Candidate Briefing Pack

For the position of

Trustee

For

Age Cymru

July 2015

Age Cymru is a registered charity no: 1128436.

Contents

Letter from Chair 3

Governance Structure 4

Vision, Mission, Strategy and Operation Plan 5

Role Brief/Person Specification 6-7

Trustee Commitment 8

Code of practice for trustees 9-10

How to apply 11

Equality and Diversity Monitoring Form 12-14

Equality and Diversity Policy Statement 15

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Letter from Dr Bernadette Fuge OBE, Chair

Thank you for your interest in being a trustee of Age Cymru. I hope that you will find this pack informative and useful in supporting your decision to apply.

Age Cymru is the leading charity for older people in Wales, working in partnership with a range of trusted local partners, thereby delivering both nationally and locally.

The charity was born in 2009 as the result of the merger of Age Concern Cymru and Help the Aged in Wales, two long established and respected charity brands, and we are an essential component within the Age UK network that includes our counterpart charities in England, Scotland and Northern Ireland.

We are looking to recruit trustees who are dedicated and will support Age Cymru to new levels of success, ensuring that we play the fullest possible role in improving the lives of older people in Wales.

Age Cymru is committed to equality and diversity and believe that the governance of our charity is enhanced when we have trustees from a diverse range of backgrounds and skills.

We are at a very exciting stage in our evolution having recently expanded our remit to create the Age Cymru Group of companies which include a retail company, trading company and a social enterprise.

I very much look forward to receiving your application.

Yours faithfully

Bernadette FugeChair

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Governance structure

Age Cymru’s Board of Trustees has control of the charity and its property and funds and is responsible in law for the governance the charity and its subsidiary companies.

Age Cymru’s Articles of Association allows for 12 trustees to be appointed including the Chair. One trustee is nominated by local Age Cymru partners and one trustee is nominated from the Consultative Forum.

Co-opted Trustees

The Board of Trustees is able to co-opt additional trustees to fill a vacancy in their number or as an additional trustee. Co-opted trustees only hold office until the next AGM but may be re-elected. Co-opted trustees have the same voting rights as all other trustees. The total number of co-opted trustees must not exceed one third of the total number of trustees.

The main committees of the Board are the Strategic Finance Committee and the Audit and Risk Committee. The functions of the committees are to review and report to the Board on internal controls, risk management and financial management.

The Remuneration and Nomination Committee leads the process of trustee appointments and appointments to subsidiary company boards, determines the salary and contract of the Chief Executive and reviews pension, employment and remuneration policies for the Charity.

Legal Objects

Age Cymru is a charitable company limited by guarantee and registered in England and Wales so our trustees are both charity trustees and company directors.(Charity registration number 1128436, Company Registration Number: 6837284).

The charity’s purposes, as set out in its objects contained in the Articles of Association, are:

Preventing or relieving the poverty of older people Advancing education Preventing or relieving sickness, disease or suffering in older people (whether emotional,

mental and/or physical) Promoting equality and diversity Promoting the human rights of older people in accordance with the Universal Declaration of

Human Rights Assisting older people in need by reason of ill-health, disability, financial hardship or

disadvantage Other charitable purposes for the benefit of older people as the Trustees may from time to time

decide.

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Vision, mission, strategy and operational plan

Our vision for a world in which older people flourish is shared with our national partners across the UK.

Our mission is to improve life for older people.

Our ambition is for:

a world where we celebrate ageing and treat people of all ages fairly, with dignity and respect financial security for us all and an end to poverty in later life better health for longer and improved care when we need it excellent support to stay independent when we are frail or caring for loved ones communities where every one of us is able to have fun, take part and have a voice diversity to be recognised and support for the most vulnerable to be provided products and services designed to meet our needs as we age.

Vision, Strategy, Operational Plan

Age Cymru’s annual operation plan provides a framework to manage and develop its work over the next 3 years. The plan outlines the key areas Age Cymru is focusing on to ensure that we can create an age friendly Wales.

