Vacancies at the ECF

Company Secretary

Background

The current Company Secretary, John Philpott, intends to retire from this role by April 2017 and a replacement is now sought.

The Company Secretary reports to the Non-Executive Chairman of the Board and contributes to the overall success of the organisation by ensuring that the Federation complies with all its legal obligations under that relevant rules and regulations of the Companies Act.  Additionally, the Company Secretary oversees the production of Board and Council minutes and manages the electoral activities for Council meetings.

Principal Duties

  • Maintaining the statutory registers
  • Ensuring that statutory forms are completed promptly
  • Providing Board members, members and auditors with notice of meetings in a timely manner
  • Ensuring that filings to Companies House are made on a timely basis including appointments and resignations of directors
  • Preparing the agendas for Council and Board meetings in conjunction with the respective chairmen of those meetings
  • Overseeing the production of the minutes for Council and Board meetings
  • Managing the calling of general meetings of Council, the distribution of relevant documentation and publication on the website for the meeting
  • Managing the electoral processes of the Federation in accordance with the procedural bye laws
  • The Company Secretary is expected to attend Council and Board meetings
  • Oversee the duties of the Voting Registration Officer (VRO)

Other Duties

  • Ensure that the Board meetings and general meetings of Council comply with the Federation’s governing Articles, Regulations and procedures
  • Maintain records including those of present and past office holders
  • Ensure that the publication of annual reports and accounts comply with the Federation’s Articles, Regulations and procedures
  • Review relevant legislation relating to the duties of the Company Secretary

Time Commitment

  • Including attendance at Council and Board meetings, overseeing the production of agendas and minutes: 15 days per annum

Skills and experience required

  • Administrative experience in dealing with corporate records and organising meetings
  • Recognised qualification in company secretarial activities, legal activities or accounting preferred, but not essential

Other

The Company Secretary is expected to liaise effectively with the Non-Executive Chairmen of Council and the Board, Board members, the Office staff and with others interfacing with the Federation.

If you are interested in this role please contact the Company Secretary, John Philpott


Financial Controller

Background

The current Financial Controller, John Philpott, intends to retire from this role by April 2017 and a replacement is now sought.

The Financial Controller reports to the Finance Director and contributes to the overall success of the organisation by managing all the accounting tasks, supporting the requirements for corporate, income tax and VAT and the formulation of budgets.

Accounting Tasks

  • Ensuring that complete and accurate accounting records are maintained
  • Ensure that complete and accurate documentation is maintained for all financial transactions
  • Ensure that the bookkeeping systems and activities are maintained for the general ledger, accounts receivable, accounts payable and payroll.
  • Ensuring that all statutory requirements in relation to pension payments, Income tax, corporation tax and VAT are met
  • Reconciliation of bank and savings accounts, income and payments, and cash flow management
  • Prepare all accounting records and supporting documentation for the annual audit and production of the annual accounts
  • Liaison with the auditors for the preparation of the annual accounts

Management Information

  • Provide the formation necessary for the production of regular management accounts and information for the Board and directors on a regular (regularity to be agreed) and ad hoc basis.

Budgeting

  • Support the production of the annual budget

Development

  • Support the development of accounting and office procedures
  • Support the computerisation of the accounting and information systems

Skills and experience required

  • Maintaining accounts and accounting records up to trial balance
  • Recognised accounting qualification preferred, but not essential

Time Commitment

  • Estimated at one and half to two days per week on average equivalent to 75 to 100 days per annum

Other

The Financial Controller is expected is liaise effectively with the Finance Director, the Office staff, Board members and with others interfacing with the Federation.

If you are interested in this role please contact the Finance Director, David Eustace


Legal Services to the ECF Board
For a number of years the ECF has enjoyed pro bono legal services offered by David Anderton and David’s law firm, Ansons LLP. At his retirement in October 2015, the ECF has been very fortunate to secure pro bono legal services of Melville Rodrigues and his law firm, CMS Cameron McKenna LLP.

The ECF Board and Melville recognise that the ECF Board is looking for a range of pro bono legal services i.e. services in addition to those services currently provided by Melville and CMS.

