What a NIYF Trustee Does
The Northern Ireland Youth Forum is Youth led. This means that our committee is made up of young people who are elected every two years to manage the organisation. We are inviting young people to put themselves forward for election to the committee.
Open to young people aged 11-25 from across N. Ireland, this exciting opportunity is your chance to help shape the work of NI Youth Forum over a 2-year period.
NI Youth Forum strives to provide an active, exciting and meaningful voice for young people across the region. If elected you will work with your peers to help lead the organisation, provide direction and support the staff team in improving the lives of young people, through campaigning, lobbying and developmental work.
Please read the below which lays out the roles of an NIYF Executive Trustee.
The Northern Ireland Youth Forum (NIYF) is a regional youth led organisation governed by an executive committee of young people. These members are drawn from a variety of backgrounds and locations and they are all aged between 11-25.
Becoming a trustee of a regional organisation can be a tough job; but working with your peers to ensure that such a vibrant organisation is able to represent the voice of young people is extremely rewarding.
As a member of the executive committee, all trustees will be responsible for setting the strategic direction of the organsation in partnership with the membership. They are also ultimately responsible for the charity finances and staff. The NIYF acknowledges that this is a great responsibility and implicitly trusts the judgment of the young people elected to the committee to further the aims and objectives of the organisation.
As a trustee of the NIYF, there are a number of duties that you are expected to discharge to the best of your ability. These general commitments are as follows:
1) Promote the vision, objectives and values of the NI Youth Forum, as outlined in section 2 of the youth forum constitution.
2) Ensure that the work of the Youth Forum promotes young people as active citizens in our society and fosters an attitude of inclusiveness.
3) Use your skills, knowledge and experience to support the development of the organisation
4) Be active in the life of the organisation. Becoming a member of the executive committee in no way affects your right and duty to continue campaigning with other members.
5) Attend executive committee meetings
During the process of the election of the committee, candidates will have the opportunity to run for the position of trustee; or a number of other office-bearing roles. Each of these roles is suited to individual skills and talents and brings with it a unique set of responsibilities. It is the role of trustees to scrutinise the work of office-bearers and ensure that they are discharging their duties as set out below:
- Ensure the Management Committee fulfills its responsibilities to the organisation.
- Work in partnership with the Director, staff team and volunteers to implement the strategy of the organisation.
- Chair meetings of the Management Committee.
- Ensure the Management Committee oversees the strategy and objectives of the organisation effectively.
- Ensure the Youth Forum’s financial dealings are in good order and available to members.
- With the Director, ensure all Management Committee members receive appropriate training, advice and support.
- Represent the organisation and speak on behalf of the committee at events, conferences and public meetings
- Meet with the Director on a monthly basis
- Attend strategic policy meetings, and with Government Ministers with the Director to represent the interests of NIYF members
- Supports the Chairperson and acts on his/her behalf in their absence. (Sharing the above mentioned Chair duties)
- Support the Management Committee.
- Prepare agendas for meetings.
- Liaise with the membership, ensuring that they are informed of all relevant decisions of the committee.
- Staff liaison (attending staff meetings when available)
- Signs cheques on behalf of the organisation
- Works with the Director to support any staffing/personnel matters
- Maintains communications with NIYF members
- Attend strategic policy meetings, and with Government Ministers with the Director & Chairperson to represent the interests of NIYF members
- Monitor the attendance of executive committee members
- Deal with all constitutional amendments
- Ensure the organisation’s resources are effectively and efficiently planned and controlled.
- Ensure that Management Committee members have the financial information they need to make good decisions.
- Signs cheques on behalf of the organisation
- Work with the Director and Senior Administrator to ensure financial systems are effective.
- Work with the Director and Senior Administrator to ensure grants received are appropriately spent.
- Meet with funders and auditor when necessary.
PUBLIC RELATIONS OFFICER
- Work with the relevant staff to organise all publicity and public relations for the Youth Forum.
- Work with relevant staff and executive members in liaising with the Media.
- Upkeep of the website, ensuring a fresh stream of information on relevant projects and achievements is available to members.
- Management of social media outlets
- Liaise with the active members group to ensure all campaigns are being promoted effectively
EXTERNAL AFFAIRS OFFICER
- To create and maintain links/contacts with organisations, groups and individuals outside of the Youth Forum.
- To support the role of the Chair and the Public Relations Officer in representing the Youth Forum on external bodies and to the media.
- To represent the Youth Forum outside of Northern Ireland, particularly in a cross-border, UK and European context.
- To attend and participate in Management Committee meetings
- To contribute to the development of the Youth Forum
- To represent the Youth Forum in other settings
- To support the members of the organisation
- Scrutinise the work of other office-bearers.
- Take part in sub-committees and campaigns organized through the active members group as directed.
- Uphold the values of the organisation to the best of their ability.
Purpose of the committee
As well as the responsibilities mentioned thus far, the committee at large is expected to perform a number of duties in order to effectively manage the organisation. They are as follows:
The Executive has ultimate legal and financial responsibility for the affairs of the organisation, although the operational management of the organisation is generally delegated to the staff, through the Director.
The role of the Executive is mainly as follows:
(a) To ensure the organisation complies with the requirements of the Constitution (and put forward proposals to the membership to change them when necessary); relevant company, charity and equality legislation; and conditions laid down by external funders and other stakeholders.
(b) To set the vision, principles, long-term aims and priorities of the organisation (Strategic Plan) and review as necessary.
(c) To consider and approve operational plans and budgets.
(d) To monitor progress against annual Operational Plans and Budgets.
(e) To appoint, support, guide, appraise and develop the director and other members of staff
(f) To ensure the organisation fulfills its responsibilities as a good employer
(g) To approve the Audited Accounts and Directors’ Report.
(h) To establish a financial policy and review as necessary.
(i) To consider and approve major policy documents.
(j) To identify the requirements for new Management Committee members and establish a process for their recruitment and selection.
(k) To establish and review the terms of reference for any sub-committees, advisory or working groups that are established.
(l) To determine the limits of management authority and the reporting and control mechanisms required.
(m) To provide a final stage of appeal in relation to complaints, grievances and the disciplinary process.