Board of Trustees Resources
Welcome and thank you for being part of our Board!
It is great to have your support in the running of our lovely village pre-school that provides children with access to high quality early years education.
Below you should be able to find out more information about the different roles and responsibilities that members can get involved with.
Board Member Management
When a new person wants to join the board, there are various steps that need to be completed to ensure it happens correctly and in a timely fashion. Things that must be completed are
- Personal details form and confidentiality form (add to whatsapp)
- DBS & Update service
- EY2
- Adding to the Charities commission.
- Adding to the bank
Personal details and confidentiality forms - These need to b given to the new members which they complete and sign.
DBS & Update Service - Send the new person a link to complete DBS. Either digital id check to be done at the same time (we have had some problems with this) or checks to be done manually and the 3 pieces of ID are shown to the person completing the check. Keeping an eye on the portal to ensure the application is moving through as expected. Once completed, seeing the paper certificate and recording certain details and supporting the registration on the update service
EY2 - Once they have the paper copy of their DBS, the ey2 can be completed. All that needs to happen at this stage is giving the new person the link to do so and the details they need and being a point of contact if they need any help.
Charities commission - Getting the new person to sign the form and adding their details to the charities commission
Bank - Completing the online form to add the new member to the bank.
Once a member has completed the above, their paperwork is now complete. The only thing that needs to be done is annual checks on the personal detail forms to ensure the information is up to date and correct and that update service checks are completed which checks that members are still safe and suitable to be part of the Board.
When members leave, an EY3 must be completed which notifies Ofsted that the member has stepped down and ofsted will remove them from the register. They then need removing from the charities commission, bank and whatsapp. Personal details filed and destroyed in line with retention.
Staff recruitment
Safer recruitment can be done in partnership with the manager.
- Safer recruitment training to be undertaken.
- Job descriptions reviewed and kept up to date
- Job advert text effective and up to date
- Manage and share application forms
- Manage interview times.
- Sit on the interview panel
- Manage offer and rejection letters
- Manage dbs applications and joining update service
Staff Liaison
Staff liaison can be done in partnership with the manager
- Staff induction
- Staff probation period - regularly checking in, ensuring they are meeting their targets, training plan ect.
- Staff supervisions which are done 3 times a year minimum
- End of year appraisal.
- Exit interview
Other things that need to be monitored to ensure they are maintained and managed include:
- Staff length of service recognition
- Staff birthdays
- Annual update service checks
Governance
- Charities Commission named contact (currently Lucy)
- Village Hall Committee (pre-school rep)
- Assisting with policy reviews and development plan