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Trustee Application PackOvercoming the harms caused by alcohol, drugs and gambling 2013

Aquarius Trustee Application Pack – 2014 1

Dear Applicant,

Thank you for your interest in supporting our work by becoming an Aquarius Trustee. Please take some time to read through all the information in this pack, which includes information about Aquarius and the role of Trustees. You can also find out more about the work of Aquarius on our website www.aquarius.org.uk.

If you would like to apply for the role of Aquarius Trustee please complete the application form included and return it to Aquarius.

If you need further clarification or information, please contact us by phone on 0121 622 8181 or by e-mail to [email protected]. We look forward to hearing from you.

Yours sincerely,

Annette FlemingChief Executive


mailto:[email protected]

http://www.aquarius.org.uk/


ContentsAbout Aquarius 3

The Aquarius Trustee Board 6

The Aquarius Trustee Role 7

The Recruitment Process 9

Application Form 10

Trustee Board Role Description and Person Specification 14

Aquarius Trustee Board Terms of Reference 18



About Aquarius

1 Who are we?

Aquarius was established in 1975 as part of a Birmingham University research project, to look at developing new and effective interventions for people with alcohol problems.

We work with people to reduce their drinking to recommended safe levels, or to help them to achieve and maintain abstinence.

Our theoretical framework is the social ecological model enabling us to see the issue of problematic alcohol, drug or gambling use not just as an individual problem but one that impacts on families, communities and society.

The Aquarius approach, Personal Skills Training (PST) which is cognitive behavioural based, was developed from the research project. The main concepts that underpin our methodology are:

a) that people use substances to cope with a variety of problems,

b) that people are responsible for thoughts, feelings and actions and are capable of change,

c) that people can change given the right support and alternatives to drinking.

Aquarius has maintained its commitment to evaluation and research and the development of evidence based effective practice:

- UKATT (United Kingdom Alcohol Treatment Trial) which explored effectiveness of MET and SBNT.

- Involving Family Members – current research project with Bath and Birmingham universities exploring the impact of involving family members in treatment.

- AERC Route 50 – current national research looking at community responses to excessive drinking and alcohol related disorder.

- “Everyone’s Concern” – an evaluation of our outreach work in Kings Norton.


- Alcohol Homelessness in Dudley – evaluation of our initiative in working with homeless people.

- Family Interventions – evaluation of family focused work in Dudley.

- Birmingham Family Alcohol Service – four year CASE PhD studentship.

- Alcohol Arrest Referral – evaluation of the Dudley scheme.

- “Involving Family Members” Training Strategy. Training all staff in family focused interventions, with a CASE Phd Studentship analyzing the impact of this on engaging with families.

- Alcohol & Older People – researching the needs of the over 60’s and how best to respond to their alcohol problems.

- Locality based work. We are funded by the Big Lottery to develop a local alcohol service in the Erdington constituency. We are evaluating this work to develop a best practice model for working with communities.

- Grandparents as carers – we have interviewed grandparents with a significant caring role because of their own son/daughter’s use of alcohol or drugs to ascertain their needs and develop more responsive services.

- Alcohol & the Deaf Community. This 12 month research project is funded by ARUK.

- Alcohol & the Sikh Community – funded by Aquarius. We are working with Sarah Galvani from Bedfordshire University to develop a community alcohol intervention model.

- ‘Time of our Life’ project funded by Big Lottery ‘Silver Dreams’. Fund to develop our work with older people and produce an intervention model that can be applied nationally.

We currently employ 212 staff and have an annual turnover of £6.5 million.

We have a strong Executive Committee with skills in research, addictions, management development, human resources, diversity and finance.

We have service user representation on the Committee.

2 Where do we work?


We are located in:

Birmingham Coventry Dudley Northamptonshire Derby City Solihull Wolverhampton Shropshire Stoke on Trent

and provide services in:

Hospitals Primary care Probation offices Outreach bases Hostels Youth centres Family homes Aquarius offices

3 Our work

We provide early intervention services consisting of training, advice and brief interventions and services for people with complex needs.

Early Intervention Services consist of:

Alcohol, drug and gambling awareness training to professionals, agencies and community groups.

Information on our website, including self-help materials. Advice & Information at health events, festivals and targeted promotional events. Screening & Brief Advice – a short 10-20 minute information giving advice &

information; on alcohol, drugs and gambling.

