SRF Treasurer and Company Secretary Vacancy 2025-2029

Nominations for Treasurer 2024 Applications are now closed

Members of the Society are cordially invited to stand for election to the Officer position of SRF Treasurer and Company Secretary.  Following the completion of the election the successful candidate will shadow the current SRF Treasurer and Company Secretary, Professor Bruce Murphy, with immediate effect, and will take full responsibility from the AGM, which is planned for Friday 10 January 2025, during the Fertility 2025 meeting. The role will be for a four-year term from January 2025 to 2029.

What does the role of an SRF Treasurer and Company Secretary entail?

The successful candidate will perform the duties of the Company secretary of the Charity and act as the Treasurer with responsibility for oversight of the Society’s finances.  They will chair regular meetings of the Finance Committee and work closely with the other Officers and Council Members throughout the year.  The current Council members who the successful candidate will be working with are listed below, there will be a further call for nominations later in 2024.

Period of Office
The SRF Treasurer and Company Secretary shall hold office for a period of 4 years from 10 January 2025 to January 2029.

Under the current constitution, members of the Council may not be beneficiaries of the Society and are ineligible to receive grants, travel support and other such benefits available to members.

Attendance at meetings

The SRF Treasurer and Company Secretary is expected to attend Council Meetings.  The foreseeable meetings are due to be held:

• Thursday 14 & Friday 15 November 2024 – virtually over both days.
• Tuesday 7 & Wednesday 8 January 2025 – held in person to coincide with Fertility 2025 in Liverpool, UK.
• Date TBC May 2025 – the Council Meeting is planned to be held at a hotel in an accessible UK location, currently this is at Manchester Airport and the format is Thursday afternoon and Friday up to 5pm. A working dinner is held on Thursday evening, overnight accommodation is provided, and travel expenses are reimbursed.
• Date TBC (Thursday & Friday) November 2025 – virtually over both days.

The SRF Committees, including the Finance Committee, convene the afternoon prior to the Council meetings (outside of those coinciding with conferences) but in the same location. Therefore, you can expect to be away on SRF Council business for up to 2 working days (including travel time) at least twice a year, plus attendance at the Fertility meeting.  In addition to these responsibilities, Council members and Officers aim to meet virtually,  between the main face to face meetings, to discuss ongoing activities. The successful candidate will be expected to attend other online meetings including;

• Officer meetings – scheduled to be held three times a year.
• Journal Committee meetings – scheduled to be held four times a year.
• Fertility Ltd Joint Executive Committee (JEC) scheduled two to three times a year.

The SRF Treasurer and Company Secretary is expected to be available throughout the year to assist in ad-hoc decision making, review and approve all expenditure, oversee the management of the Society’s investment portfolio, and have a key role in running and leading the Society, supported by fellow SRF Officers, Council members and the Secretariat.

Role as Charity Trustee

As a Member of Council, you are taking on the responsibility as a Charity Trustee, whose responsibilities cover the following:

You and your co-trustees must make sure that the charity is carrying out the purposes for which it is set up, and no other purpose. This means you should:

• ensure you understand the charity’s purposes as set out in its governing document
• plan what your charity will do, and what you want it to achieve
• be able to explain how all of the charity’s activities are intended to further or support its purposes
• understand how the charity benefits the public by carrying out its purposes

To assist with your understanding of the Society, please refer to the Articles of Association and Byelaws which can be found under the “Who We Are” tab on the SRF Website www.srf-reproduction.org

Further details about the duties of a Charity Trustee can be found at:

https://www.gov.uk/government/publications/the-essential-trustee-what-you-need-to-know-cc3/the-essential-trustee-what-you-need-to-know-what-you-need-to-do#trustees-duties-at-a-glance

Charity Officer – the Treasurer

To help understand the role of Treasurer, please go to the Charity Commission for further information on the following link The essential trustee: what you need to know, what you need to do – GOV.UK (www.gov.uk)

The treasurer may share these responsibilities with the finance committee, and the Secretariat staff who support the day to day finance functions.

The Treasurer’s responsibilities with the support of the SRF Secretariat include:

• Making sure the charity keeps proper accounts.
• Reviewing the charity’s financial performance.
• Drawing up or reviewing policies for finance and investment.
• Ensuring that the charity has robust and effective financial controls in place.
• Liaising with finance staff and with the charity’s independent examiner or auditor.
• Reporting on financial matters to the members and Council.
• Support the Council to form/update financial policies such as who can access funds, authorise expenses and use of the organisation’s credit card.
• Oversee all financial aspects of the organisation, including regular financial reports, financial transparency, and compliance with HMRC, the Charity Commission, Companies House, and Government regulations.
• Monitor the financial administration of the Society and report to the board of trustees at regular intervals on that and its state of financial health, in line with best practice and in compliance with the governing document and legal requirements.
• Ensure that effective and appropriate financial measures, controls, and procedures are put in place and report to the Council at regular intervals about the financial health of the organisation.

Experience & Eligibility Criteria

• Previous experience and/or work within a similar role or organisation is desirable.
• Under the Society’s rules, eligible SRF Members (fully paid as of Monday 10 June 2024) may stand for election.
• Members who have previously served on the Council as an Officer may stand if one year has elapsed since the end of their previous years of service and January 2025.
• Members of the current Council may stand, providing they have not been on the Council for more than two consecutive terms.
• Nominations must be supported by at least two paid (as of Monday 10 June 2024) members of the Society.

 Procedure

Members wishing to stand for election as the SRF Treasurer and Company Secretary must complete the online application form on the SRF website and submit it to the SRF Secretariat to arrive no later than 09.00 hrs UK time on Monday 17 June 2024. The online form includes a space for you to provide a statement giving details of your relevant experience and what your goals and aspirations are for your time as Company Secretary and Treasurer.

Nominees must obtain the support of at least two SRF Members and are responsible for organising supporting statements on headed paper to be submitted with the online nomination form on the SRF website.

 Timeline

Monday 17 June 2024 – Deadline for Nominations:

Article 50.5

To be eligible for election candidates must be nominated by at least two Company Members and must be recommended for election by the Council. The Council will review all nominations and may invite candidates for an interview prior to being put forward to an election. These will be scheduled for the week commencing 24 June 2024.

 Monday 1 July 2024: If more than one application is put forward by the Council, all Members who have paid their membership dues for 2024 – by Monday 17 June 2024) will be sent a unique link to vote online to elect the next Company Secretary and Treasurer role.

 Monday 22 July 2024: voting closes.

 Wednesday 24 July 2024: successful candidate notified.

Dr Suman Rice

Chairperson,

Society for Reproduction and Fertility