Faces In Focus Mission Statement

Faces in Focus aims to promote the well-being of young people aged 11-25 years. We work with them to build upon their assets so they can exercise their individuality, be empowered to make informed choices about their futures and fulfill their potential.

Probation

  • All volunteers complete a 90 day probation before being offered the role permanently

Conflict of Interest

What is a conflict of interest and what issues does it raise?

A conflict of interest is any situation in which a trustee’s personal interests, or interests which they owe to another body, and those of the charity arise simultaneously or appear to clash.

We recognise that it is inevitable that conflicts of interest occur. The issue is not the integrity of the trustee concerned, but the management of any potential to profit from a person’s position as trustee, or for a trustee to be influenced by conflicting loyalties. Even the appearance of a conflict of interest can damage the charity’s reputation, so conflicts need to be managed carefully. To this end the Board has a conflict of Interest Policy based on Charity Commission Guidance.

You should fully understand this guidance in order to fulfill your responsibilities as a trustee and determine if you have any existing conflicts of interest that should be declared.

Once you feel you have an understanding of the organization, have declared any conflicts of interest in accordance with guidance and only when you are clear you are happy with the responsibilities that you are agreeing to take on as a Trustee you should sign the following declaration and return to the Chief Executive.

Lord Nolan's 7 Principle's of Public Life

Lord Nolan's 7 Principle's of Public Life

The 7 principles of public life apply to anyone who works as a public office-holder. This includes people who are elected or appointed to public office, nationally and locally, and all people appointed to work in:

  • the civil service
  • local government
  • the police
  • the courts and probation services
  • non-departmental public bodies
  • health, education, social and care services
  • The principles also apply to all those in other sectors that deliver public services.

They were first set out by Lord Nolan in 1995 and they are included in the Ministerial code.

You agree with holding a public office that the following guidelines apply to you in that the practice of:

  • Integrity : Holders of public office must avoid placing themselves under any obligation to people or organisations that might try inappropriately to influence them in their work. They should not act or take decisions in order to gain financial or other material benefits for themselves, their family, or their friends. They must declare and resolve any interests and relationships.
  • Objectivity : Holders of public office must act and take decisions impartially, fairly and on merit, using the best evidence and without discrimination or bias.
  • Accountability : Holders of public office are accountable to the public for their decisions and actions and must submit themselves to the scrutiny necessary to ensure this.
  • Openness : Holders of public office should act and take decisions in an open and transparent manner. Information should not be withheld from the public unless there are clear and lawful reasons for so doing.
  • Honesty : Holders of public office should be truthful.
  • Leadership : Holders of public office should exhibit these principles in their own behaviour. They should actively promote and robustly support the principles and be willing to challenge poor behaviour wherever it occurs.

You can download the book 'Striking The Balance' from the government website

Applicant’s eligibility to be a trustee

  • I am over age 18.
  • I am not an undischarged bankrupt.
  • I have not previously been removed from trusteeship of a charity by a Court or the Charity Commission.
  • I am not under a disqualification order under the Company Directors' Disqualification Act 1986.
  • I have not been convicted of an offence involving deception or dishonesty (unless the conviction is spent).
  • I do not have any financial interests in conflict with those of Faces In Focus (either in person or through family or business connections) except those that I have formally notified in a conflict of interest statement. I will specifically notify any such interest at any meeting where trustees are required to make a decision which affects my personal interests, and I will absent myself entirely from any decision on the matter and not vote on it.
  • I undertake to fulfill my responsibilities and duties as a trustee of Faces In Focus in good faith and in accordance with the law and within Faces In Focus objectives/mission and Code of Conduct for trustees.
  • I am, in the light of the above, not disqualified by the Charities Act 1993 (section 72) from acting as a charity trustee.

The key duties of a trustee

Trustee Roles and Responsibilities

The trustee roles, responsibilities are set in Act of law. They are none negotiable. They are obligatory, and it is expected that everyone making decisions for actions to be taken by the organisation is doing so is acting on an advisor to the organisation and is obligated to inform the board. So that any decision that has an impact on those connected to the organisation is recorded for public inspection.