The ECF Board wishes to add to the team of law firms who can offer pro bono legal services to the ECF Board. Melville will co-ordinate with the representatives of the additional law firms so the ECF Board can benefit from relevant expertise from the team of law firms (including CMS). The ECF will permit the additional law firms to publicise that they are pro bono legal service providers to the ECF Board, and the law firms’ status will be confirmed on the ECF’s website.

If you (i.e. a practising solicitor in England) feel that you and your law firm have areas of expertise and your firm would like being added to the team of law firms who would assist on a pro bono basis the ECF Board, please email Mike Truran, ECF Chief Executive, before 29th April 2016 indicating your firm’s areas of expertise. Mike will follow up with you and introduce you to Melville.


Junior Directorate Business Manager
De facto the deputy to the Junior Director (JD), in particular responsible for financial planning and control across the Directorate

Key areas of accountability
Developing and managing financial plans & budgets, and ensuring financial control across the directorate (in particular for the newly founded Academy)
Developing funding requests to the John Robinson Trust / other sources of financial support
Drafting / reviewing policy across the directorate (in close liaison with the Junior Director)
Overseeing commercial agreements (e.g. with training providers, sponsors, etc.)
Ensuring that there is a host organiser for the annual U18 & U13 county championships
Day to day management of the rest of the junior team (including deputising for the Junior Director as needed)
Liaising with the ECF’s Finance and Commercial Directors, as appropriate.

Required skills
Financial literacy (a background in finance, strategy or business management are likely to be essential)
Team leadership
Highly organised and decisive
Able to challenge others constructively (e.g. to ensure budgets are stuck to), but sensitive to the needs and expectations of volunteer staff
Good communication skills

Please apply to – Traci Whitfield at director.juniorchess@englishchess.org.uk


Head of Junior International Events
Responsible for the successful delivery and management of ECF junior team trips to international events.  This is a team leadership role; there are a number of existing volunteers in place.  The role also requires close working with the ECF’s Office Manager (who along with his/her staff will execute much of the day-to-day administrative work).

Key areas of accountability
Managing and implementing selection policy (policy is set by the Junior Director in consultation with the Board, however this post holder is expected to contribute to that policy; further the Junior Director makes final decisions on selections but primarily based on data and advice provided by the Head of Junior International Events)
Managing and directing the team of volunteers (in particular Heads of Delegation for the various trips and the Junior Selections Ratings Officer who maintains the data used to support selections)
Liaising with parents, ensuring a clear two-way flow of information
Ensuring the successful delivery of each trip.  Including but not limited to ensuring a suitable Head of Delegation and coaches are in place, invitations are issued, contracts are sent out to coaches, cost estimates are provided, teams are registered correctly and necessary fees paid, team shirts and badges are provided etc.
Resolving issues as needed, acting as a point of escalation from Heads of Delegation as required

Required skills
Team leadership
Highly organised and decisive
Sensitive to the needs and expectations of both volunteer staff and parents and their children
Strong communication skills both written and in person
Basic numeracy
Ideally, some exposure (e.g. as a parent or a player) to international junior events run under the auspices of FIDE and/or ECU
Ideally, a willingness to act as an event Head of Delegation him/herself

Please apply to – Traci Whitfield at director.juniorchess@englishchess.org.uk


Manager of ICT
The person appointed will be responsible for providing advice to the Board on all ICT matters. He/she will support the office to ensure that the office ICT is maintained, and provide advice as necessary on upgrades to the office ICT infrastructure. The Manager is appointed by the Board and reports to the Commercial Director


Controller, Counties Rapidplay Championship
The holder of this post reports to the Director of Home Chess
(Alex Holowczak Email: director.homechess@englishchess.org.uk)
Please contact him for further details and to make applications


National Primary Schools Co-ordinator (South)
The holder of this post above reports to the Director of Junior Chess and Education
(Traci Whitfield Email: director.juniorchess@englishchess.org.uk)
Please contact her for further details and to make applications

These are all voluntary (unpaid) posts