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Appointment of Vice-Chair of Trustees

Vice-Chair of Trustees: Role Description

Winchester Poetry Festival wishes to appoint a Vice-Chair to work with the current Chair and trustees to support excellent governance and delivery of WPF’s mission to share, celebrate and champion poetry. We believe in the power of poetry to bring us together and make a positive, enriching difference to our lives.

 

Winchester Poetry Festival (WPF) was launched in 2013 and is a registered charity (Charity No: (No 1150097).  For further information about WPF, please see the Appendix.

 

WPF is now actively looking for a Vice-Chair. This is a new voluntary role, and a great opportunity to join our small but committed team of trustees. This position would provide us with additional trustee capacity and leadership via support of the Chair. In addition, the new Vice-Chair would further enhance our range and diversity of skills, experience, and expertise. 

 

We would particularly welcome the insight and relevant experience of a new Vice-Chair and poetry enthusiast who has a knowledge of the Winchester/Hampshire area and the arts and cultural sector, and who may also help build further links with local communities.

 

We are looking for someone who will bring energy, enthusiasm, and commitment to the role, and who will broaden the diversity of thinking on our board. Alongside a passion for poetry in all its forms – and its potential for connecting with other artforms – we are also looking for someone with skills and experience in one or more of the following areas: nurturing/supporting volunteers; 

report writing; fundraising (e.g. grant applications or crowdfunding, or corporate sponsorship); and hosting events.

 

In addition to the regular responsibilities of a trustee of WPF (see attached Appendix) the Vice-Chair will work with the Chair of WPF to support the delivery of our mission, deputising where necessary, and undertaking the following:

 

  1. Fostering and enhancing an inclusive culture.

  2. Acting as an ambassador for WPF and supporting the Chair and the Festival Manager in the delivery of their duties including, for example, preparation of reports, supporting the relationship with The Friends of WPF, drafting fundraising bids/sponsorship proposals, developing and maintaining relationships with key stakeholders, hosting WPF events, and representing WPF at external events.

  3. Deputising in the absence of the Chair when necessary, undertaking their responsibilities. 

  4. Working with Chair and trustees to:

  • provide leadership to the charity and its Board, ensuring it operates within its charitable objectives, and with a clear strategic direction

  • facilitate trustees to fulfil their duties and responsibilities for effective governance

  • assist with the recruitment of new trustees, mentoring and annual reviews

  • supporting the work of the Festival Manager and Festival Artistic Director (both freelance roles)

  • Chair meetings (online/in person) where necessary

 

   5. Using specific skills, knowledge or experience to help the Board of trustees to reach quick and sound decisions by leading discussions, focusing on key issues, and providing advice and guidance on strategy.

 

This role description is not an exhaustive list but indicates the general responsibilities of the role.

Person specification

In addition to the person specification for a trustee (See Appendix below), the Vice-Chair should have the following qualities.

  • Knowledge and understanding of the role and responsibilities of trustees of a charity, and a commitment to dedicating time to carrying out the duties of a trustee and of the Vice-Chair role.

  • Knowledge and understanding of the current context of working in the arts and cultural sector and a commitment to the role of poets and poetry in all our lives.

  • Knowledge of the Hampshire area and an interest in building and supporting networks and partnerships. 

  • A team player with a collegial and collaborative approach, and excellent interpersonal and communication skills.

  • A commitment to impartiality, fairness, diversity and inclusion.

  • An understanding of strategic planning within a corporate or charity setting.

  • Experience of and interest in written and verbal communication, e.g. for funding applications or marketing copy, or introducing workshops and events etc.

  • Experience as a trustee or of working in a position of responsibility in a voluntary capacity. 

 

 

 

NEXT STEPS/HOW TO EXPRESS INTEREST

If you would like an informal discussion about the role, or have any questions, please contact our Chair, Jane Bryant, on chair@winchesterpoetryfestival.org 

 

To express interest, please send us a short CV and covering statement, outlining your interest in the work of WPF, highlighting the skills and experience you would bring to the Vice-Chair role, and exploring how this might contribute to and add value to aspects of WPF work and its governance.

 

Please email this to: hello@winchesterpoetryfestival.org

 

Deadline for expressions of interest: Monday 10th February 2025


 

Winchester Poetry Festival

6th January 2025

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Appendix

About Winchester Poetry Festival 

 

Winchester Poetry Festival’s mission is to share, celebrate and champion poetry - we believe in the power of poetry to bring us together and make a positive, enriching difference to our lives. While Winchester Poetry Festival (WPF) is international in outlook, our commitment to reaching under-represented voices and those experiencing challenges locally is key. 

 

WPF aims to be a round table for poetry where everyone is welcome. We are a poetry organisation that does all sorts of things - from hosting our much-acclaimed biennial festival in Winchester, to our popular Winchester Poetry Prize competition, to our wider work with schools and community organisations.

 

WPF was established in 2013 with the first festival taking place in September 2014. WPF delivers a major Biennial Festival – our next Festival is due to take place on 10-12 October 2025, with online and fringe events in the week preceding that. Since 2023 we have expanded to become a year-round organisation, celebrating poetry through partnership projects and collaborations. This includes our partnership work with Hampshire Cultural Trust to run the Hampshire Poet programme and the Hampshire Young Poet Competition.  

 

WPF is a registered charity (No 1150097). It is chaired by Jane Bryant who took up the position in May 2021. Our other current trustees are: Susmita Bhattacharya; Rupert Nabarro OBE; Dr Jillian Saucier; Bear Shaw; Jon Whitfield QC; Abanti Chakrabarty Mukhopadhyay; Jeremey Wikeley; Aisling O’Toole; Jo Fisher (see: Board and Patrons. In addition to the trustees, the board has the support of a volunteer Treasurer and a volunteer Minute Secretary. We engage two part-time professional staff (freelance contracts): Clare Pollard (Artistic Director) and Amy Juliet Brown (Festival Manager).