  • I can understand the charity’s purposes as set out in its governing document.
  • I can support what the charity will do, and will achieve.
  • I can understand all of the charity’s activities are intended to further or support its purposes.
  • I can understand how the charity benefits the public by carrying out its purposes.

Complying with the charity’s governing document and the law

  • I will make sure that the charity complies with its governing document.
  • I will take reasonable steps to find out about legal requirements, for example by reading relevant guidance or taking appropriate advice when you need to.
  • I will endevour with my co-trustees to ensure that charity details on the register are up to date and ensure we send the right financial and other information to the commission in the annual return or annual update.

Acting in the charity’s best interests

  • I will do with the other co-trustees (and no one else) decide what will best enable the charity to carry out its purposes
  • I will with the other co-trustees, make balanced and adequately informed decisions, thinking about the long term as well as the short term.
  • I will avoid putting myself in a position where my duty to the charity conflicts with my personal interests or loyalty to any other person or body.
  • I will avoid putting myself in a position where my duty to the charity conflicts with my personal interests or loyalty to any other person or body.
  • I will not receive any benefit from the charity unless it’s properly authorised and is clearly in the charity’s interests; this also includes anyone who is financially connected to me, such as a partner, dependent child or business partner.

Managing the charity’s resources responsibly

Trustees must act responsibly, reasonably and honestly. This is sometimes called the duty of prudence. Prudence is about exercising sound judgement. You and your co-trustees should put appropriate procedures and safeguards in place and take reasonable steps to ensure that these are followed. Otherwise you risk making the charity vulnerable to fraud or theft, or other kinds of abuse, and being in breach of your duty.

  • I will with the other co-trustees, make sure the charity’s assets are only used to support or carry out its purposes.
  • I will with the other co-trustees, not take inappropriate risks with the charity’s assets or reputation.
  • I will with the other co-trustees, not over-commit the charity.
  • I will with the other co-trustees, take special care when investing or borrowing.
  • I will with the other co-trustees, comply with any restrictions on spending funds.

Acting with reasonable care and skill

  • I will with the other co-trustees, use reasonable care and skill, when making use of my skills and experience and will take appropriate advice when necessary
  • I will with the other co-trustees, use reasonable care and skill, when making use of my skills and experience and will take appropriate advice when necessary.
  • I will with the other co-trustees, give enough time, thought and energy to my role, for example by preparing for, attending and actively participating in all trustees’ meetings.

Ensuring the charity is accountable

You and your co-trustees must comply with statutory accounting and reporting requirements.

  • I will with the other co-trustees, ensure that the charity is complying with the law, well run and effective.
  • I will with the other co-trustees, ensure appropriate accountability within the charity, particularly where we delegate responsibility for particular tasks or decisions to staff or volunteers.
  • I will endevour to apply risk management principles and practices to reduce harm to organisation.

Trustee Induction Pack

Welcome and thank you for agreeing to become a trustee of Faces In Focus. The following information should help you get an understanding of your 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.

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.

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

We hope you will enjoy making a difference to society and to supporting Faces In Focus to deliver its charitable objectives. And remember that, as well as regulating charities and protecting their reputation, the Charity Commission is here to help you and your fellow trustees.

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 Chief Executive Officer/Chair Person will talk through the role of trustee with you. This will give you an opportunity to answer any queries that arise from the guidance and to clarify the duties and responsibilities outlined below.

Trustee Person Specification

  • As a member of the Trustee board I seek to maintain a membership that has a wide ranging level of experience so that the Board as a whole has the skills and experience to draw upon in its governance and decision making roles. At your first meeting you will be given the contact details of the other trustees in order that you may contact them independently.
  • I will also be able to gain an insight into the specific skills and experience individual members have so that you can seek guidance from individual members if required.
  • In addition the Board has a number of honorary roles appointed from the Board membership in order to ensure the effective running of the Board and that it is able to meet its obligations and responsibilities.
  • I have integrity.
  • I have a commitment to the organisation and its objectives.
  • I have an understanding and acceptance of the legal duties, responsibilities and liabilities of trusteeship.
  • I have a willingness to devote the necessary time and effort to their duties as a trustee.
  • I have strategic vision.
  • I have good, independent judgement.
  • I have an ability to think creatively.
  • I have a willingness to speak my mind.
  • I have an ability to work effectively as a member of a team.

