hospitality (including tickets);• Services for personal use from people or companies who do business with the UELSU

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• Executive and Non-Executive Directorships;• Licensing of Intellectual Property;• Outside Activities• Consultancy• Research Projects• UELSU management decisions• Remunerated or unremunerated employment• Trusteeships• Governing body memberships• Partnerships• Positions held in public bodies ,trades unions, membership organisations, networks, professional bodies, political parties or lobbying organisations.

A Conflict of Interest will occur when there is a divergence between an individual’s private interests (or those of immediate family members or friends) and the interests of the UELSU such that an independent observer mightreasonably question whether the individual’s actions or decisions are determined by considerations of personal gain, whether financial or otherwise.

“A financial interest”: A person is considered as having a financial interest in a company or organisation if he/she or any nominee of his/hers is the beneficial owner of more than 1% of the issued capital [e.g. shares, bonds etc], is an Employee, partner, director, governor or owner.

“Duty of Fidelity”: Means the duty of faithfulness owed by an Employee to an employer by virtue of the employment relationship which requires the Employee not to act against the interests of the employer.

“Conflict of Commitment”: Means the commitment of an individual’s time which results in the professional obligations of the individual to the UELSU beingneglected or not fulfilled to the best of the individual’s abilities.

“Employee”: Means all Employees of the UELSU including Officers and Trustees.

“Supplier”: Means any individual offering goods or services to UELSU or any Employee, director, governor or owner of any organisation offering such goods or services.

1. Declaration of Interests

1.1 All Employees have a duty of fidelity to the UELSU: For paid Employees this is under their contracts of employment. All Employees are obliged to give the UELSU a primary commitment of their time, skills and intellectual ability for the benefit of the UELSU.

1.2 All Employees have a duty to make a declaration of interests in accord with

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this policy and at the same time to notify their line managers of their interests.

1.3 If an Employee’s actions or decisions made during the course of their employment and/or activities connected to the UELSU are considered to be for personal gain or motivated by any reason other than for the benefit of the UELSU, and/or does or could potentially result in a Conflict of Commitment, the UELSU will be entitled to take disciplinary action against the Employee, which might result in the Employee’s dismissal (without notice) if prior declaration has not been made and authorisation has not been given for the action or decision by the individual’s line manager.

1.4 In the case of persons living together, children or close relatives, the interest of one shall, if known to the other, be deemed also to be the interest of the other. Declarations of interest must include those of the spouse/partner and dependents of an Employee.

2. Purchase or Supply of Goods and Services

2.1 Employees may be required in the course of carrying out their duties to make judgements upon, or recommendations concerning, the purchase or supply by other organisations or individuals of goods or services to the UELSU.

2.2 In carrying out their responsibilities, Employees may on occasions be in a position where a conflict of interest arises, or may be perceived as arising, for example:a. The supplier is a personal friend.b. The supplier is related to the Employee.c. The Employee has a financial interest in the supplying organisation.d The supplier is known to the Employee through membership of any organisation perceived as promoting mutual support, e.g. a Masonic order.e The Employee may be perceived as having been offered present or future benefit or position.

2.3 It is clear that precise guidance cannot be set down which covers all cases, but in case of any doubt, all Employees should seek guidance from the Chief Executive.

If it comes to the knowledge of any Employee that a contract or transaction in which they have financial interest, whether direct or indirect, has been, or is proposed to be entered into by the UELSU, in addition to making a declaration of interests they are asked immediately to give notice in writing to the Chief Executive.

2.4 The Chief Executive will ensure that, following any declaration of interests,

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the Employee concerned is not involved in the procurement process unless such involvement is unavoidable.

2.5 By making a declaration in good faith, Employees will be seen to be behaving properly in the process of the disbursement of UELSU funds, and will gain protection from allegations that they are not acting wholly in the interests of the UELSU.

2.4 The Chief Executive will ensure that, following any declaration of interests, the Employee concerned is not involved in the procurement process unless such involvement is unavoidable.

2.5 By making a declaration in good faith, Employees will be seen to be behaving properly in the process of the disbursement of UELSU funds, and will gain protection from allegations that they are not acting wholly in the interests of the UELSU.

3. Relationships - Guidelines for the Professional Conduct of Staff

3.1 The UELSU is an Equal Opportunities employer and, as such, recognises the importance of preserving the integrity of professional relationships between staff and students and between members of staff.

3.2 In order that the UELSU’s business is seen to be conducted in a fair and equitable manner it is necessary to take account of personal relationships that overlap with professional ones.

3.3 In the context of this document, a personal relationship is defined as:• Family relationship• Business or commercial relationship• Financial relationship• Sexual/romantic relationship• Close friendship of a social nature• Membership of an organisation which is perceived to operate for the advancement of its members individual interests, for example, the Freemasons.

3.4 Staff who are uncertain about whether they should declare a personal relationship, for example, if they know socially a colleague or student for whom they have a responsibility but do not consider the social relationship to be “close”, are invited to seek guidance on a confidential basis from the Chief Executive.

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4. Relationships between Members of Staff

4.1 Where a personal relationship exists between members of staff who also have a direct or indirect line management or supervisory relationship, the existence of the close personal relationship (but not necessarily its nature) must be disclosed to the Chief Executive.