 

Why become a trustee?

Becoming a trustee is very rewarding and is a great way to give something back to a cause you care about. You’ll be playing an integral part in the way the charity is run, ensuring it remains sustainable and financially viable. The help you provide will be invaluable (Become a trustee | Reach Volunteering). Trustees use their skills and professional experience to support their charities or causes, working together to help them achieve their aims and charitable objectives and deciding their overall direction. Getting involved as a charity trustee is an excellent way to put your professional skills to use. 

 

One of the most important things charities need from their trustees is someone who is committed to the organisation and enthusiastic about what they stand for. Most people over the age of 18 can become trustees. Also see: Charity trustee: what’s involved (CC3a) - GOV.UK (www.gov.uk)

 

Trustee roles and responsibilities

 

WPF trustees play a vital role in making sure that WPF achieves its core purpose. The key responsibility of trustees is to contribute actively to the board giving strategic direction to the organisation, setting overall policy, defining goals and evaluating performance against agreed targets. Trustees support the organisation to grow and thrive, and through this, achieve our mission.

 

Board members have a collective responsibility. This means that trustees always act as a group and not as individuals.  The statutory duties of a trustee include ensuring that the organisation complies with its governing document, charity law, and any other relevant legislation, ensuring that it pursues its objectives, and uses its resources wisely.

 

Trustees are also key ambassadors for the festival and responsible for safeguarding its good name and values. They are required to ensure the effective and efficient administration and financial stability of the organisation, and to appoint and monitor the performance of any staff.

 

Trustee duties include:

 

  • Support and provide advice on WPF’s purpose, vision, goals, and activities. 

  • Approve operational strategies and policies and monitor and evaluate their implementation.

  • Oversee WPF’s financial plans and budgets and monitor and evaluate progress. 

  • Ensure the effective and efficient administration of the organisation.

  • Ensure that key risks are being identified, monitored and controlled effectively.

  • Review and approve WPF’s financial statements.

  • Provide support and challenge to WPF’s executive team in the exercise of their delegated authority and affairs.

  • Attend Board meetings, adequately prepared to contribute to discussions.

  • Use independent judgment, acting legally and in good faith to promote and protect WPF’s interests, to the exclusion of their own personal and/or any third-party interests.

  • Contribute to the broader promotion of WPF’s objects, aims and reputation by applying your skills, expertise, knowledge, networks, and contacts.

 

As a small charity, there will be times when the trustees will need to be actively involved beyond Board meetings. Involvement will of course reflect trustee skills and experience, and their time availability, but may involve scrutinising board papers, leading discussions, providing advice and guidance on key issues or new initiatives, collaborating with  the Chair and Festival Manager on fundraising and grant funding bids, presenting externally, or on other issues in which the trustee has special expertise.

 

What we are looking for

WPF is now actively looking for a Vice-Chair. This is a new voluntary role, and a great opportunity to join our small but committed team of trustees. This position would provide us with additional trustee capacity and leadership via support of the Chair. In addition, the new Vice-Chair of trustees would further enhance our range and diversity of skills, experience, and expertise. 

 

We would particularly welcome the insight and relevant experience of a new Vice-Chair and poetry enthusiast who has a knowledge of the Winchester/Hampshire area and the arts and cultural sector, and who may also help build further links with local communities.

 

We are looking for someone who will bring energy, enthusiasm, and commitment to the role, and who will broaden the diversity of thinking on our board. Alongside a passion for poetry in all its forms – and its potential for connecting with other artforms – we are also looking for someone with skills and experience in one or more of the following areas: nurturing/supporting volunteers; report writing; fundraising (e.g. grant applications or crowdfunding, or corporate sponsorships); and hosting events.

 

Personal skills and qualities for a trustee in general (Please see main document re the role of Vice-Chair specifically) 

  • Willingness and ability to understand and accept their responsibilities and liabilities as trustees and to act in the best interests of the organisation.

  • Ability to think creatively and strategically, exercise good, independent judgement and work effectively as a board member.

  • Effective communication skills and willingness to participate actively in discussion. 

  • A strong personal commitment to equity, diversity and inclusion.

  • Enthusiasm for our vision and mission.

  • Willingness to undertake specific tasks if as feasible and as required and to make time available 

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

 

(Please see the main document re the role of Vice-Chair specifically).

 

Terms of appointment

 

Our board currently meets 4 to 5 times a year (e.g. January, March, June, October) with an occasional ‘Away Day’ to allow quality time for planning and reflection.  When necessary, we also establish small task groups to undertake time-limited projects. This allows us to make best use of trustees’ skills, knowledge, and experience, and enables trustees to play a part in the practical management and development of the festival as an organisation.

 

In the normal course of events, trustees will find themselves scrutinising board papers, leading discussions, providing guidance on new initiatives, and helping the board to reach sound decisions. Individual trustees may wish to take responsibility for leading on specific topics or initiatives such as our Friends group, educational activity, assisting with fundraising bids, or volunteering at the Festival or one-off poetry events.

 

Terms of office

  • Trustees are appointed for a 3-year term of office, generally renewable for a further term or more, but to a maximum of c. 9 to 12 years.

  • This is a non-remunerated and voluntary position; occasional allowable expenses are available if required and budgeted in advance.

 

Time commitment

  • Attending 4 to 5 Board meetings annually (c.2 hours per meeting). Currently meetings are held both via Zoom and in person in Winchester

  • Attending Away/strategy/training days.

  • Other time as required as outlined above, and reflecting trustees’ other commitments.

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