In delivering its vision, Age Cymru seeks to innovate, motivate and drive forward continual improvement in its operation. Age Cymru will deliver in line with its values: caring, determined, effective, empowering and inclusive.

The Age Cymru Strategy - Creating an age friendly WalesIn order to create a country that is truly ‘age friendly’, a place in which older people can flourish, we will develop our work in these eight key areas.

(1) rights & participation. “I can expect employers, service providers and the public to include me and know how to do it”. “I amprotected from discrimination and exclusion by comprehensive, enforceable civil and human rights”.(2) informed & included. “I have access to the right level of information, advice and advocacy when I need it”.(3) social inclusion. “I have access to appropriate social activities and learning opportunities when I want them”.(4) quality social care. “I can access excellent quality social care & support should I need it, that is directed by me”(5) quality healthcare. “I can understand and manage any health issue I have & expect the highest quality health care”.(6)financial inclusion. “I have enough money to meet my needs and to live a good quality life”.(7) homes & communities. “I can live in my home and community without environmental or social barriers to prevent my participation”(8) transport. ‘I can access the transport I need to help me get out and about’

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Role BriefPosition: Trustee

Location: Meetings are normally held in Cardiff

Reports to: Chair

Overall Responsibility:

As a member of the Trustee Board, it is the responsibility of every trustee to ensure that Age Cymru operates in a manner which enables it to fulfil its charitable objects as set out in the Memorandum & Articles of Association in as effective a manner as possible.

Specific Duties:

1. To ensure that Age Cymru complies with its Memorandum & Articles of Association, charity law, relevant company law and any other relevant legislation or regulations.

2. To ensure that Age Cymru pursues its charitable objects as defined in the Memorandum & Articles of Association and applies its resources exclusively in furtherance of its charitable objects.

3. To safeguard Age Cymru’s good name and principles.

4. To maintain proper governance by ensuring that the Board:-

agrees the charity’s strategic direction and goals; ensures that risk audits are conducted regularly and that strategies for risk management

are in place; defines the boundaries of management authority and delegates to management the

implementation of plans and budgets; monitors performance on a regular basis and holds management accountable for

outcomes; ensures that proper processes are in place for the appointment, dismissal and

monitoring the performance of the Chief Executive;

5. To ensure the financial stability of the charity.

6. To protect and manage Age Cymru’s property and to ensure the proper investment of its funds.

7. To represent properly any agreed Board position or decision when speaking publicly.

8. To ensure that proper processes are in place to review the Board’s performance annually.

9. In addition to the statutory duties of all trustees, each trustee should use any specific knowledge or experience he or she may have to help the Board of Trustees reach sound decisions. This will involve scrutinising Board papers, participating in 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 Age Cymru’s work in which the trustee has special expertise.

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Person SpecificationAll individuals selected will be expected to demonstrate the abilities to deliver against the essential criteria.

Title: Trustee

Requirements Essential/Desirable

A commitment to the aims and values of Age Cymru. E

An understanding and acceptance of the legal duties, responsibilities and liabilities of trusteeship.

E

A willingness to devote the necessary time and effort to their duties as a trustee.

E

Experience to think strategically and creatively. E

Ability to make sound, independent judgement. E

Ability to know when to seek professional advice. E

Ability to work effectively as a member of a team. E

Commitment to Nolan’s seven principles of public life: selflessness, integrity, objectivity, accountability, openness, honesty and leadership.

E

Ability to speak Welsh. D

Following a recent governance review, we are looking to recruit trustees who have additional skills and experience in:- Marketing and PR

Experience A strong, demonstrable track record in marketing (charity sector experience an advantage). Knowledge and experience of simultaneous marketing across a diverse range of activities

(including campaigning, fundraising, engagement, influencing and commercial aspects). Experience in social media and digital marketing. Understanding of operating bilingually A team player who participates in open and challenging discussions as part of the decision

making process. He/she should be passionate about creating an age friendly Wales.

Duties Provide strategic direction for the marketing activities to achieve Age Cymru’s vision and

mission. Work with the Head of Marketing to develop a short, medium and long-term marketing

strategy(ies) for the Age Cymru Group. Help recruit the marketing volunteers. Visible to provide tangible support and guidance to the marketing team.