4.2 Should a personal relationship develop between members of staff once they are in employment, where there is a line management or supervisory link, the existence of that relationship should be declared to the relevant senior manager with the responsibility resting on the more senior member of staff involved.

4.3 Staff who have such a personal relationship must not be involved in the recruitment, selection, appraisal, promotion or other processes whereby un fair advantage may be gained over another member of staff or where conflict of interest may exist.

4.4 Applicants for appointments at the UELSU will be asked to declare whether they: “Are related to, or are closely acquainted with, any Trustee, Officer , or any member of staff of the UELSU or any students and/or staff of the University of East London.”

5. Provision of Services

5.1 The regulations for setting prices are stipulated in the Financial Regulations of the UELSU. All Employees should ensure that they are not involved in any respect in recommending or setting prices or other negotiations where a potential conflict of interest could arise. The potential for conflicts of interest is defined in paragraph 1.3 above.

5.2 Precise guidance cannot be set down which covers all cases, but in case of any doubt, all Employees should seek guidance from the Chief Executive.

6. How to Make A Declaration of Interests

Declaration of interests should be made by email to the Chief Executive. IfEmployees do not have internet access, they should use the hard copy form at Annex A below.

6.1 All Trustees, Officers and Employees are required to make a declaration should the circumstances apply.

6.2 Information that should be declared is set out in the categories below.

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a) Remunerated employment, office, trade, profession or vocation. Employees should provide an adequate description of any employment or office from which they derive an income, and of any trade, profession or vocation carried out for profit or gain other than that from the UELSU or any of its subsidiaries.

b) Financial securities Employees are asked to give the names of any companies or other bodies corporate in which they own securities (e.g. shares, bonds etc) for their own benefit where the holding represents more than 1% of the issued capital of the relevant organisation. Where an Employee is a beneficiary of a trust then the declaration should include the names of the companies or other bodies corporate in which the trust holds securities where the holding represents more than 1% of the issued capital.

c) Contracts with the UELSU or University of East London Employees should give a brief description of the nature of any contract (other than their contact of employment or consultancy arrangements) which they have with the UELSU or any of its subsidiaries or with the University of East London. The obligation covers contracts between the UELSU and any company from which the Employee derives employment or is a director or in which the Employee has a financial interest as defined above.

d) Directorships, Governorships and Charity Trusteeships Employees should declare any directorships, governorships and charity trusteeships, with a brief description of the nature of the role.

e) Personal relationship interests. Employees must declare any personal interests in the form of relationships with other Employees, Officers, students and/or staff of the University of East London or members of the Board of Trustees, for example, where an Employee is married to or has a relationship with another Employee.

f) Membership of mutual support organisations. Employees are asked to list any organisation of which they are a member, which are perceived as organisations whose members offer mutual support, such as Masonic orders.

7. How information will be processed

7.1 All information supplied by Employees will be held on a Register of Interests and will remain confidential subject to the provisions of the Data Protection Act and the Freedom of Information Act. The Data Controller will be the UELSU Chief Executive.

7.2 The UELSU Chief Executive will maintain the register and ensure copies,

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including updates, are made available to the Finance Department.

7.3 A person making a declaration may at any time request a copy of their current declarations on application to the UELSU Chief Executive. The data will be kept securely either in electronic or hard copy formats.

7.4 All staff are assured that any declaration of interest will be processed in compliance with the data protection principles as set out in the Data Protection Act 1998. The data will be processed only to ensure that the UELSU’s procurement and contracting activity is fair to all parties involved and will not be used for any otherpurpose. In general terms, if in any doubt, all Employees are advised to declare an interest or potential interest. By so doing, they are then protected against allegations of acting in their own interests rather than those of the UELSU.

Responsible Officers:• Chief Executive• President

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ANNEX ADECLARATION OF INTERESTS OF TRUSTEES OFFICERS AND EMPLOYEES OF THE UELSU

Name (please print)………………………………………………............................

My declaration of interests

- I confirm that I have read and understood the Declaration of Interests Policy.

- I set out below, under the appropriate headings, my interests which are required to be declared under the Declaration of Interests Policy.

- I have put “none” where I have no such interests under a heading.

Other remunerated employment, office, trade, profession or vocation (see Para 762a) If none, state none.

Financial Securities (see Para 6.2b)If none, state none.

Contracts with the UELSU or University (see Para 6.2c) If none, state none.Directorships, Governorships, Charity Trusteeships (see Para 6.2d) If none, state none.

Personal Relationship Interests (see Para 6.2e) If none, state none.Membership of mutual support organisations (see Para 6.2f) If none, state none.

Membership of mutual support organisations (see Para 6.2f) If none, state none.

To be signed and datedTo the best of my knowledge, the above information is correct. I give my consent for it to be used for the purpose described in the Declaration of Interests Policy, but for no other purpose.

Name: (print) ________________________________________ Date:

Signed: _____________________________________________ Date:

Signed: _____________________________________________ Date: Chief Executive

Docklands:UEL Students’ Union (NB.G.01)University of East London4-6 University WayLondonE16 2RD

0208 223 7025

Stratford:UEL Students’ Union(SU Dome - UH)University of East LondonWater LaneLondonE15 4LZ

0208 223 4209