Trustee Job Description

  • I will ensure that the organisation complies with its governing document, organisation law, and any other relevant legislation or regulations.
  • I will ensure that the organisation pursues its objectives as defined in its governing document.
  • I will ensure the organisation applies its resources exclusively in pursuance of its objectives, i.e. the organisation must not spend money on activities which are not included in its own objectives, no matter how worthwhile or charitable those activities are.
  • I will 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.
  • I will safeguard the good name and values of the organisation.
  • I will represent the company at functions and meetings as appropriate.
  • I will declare any conflict of interest while carrying out the duties of a trustee.
  • I will be collectively responsible for the actions of the organisation and other trustees.
  • I will ensure the effective and efficient administration of the organisation.
  • I will abide by the equal opportunities policy.
  • I will ensure the financial stability of the organisation.
  • I will protect and manage the property of the organisation and to ensure the proper investment of the organisation's funds.
  • I will make sure the organisation is properly insured against all reasonable liabilities.
  • I will appoint and support the employees and monitor their performance
  • I will in addition to the above statutory duties of all trustees, 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.
  • I will attend meetings, and to read papers in advance of meetings.
  • I will attend sub-committee meetings as appropriate.
  • I will participate in other tasks as arise from time to time, such as interviewing new staff, helping with fundraising.
  • I will keep informed about the activities of the organisation and wider issues which affect its work.

Trustee Desirable Skills and Experience

  • I have recent training and experience in setting targets, monitoring and evaluating performance and programmes in commercial and non-profit organisations.
  • I have recent financial management training and experience.
  • I have recent training and experience in the type of work being done by the organisation.
  • I have recent training and experience in legal matters.
  • I have recent training and experience in fundraising.
  • I have recent training and experience in recruitment and personnel management, including a knowledge of employment legislation.
  • I have recent training and experience in public relations.
  • I have recent training and experience in marketing.
  • I have recent experience and training in computers and information technology.
  • I have recent training and experience in campaigning.
  • I have training and recent experience in education and learning
  • I have training and recent experience in managing people.
  • I have training and recent experience in managing resources.
  • I have training and recent experience in governance
  • I have training and recent experience in planning.
  • I have training and recent experience in leadership and management.
  • I have training and recent experience in user-centered services.
  • I have training and recent experience in external communications.
  • I have training and recent experience in managing finances.
  • I have training and recent experience in assessing outcomes and impacts.
  • I have training and recent experience in working in the mental health sector
  • I have training and recent experience in in working with vulnerable young people.

The role of the honorary officers

The 'honorary officers' comprise a Chair, Vice-chair, Company Secretary/ Treasurer. The roles of Chair and Treasurer are particularly important. The honorary officers are usually elected by the members of the board of trustees.

Unless the board has explicitly delegated decision-making powers to the honorary officers, they should act in an advisory capacity and take care to report their activities to the full board to prevent the other trustees feeling excluded by, the inner group.

The governing document may give the honorary officers specific roles, functions and responsibilities.

The (Vice) Chair

The role of the Chair extends well beyond drawing up the agenda and chairing the meetings of the board of trustees. The Chair has to take a leadership role in ensuring that the board of trustees fulfills its responsibilities for the governance of the organisation. S/he must also work closely with the employees to support them in achieving the aims of the organisation, and act as the channel of communication between trustees and staff.

Job description for a Chair and Vice Chair

The Chair may act as a figurehead of the organisation and represent it at functions, meetings and in the press and broadcasting media. Other tasks include authorising action to be taken between meetings of the full board, signing cheques and legal documents.

Role of the chair and vice chair

The role of the Chair is to lead the board of trustees, ensuring that it fulfills its responsibilities for the governance of the organisation. The Chair's role is also to work in partnership with the employees, helping her or him achieve the aims of the organisation; and to optimise the relationship between the board of Trustees and the staff.