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Trustee Commitment

Each individual trustee is expected to attend Trustee Board meetings on a regular basis and to make all reasonable efforts to avoid other commitments on these occasions. These meetings require significant preparation time prior to the Board meeting to read papers. Each trustee is also required to attend other such meetings as are determined by the Trustee Board.

The Trustee Board meets 6 times each year usually in Cardiff. Meetings normally run from 10am to 3pm.

Meeting dates for 2015 are: 22 September, 10 & 11 November (board engagement days).The term of appointment is 4 years.

Trustees will be provided with induction to Age Cymru on their appointment, tailored to their requirements. Some trustees will be members of Committees, either of a standing or ad hoc nature.

As a trustee, there is no remuneration for these positions. However, reasonable out-of-pocket expenses will be paid in line with Age Cymru’s agreed policy and practice.

Liability of TrusteesThere are two circumstances in which trustees of a charity may put themselves at risk of personal liability:-

if they cause loss to the charity by acting unlawfully, imprudently or outside the terms of the charity’s governing document;

if they commit the charity to debts which amount to more than its assets.

The Charity Commission states in leaflet CC3, The Essential Trustee: What you need to know, that “if trustees act prudently, lawfully and in accordance with the governing document, then any liabilities (i.e. debts or financial obligations) that they incur as trustees can normally be met out of the charity’s resources. However, if trustees incur liabilities or debts that amount in total to more than the value of the charity’s assets, they may not be able to cover themselves in full out of the charity’s property, even if the liabilities have been properly incurred”.

Age Cymru trustees are insured against personal liability arising from acts properly undertaken in the administration of the charity or acts undertaken in breach of trust but which are an honest mistake.

Disqualifications

You are disqualified from being a charity trustee or a company director if you:

have an unspent conviction for an offence involving deception or dishonesty are an undischarged bankrupt have been removed from trusteeship of a charity by the Court or the Commissioners for

misconduct or mismanagement are under a disqualification order under the Company Directors Disqualification Act 1986 are under sixteen years old

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Code of Practice for Age Cymru Trustees

IntroductionAll charity trustees have legal duties and responsibilities. The most important of these are summarised in the Charity Commission's leaflet ‘The Essential Trustee: What you need to know’ (CC3).

This Code of Practice is not a list of trustees' legal duties, although many of the elements of the code are based on legal principles. The conduct and practices in this Code go beyond what the law requires in some respects, but they are nevertheless fully consistent with the law.

Purpose of the codeTo set out the relevant standards expected of trustees of Age Cymru in order to maintain the highest standards of integrity and stewardship; to ensure that Age Cymru is effective, open and accountable; and to ensure a good working relationship with the Chief Executive and the Directorate.

General1. Trustees must act with probity and due prudence and should take and consider

professional advice on anything in which the trustees do not have expertise themselves.2. A trustee must administer Age Cymru and all its assets in the interest of current, potential

and future beneficiaries.3. Trustees should hold themselves accountable to the Age Cymru’s stakeholders, including

the public, for the Board's decisions, the performance of the Board and the performance of Age Cymru.

4. Except where legally authorised, trustees must not gain financial or other material benefit for themselves, their families or their friends from their trusteeship of the charity. Nor must a trustee attempt to use his/her status as trustee to gain customer advantage within Age Cymru.

5. Expense claims must be in line with the relevant policy and must be accurate and accountable. The Board should ensure that regularly review the written policies on claiming of expenses by trustees.

6. A trustee must not place him/herself under any financial or other obligation to outside individual organisations that might influence him/her in the performance of his/her official duties.

7. Trustees should conduct themselves in a manner which does not damage or undermine the reputation of Age Cymru or its staff individually or collectively and should not take part in any activity which is in conflict with the objects or which might damage the reputation of Age Cymru.

8. Trustees must make decisions together and take joint responsibility for them. The extent to which any one trustee or a small group of trustees is empowered to speak for or take action on behalf of Age Cymru or the Board must (subject to any specific constitutional rules) be a matter for all trustees to decide together. Such decisions must be recorded.