Extended brief interventions – offering up to 6 sessions of structured support and help accessing other services as necessary for alcohol, drug and gambling problems.


Groupwork – 6 session Life Change courses providing information on alcohol and advice about cutting down your drinking. Relaxation and Self Esteem groups.

Family support – providing advice and support for families affected by someone’s drug, alcohol or gambling use.

Debt/Legal Advice – provided by Birmingham Law Centre. Brief advice for those arrested with alcohol related offences. Education & rehabilitation through our DRIVE Course for those convicted of drink

driving. Advice & Support for Young People. Engagement & plan to work more effectively with BME communities, building

knowledge and capacity and information.

Our complex needs services consist of:

Comprehensive assessment and care planning using a case management approach.

Assessment and referral for detoxification and residential rehabilitation.

A structured 12 week programme of interventions and one to one support.

Healthcare Reviews to co-ordinate and inform all agencies working with individuals about the progress and ongoing needs ensuring there is a co-ordinated and planned approach.

Aftercare support and groups including Relapse prevention.

Self-help and mutual aid groups.

Activity groups – including gardening, walking and art.

Accredited Offender Management Programmes (LIAP, DID and OSAP) and Alcohol Treatment Requirement (ATR).

Intensive Family Support for families where there are child protection concerns and alcohol is a significant factor.

4 The Recovery Agenda

The original Aquarius intervention model, Personal Skills Training (PST) has the principles of recovery at its heart.


Aquarius adopted the functional model of drinking seeing “drinking as an act that a person does, rather than helplessly suffers and that drinking behaviour is learned and maintained in the context of the person’s whole life. This includes their biological predisposition, cultural background, family, employment, housing and personal and social issues” (Aquarius PST 1984).

Aquarius has always held the view that clients could resolve their problems with support and guidance and that people have the ability to find their own solutions to their problems.

Getting “a person to stop drinking is only the start of the recovery process … to help people effectively in the long term, it is necessary not just to cope with a current set of problems, but to enable them to deal with future problems. The aim is to help people to help themselves, by enabling them to learn a range of useful skills, applicable to their personal lifestyle” (Aquarius PST 1984).

Aquarius uses the model of change, developed by Prochaska & DiClemente, identifying the stages of change as Pre-contemplation, Contemplation, Action, Maintenance and Relapse. Aquarius recognises that relapse is a common occurrence but the PST model enables clients to cope with relapse, learn from it and return quickly to maintenance and ultimately freedom from dependency.

The Drug Strategy 2010, “Reducing demand, restricting supply, building recovery, supporting people to be drug free” places more responsibility on individuals to seek help and overcome dependency. And an emphasis on providing a more holistic approach, by addressing other issues in addition to treatment to support people dependant on drugs or alcohol, such as offending, employment and housing.

We are very comfortable in working with the concept of recovery. Our methodology puts the person with the problem at the centre, recognises that they are the “experts”, and that service user involvement is integral to service delivery development.

For those harmful drinkers advice, information and short structured interventions may be sufficient for them to moderate their drinking and alter their lifestyle . They will be responsible to harm minimisation information and information on controlled drinking. They may also want to consider abstinence as a goal.

However for those dependent drinkers with serious health and complex social issues they will be supported to recognise that abstinence is the most appropriate goal for them.

Aquarius literature now has the clear statement ‘If you have had an alcohol detoxification and/or if you have serious physical or mental health problems, you are strongly advised not to drink at all.

Our view is that we will support and encourage people to be free from the dependency on alcohol, for some people this may mean controlled drinking, for other with severe dependency, this will ultimately mean abstinence.


We recognise that in the drug treatment world ‘recovery’ may be used to refer to an abstinence model. However we feel that alcohol treatment is about supporting people to have a different relationship with alcohol and that could be abstinence or cutting down to controlled levels.

To achieve this Aquarius adopts a holistic, whole person planning approach which takes into account not only a person’s drinking problem but also housing, employment, family, education, personal relationships, offending and debt.

5 Service User & Carer Involvement

Aquarius is committed to involving service users in the development and delivery of service users and carers at every level.

This is achieved by:

All services developing service user and carer groups.

Regular service user and carer meetings attended by senior management.

Regular service user satisfaction surveys.

Establishing a Service User Board with representation on the Executive Committee.

Providing training and support to enable service users and carers.