Responsibilities of the chair and vice chair

  • I have training and experience in leadership of board of trustees in their role of setting the strategy and policy of the organisation.
  • I have training and experience in planning the annual cycle of board meetings.
  • I have training and experience in setting agendas for board meetings.
  • I have training and experience in chairing board meetings.
  • I have had training in monitoring the decisions taken at meetings that are implemented.
  • I have had training and experience in presenting the organisation at functions and meetings, and acting as a spokesperson as appropriate.
  • I have had training and experience in liaising with the employees to keep an overview of the organisation's affairs and providing support as appropriate.
  • I have had training and experience in leading the process of appraising the performance of the employees.
  • I have had training and experience in sitting on appointment and disciplinary panels.

Person specification for a Chair and Vice Chair

  • I have had training and experience in leadership.
  • I have no difficulty in making an commitment to the organisation.
  • I have had experience of committee work, tact and diplomacy.
  • I have good 'people' skills.
  • I have experience of impartiality, fairness and the ability to respect confidences.
  • I have knowledge and experience of the type of work undertaken by the organisation and a wider involvement with the voluntary sector and other networks.
  • I have a willingness to devote the necessary time and effort.
  • I have experience and training in the development of Strategic vision.
  • I have experience of good, independent judgement.
  • I have the ability to think creatively.
  • I have the willingness to speak my mind.
  • I have had the training and the experience of understanding and acceptance of the legal duties, responsibilities and liabilities of trusteeship.
  • I have the experience and ability to work effectively as a member of a team.
  • I am aware of Nolan's seven principles of public life: selflessness, integrity, objectivity, accountability, openness, honesty and leadership.
  • I have experience of organisational ability.
  • I have had training and experience of business and committee procedures.

The vice-chair

The Vice-chair acts for the Chair when the Chair is not available and undertakes assignments at the request of the Chair. The current Vice Chair of the Board of Trustees for the Faces In Focus is still a vacant position.

General responsibilities of the chair, vice chair and Secretary:

In addition to the above statutory duties, each trustee should use any specific skills, knowledge or experience they have to help the board of trustees reach sound decisions. This may involve scrutinising board papers, leading discussions, focusing on key issues, providing advice and guidance on new initiatives or other issues in which the trustee has special expertise.

  • I will ensure that the organisation complies with its governing document, charity law, company law and any other relevant legislation or regulations.
  • I will ensure that the organisation pursues its objects as defined in its governing document.
  • I will ensure the organisation applies its resources exclusively in pursuance of its objects (the charity must not spend money on activities which are not included in its own objects, no matter how worthwhile or charitable those activities are).
  • I will contribute actively to the board of trustees' role in giving firm strategic direction to the organisation, setting overall policy, defining goals and setting targets and evaluating performance against agreed targets.
  • I will safeguard the good name and values of the organisation.
  • I will ensure the effective and efficient administration of the organisation.
  • I will ensure the financial stability of the organisation.
  • I will protect and manage the property of the charity and to ensure the proper investment of the charity's funds.
  • If the charity employs staff, to appoint the chief executive officer and monitor his/her performance.
  • I will preparing agendas in consultation with the chair and chief executive, and circulating them and any supporting papers in good time.
  • I will make all the arrangements for meetings (booking the room, arranging for equipment and refreshments, organising facilities for those with special needs, etc).
  • I will receive agenda items from other trustees/staff.
  • I will checking that a quorum is present.
  • I will take minutes (or being responsible for them being taken) and circulating draft minutes to all trustees.
  • I will ensure that the minutes are signed by the chair once they have been approved.
  • I will check that trustees and staff have carried out actions agreed at a previous meeting.
  • I will circulate agendas and minutes of the annual general meeting and any special or extraordinary general meetings (where required).
  • In organisations that are companies, fulfilling the functions of a company secretary if these responsibilities have not been delegated to a member of staff.
  • I will sit on appraisal, recruitment and disciplinary panels as required.