9. Trustees who sit on the Board as the nominee of a network or organisation must accept that their sole responsibility is to Age Cymru, not to their nominating group or body.

10. Gifts in connection with a trustee’s role should not be solicited. If gifts are offered they become the property of the organisation and must be used for the benefit of it. Any exceptions to the rule will be laid down in an agreed policy. Gifts or hospitality offered by any outside supplier or commercial organisation must be approved in advance by the Chair or, in his or her absence, another honorary officer. Gifts or hospitality offered to the Chair should be approved in advance by the Deputy Chair wherever possible.

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Responsibilities11. Trustees must, with the help of the Chief Executive and the Directorate, formulate and

review regularly Age Cymru’s vision, values and long-term strategy as well as policies for their fulfilment.

12. With the assistance of the Chief Executive, the Directorate and appropriate professional advisers, trustees must ensure that Age Cymru complies with regulatory and statutory requirements and must exercise overall control over Age Cymru’s financial affairs. In addition to compliance with statutory requirements, trustees should have a commitment to the development and implementation of good practice.

13. Trustees must be familiar with and keep under regular review the articles of association of Age Cymru. Any changes must be made in accordance with legal requirements.

14. In order to develop a working knowledge of Age Cymru and to give themselves credibility, trustees should endeavour to maintain links and keep in touch with Age Cymru by regular visits to the charity’s offices. Unless there is a good reason to believe that the Chief Executive’s actions are threatening the probity of Age Cymru, all such visits should be made by arrangement with the Chief Executive or appropriate Director.

Meetings of The Board Of Trustees

15. Trustees must strive to attend all meetings regularly, ensuring they prepare for and contribute appropriately and effectively.

16. Trustees should bring a fair and open-minded view to all discussions of the Board and should ensure that all decisions are made in the charity's best interests.

17. Trustees must aim to foresee and avoid any conflict of interest. Where one arises, a trustee must at once declare the interest and absent him/herself from any discussion or vote taken on the matter by the other trustees. Any transaction under which the trustee will benefit either directly or indirectly must have proper legal authority.

18. Confidential information or material (relating to users, beneficiaries, members, staff, commercial business, etc) provided to, or discussed at a Board meeting must remain confidential and within the confines of the Board and must not be discussed outside the trustee body.

19. Trustees have a responsibility to develop and ensure the maintenance of a properly constituted, balanced and competent Board, including clear procedures for selection, election, training, retirement and if necessary, removal of trustees.

Staff20. Trustees must ensure there is a clear understanding of the scope of authority delegated to

the Chief Executive.21. Policies and strategies agreed by trustees should be expressed in unambiguous and

practical terms, so that the Chief Executive or the Directorate member responsible for implementing those policies are clear what they need to do. Directions given to the Chief Executive and the Directorate should come from the Board as a whole.

22. Trustees should act fairly and in accordance with good employment and equal opportunities principles in making decisions affecting the appointment, recruitment, professional development, appraisal, remuneration and discipline of the Chief Executive and other staff.

23. Trustees must understand, accept and respect the difference in roles between the Board, the Chief Executive and the Directorate, ensuring that the Honorary Officers, the Board, Chief Executive and the Directorate work effectively and cohesively for the benefit of Age Cymru, and develop a mutually supportive and loyal relationship.

24. Having given the Chief Executive delegated authority, trustees should be careful - individually and collectively - not to undermine it by word or action.

Acknowledgement – This Code of Practice has been revised from a model provided by the Association of Chief Executives of Voluntary Organisations (ACEVO). The model Code of Conduct was produced after two extensive rounds of consultation with Chairs of Trustees, Trustees and Chief Executives. The Charity Commission welcomed the initiative and lent support in the preparation of the Code.

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How to Apply

Please provide:

1. A supporting statement, demonstrating your motivation for this role and explaining how you believe your skills and experience match the requirements of the role. (Please refer to the person specification on page 7)

2. A comprehensive CV including details of your achievements in each role and including details of two referees.

3. A completed Equal Opportunities Monitoring Form (attached).

Recruitment Timetable

Shortlisted applicants will be invited to an interview.

