Clerk of the Worshipful Company of Carmen

The Worshipful Company of Carmen was founded in 1517 when it was established to regulate London's cartage and transport trade and it is the 77th of the City London Livery Companies. Today, its approximately 700 members come from the Transport and Logistics Profession who enjoy the Fellowship that the Company offers at events across the year and take part in charitable activities to support education within Livery Schools and the wider industry.

The biggest event of the year is the Cart Marking Parade with a Luncheon for over 500 guests held in July in the Guildhall and a ceremony to brand mark over 50 interesting, historic and unusual vehicles!

The tradition function of the Clerk’s Role is to uphold the ethos and traditions of the Company, to support and advise the Master, Wardens, Court and Committees with strategic and operational matters of the Company and to manage, through the Company’s staff (currently one), the implementation of decisions of the Court and its committees.

This is a full-time role and the Clerk is based in the Carmen's Hall on Fleet Street and is required to be in the office every day and there will be some after-hours and weekend working to manage or attend events. The role manages and works closely with the Hall Keeper / Beadle who is also based in the office and is responsible for the building and some of the ceremonial activities.

The key functions of the role are:

Membership

• Respond to enquiries from potential member, administer the membership admission process and arrange Freedom and Livery Ceremonies, liaise with the City of London for City Freedom Ceremonies
• Manage membership the database
• Administer the WhatsApp Group and other electronic communications channels.
• Mange the website
• Respond to all member and public enquires.
• Produce regular updates and communications and circulate to the members electronically.
• Issue membership invoices and manage payments.
• Co-operate with and support all office holders and members of the Company appointed by the Court in support of internal and external Company activities.

Event Management

• Plan, budget, monitor, organise and implement all Company events, including the Master’s visits and associated activities.
• Management of all suppliers and other third parties.
• Manage event and ticket sales section of the website, reconcile payments and issue joining instructions, tickets etc.
• Attend all Company functions and represent the Company at Livery Events including after hours and weekends as required.

Administration

• All day-to-day management of the Company affairs and implementation of the Court’s instructions.
• Co-ordination of committee meeting schedules, circulation of documentation and support to committee chairs as requested.
• Produce Minutes of Committee meetings, where acting as secretary.
• Manage the website and provide collateral for social media
• Line management and development of the Beadle / Hall Keeper and any other staff or contractors as needed.
• Support the Hall Keeper with hall management and maintenance and deputise for him in his absence.
• Ensure the Company complies with all necessary regulations including and not limited to Health and Safety at Work, Employment Law, GDPR, financial rules and that all necessary registrations are kept up to date.
• Management of suppliers and third parties.
• Oversight of lettings within the Hall.

Finance

• Day-to-day management of the Company finances including invoicing, payments, banking and cashflow management using the Company’s finance system.
• Support and assist the Honorary Treasurer in operating the financial affairs of the Company, including the preparation and presenting of budgets and financial accounts.
• Nurture all relevant relationships with other bodies, especially Guildhall, Mansion House, our Patron, other Livery Companies and military affiliates.

Charities

• Provide website and digital fundraising support to the Carmen Benevolent Trust.

Projects

• Manage or be involved in company projects including working closely with the working groups as needed.

Person Specification

• Administrative competence, experience and efficiency
• An enthusiastic approach to the Company’s activities
• Experience of membership and voluntary organisations
• Excellent social and interpersonal skills and enjoy attending social events.
• High level of business acumen
• Success in planning and delivering events
• Energy, commitment and integrity

In addition, the candidate will be:-

• Highly IT literate and able to manage the company’s digital communications, website, financial software, membership database and event software. (Wordpress, ConstantContact and Subscriber)
• Financially competent with an excellent understanding of bookkeeping and budgeting and familiarity with SAGE.
• Confident with tradition and understanding of ceremony and protocol
• Able to work flexibly to meet the needs of the Company and attend events as appropriate in support of the Company
• Knowledgeable about Health and Safety, Building Controls and Maintenance and ideally be First Aid trained.
• Be able to attend the Company Office 5 days a week.

The closing date for applications is 11th September, interviews will be held during the week commencing 21st September with the Master and other senior members of the company. The appointment decision will be made by the end of September and ratified by the October Court Meeting, with a start date to suit the candidate but ideally before the end of the year.

The salary will be £68-70,000 pa with 28 days holiday.