The Secretary

The Company Secretary, advised and supported by the Treasurer, takes the lead in overseeing the financial affairs of the organisation, ensuring its financial viability, and seeing that proper financial records and procedures are maintained.

Secretary person specification

  • Commitment to the organisation.
  • Willingness to devote the necessary time and effort.
  • Strategic vision.
  • Good, independent judgement.
  • Ability to think creatively.
  • Willingness to speak my mind.
  • Understanding and acceptance of the legal duties, responsibilities and liabilities of trusteeship.
  • Ability to work effectively as a member of a team.
  • Nolan's seven principles of public life: selflessness, integrity, objectivity, accountability, openness, honesty and leadership.
  • Organisational ability.
  • Knowledge or experience of business and committee procedures.
  • Minute-taking experience, if this is not being delegated to staff.

The Treasurer

The Treasurer will assist other trustees to perform their financial duties, by interpreting and explaining accounting requirements, ensuring that the board receives reports containing the information trustees need in an 'easy to understand' format, and helping trustees guide any other professional advisers they have appointed.

Job description for a Treasurer

The overall role of a Treasurer is to maintain an overview of an organisation's affairs, ensuring its financial viability and ensuring that proper financial records and procedures are maintained.

The tasks of a Treasurer will include:

  • preparing and presenting financial reports to the board on a monthly basis, including projected cash-flow
  • keeping the board aware of its financial responsibilities
  • ensuring that the organisation's accounts are prepared in a suitable format
  • ensuring that the accounts and financial systems are audited as required by law
  • liaising with the auditors/independent examiners.
  • preparing and presenting budgets, accounts and financial statements in collaboration with staff.
  • being assured that the financial resources of the organisation meet its present and future needs.
  • ensuring that the organisation has an appropriate reserves policy
  • the preparation and presentation of financial reports to the board, ensuring that appropriate accounting procedures and controls are in place.
  • liaising with paid staff and volunteers about financial matters.
  • advising on the financial implications of the organisation's strategic plan.
  • ensuring that the organisation has an appropriate investment policy.
  • monitoring the organisation's investment activity and ensuring its consistency with the organisation's policies and legal responsibilities.
  • ensuring that there is no conflict between any investments held and the aims and objectives of the organisation ensuring that the accounts are prepared in the form prescribed by the Home Office regulations, included in the annual report and submitted to the relevant statutory bodies, e.g. the London Borough Grants Scheme.
  • ensuring that the accounts are audited in the manner prescribed by the Home Office regulations, and any recommendations of the auditors implemented.
  • keeping the board informed about its financial duties and responsibilities.
  • contributing to the fundraising strategy of the organisation.
  • making a formal presentation of the accounts at the annual general meeting and drawing attention to important points in a coherent and easily understandable way.
  • sitting on appraisal, recruitment and disciplinary panels as required.

Person specification for a Treasurer

The Treasurer advises the Finance and Fundraising Committee and ensures it meets its objective to fulfill all aspects of financial management required by the Board, including compliance with all regulatory requirements.

In addition to the qualities needed by all trustees, the Treasurer should also possess the following:

  • financial experience and business planning skills.
  • some experience of organisation finance and fundraising.
  • the skills to analyse proposals and examine their financial consequences.
  • a preparedness to make unpopular recommendations to the board.
  • a willingness to be available to give financial advice and answer enquiries from any staff or volunteers on an ad hoc basis.
  • To assist the Board to fulfill its duties the Board has sub-committees for the following responsibilities.
  • Finance and Fundraising.
  • Staffing
  • Impact Committee
  • Commitment to the organisation
  • Willingness to devote the necessary time and effort.
  • Strategic vision.
  • Good, independent judgement.
  • Ability to think creatively.
  • Willingness to speak their mind.
  • Understanding and acceptance of the legal duties, responsibilities and liabilities of trusteeship.
  • Ability to work effectively as a member of a team
  • Nolan's seven principles of public life: selflessness, integrity, objectivity, accountability, openness, honesty and leadership.
  • Organisational ability.
  • Knowledge or experience of business and committee procedures.