Email or post completed applications to:

Maria HamlettFREEPOST RLTL-KJTR-BYTTUnit 13-14 Neptune CourtVanguard WayCardiff CF24 5PJ

Telephone: 029 20 431555

Maria.hamlett@agecymru.org.uk

For further information please visit www.agecymru.org.uk for further detailed information on the current work that the charity is undertaking.

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In Strict Confidence

Recruitment Equalities and Diversity Monitoring Form

Age Cymru is strongly committed to equality and diversity. This commitment is fundamental to the achievement of Age Cymru’s vision and objectives.

So that we can measure how far we are succeeding in promoting equality and diversity, we would be grateful if you would complete this fully anonymised monitoring form. The information gained from this form will be used for evaluation purposes only. If you would rather not answer the questions posed under any of the headings please simply leave blank.

Application for the Post of:

When answering the questions, please circle the appropriate words.

1. What is Your Gender?

Male Female Prefer Not to Say

Have you ever identified as transgender?

For the purpose of this question “Transgender” is defined as an individual who lives, or wants to live, full time in the gender opposite to that they were assigned at birth.

Yes No Prefer Not to Say

2. Which age group do you fall into:

16 – 24 25 – 34 35 – 44 45 – 54

55 – 64 65 – 70 71 – 75 76 – 80

81 – 85 86+ Prefer Not to Say

3. Do you consider yourself to have a disability according to the terms given in the Equality Act 2010?

Yes No Prefer Not to Say

If you wish to provide any additional details please do so below:

The Equality Act 2010 defines a person as disabled if they have a physical or mental impairment, which has a substantial and long term and has an adverse effect on the person’s ability to carry out normal day-to-day activities.

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4. What is your ethnic group? Choose ONE section, then circle the appropriate box to indicate your cultural background (These are based on the Census 2001 categories, and are listed alphabetically).

Asian, Asian British, Asian English, Asian Scottish, or Asian Welsh

Bangladeshi Indian Pakistani

Any other Asian background, please write in:

Black, Black British, Black English, Black Scottish or Black Welsh

African Caribbean

Any other Black background, please write in:

Chinese, Chinese British, Chinese English, Chinese Scottish, Chinese Welsh, or other ethnic group

Chinese

Any other ethnic background, please write in:

Mixed

White and Asian White and Black African

White and Black Caribbean White and Chinese

Any other Mixed background, please write in:

White

British English Irish Scottish Welsh

Any other White background, please write in:

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5. What is your religion/belief/non-belief?

No religion Baha’I Buddhist

Christian Hindu Jain

Jewish Muslim Sikh

Any other religion or belief (specify if you wish)

6. What is your sexual orientation?

Bisexual Gay Man Lesbian/Gay Woman

Heterosexual /straight Prefer Not to Say

Other - Please specify:

7. Do you have Caring Responsibilities?

Yes No

The Work and Families Act 2006 defines a carer as someone who cares for or expects to care for, a husband, wife or partner, a relative such as a child, uncle, sister, parent-in-law, son-in-law or grandparent, or someone who falls into neither category but lives at the same address as the carer.

Advertising Monitoring

It is useful for the organisation to monitor the effectiveness of our advertising. Please could you assist us by indicating where you found out about this vacancy in the box below.

Many thanks for your time

Western Mail – please specify whether on-line or paper

Big Issue Cymru

Recruit 3

WCVA

Website (Age Cymru)

Thank you for your co-operation

Age Cymru is a registered charity no: 1128436.

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Policy Statement

The Age Cymru Group is committed to advancing equality, embracing diversity and promoting human rights. This commitment is fundamental to the achievement of Age Cymru's vision and objectives.

Our starting point is always to treat people fairly, with dignity and respect and our policies and practices are based on the principles of equality and diversity. We recognise and embrace the diversity of all our beneficiaries, stakeholders and employees, customers and actively promote equality in line with legislative and good practice guidance.

Mar 2013

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Equality and Diversity