Involving service users and carers in the delivery of courses, eg assessment, effective engagement.

Facilitating service users to access or establish mutual aid groups such as AA and SMART Recovery.

We employ Participation Workers to lead on the involvement strategy.

6 Volunteers & Peer Mentors

We recognise that many people who have used our services are highly motivated and want to ‘give something back’ through volunteering. Volunteers are at the heart of the organisation and have a valuable contribution to make to the organisation bringing a wealth of experience, knowledge, skills and enthusiasm.

We employ Volunteer and Peer Mentor staff to develop this work.



The Aquarius Trustee Board

The trustees of Aquarius form its governing body, the Trustee Board. The Trustee Board has responsibilities which are set out in full in its Terms of Reference. These responsibilities can be summarised as:

setting the vision, mission and values of Aquarius. developing strategy to achieve the charity’s objects (the purposes for which

Aquarius was set up) and monitoring performance. ensuring that the charity seeks the views of current beneficiaries and

considers the possible needs of future beneficiaries in developing strategy and delivering services.

ensuring effective management of finance, properties, services and all initiatives.

ensuring that the charity complies with all legal and regulatory requirements. ensuring that the charity’s governance (the structures and processes by which

Aquarius is organised and run) is of the highest possible standard.

In addition, trustees have an important part to play as advocates for Aquarius and its service users, explaining its work to potential supporters, funders and policy makers as appropriate.

Trustees are expected to behave with integrity and in a way which is open and accountable, and to take decisions always in the best interests of Aquarius. Trustees must avoid gaining personally from their position and must avoid any conflict of interest between Aquarius and other personal or business interests. Aquarius provides standard indemnity insurance for trustees.

Constitution

The Trustee Board is a legal entity with powers set out in the Aquarius constitution (known formally as its Memorandum of Association). Aquarius is also a registered company limited by guarantee and all its trustees are company directors. In addition to compliance with charity and company law, the Trustee Board must ensure that Aquarius complies with other relevant legislation applicable to UK organisations, such as health and safety.


The Aquarius Trustee Role

Our trustees are all volunteers. The Trustee Role Description and Person Specification sets out the responsibilities of a trustee and the kind of knowledge, skills and experience needed for the role. Please take the time to read this carefully as it is central to our recruitment.

Being a charity trustee is an important role. Trustees are individually and collectively responsible for the running and management of the organisation.

The trustees ensure the organisation is governed effectively. Put simply, this means ensuring the organisation operates within the law (including charity and company law), and that we fulfil any contractual and statutory obligations the organisation has.

The trustees also have responsibility for the strategic direction of the organisation. This sounds very grand but basically means having a shared idea about what difference the organisation wants to make in the community and what its main areas of work for the future are.

Meetings for 2014

Executive Committee Meetings

(Trustees, Senior Management and Staff Representatives)

Tuesday 11 February: 3pm – 5pm Tuesday 13 May: 3pm – 5pm Tuesday 9 September: 3pm – 5pm Tuesday 18 November: 3pm – 5pm

Trustee Development Day

Tuesday 17 June: 10am – 4pm

Operational & Finance Sub-Committee Practice and Development Sub-Committee

Tuesday 28 January: 3 – 5pm Tuesday 29 April: 3 – 5pm Tuesday 22 July: 3 – 5pm Tuesday 21 October: 3 – 5pm

Tuesday 18 March Tuesday 30 September


Time commitment

Ideally we look for 100% attendance at Executive Committee meetings. However we are aware this might not be possible but the minimum attendance requirement is three meetings per year.

It is expected that all Trustees attend the Development Day. This day is used to reflect on the strategic direction of the organisation and update Trustees on key issues / knowledge.

There are two sub committees;

Practice Development, which meets twice per year and oversees the clinical governance framework for the organisation.

Operational & Finance, which meets four times per year and looks at finance and confidential operational issues.

Apart from attending the Executive Committee it is also expected that Trustees will participate fully in at least one of the above sub-committees.

Trustees will also be linked to one of the services and encouraged to visit once in the year. This ensures all Trustees have an understanding of the services that we deliver.

We invite all Trustees to attend the Aquarius Annual Conference. This is an internal event for staff. We hold the General Meeting at the end of the day. There may be other events or training opportunities that we encourage Trustees to attend.

Trustees getting to know about the work of Aquarius

Aquarius values the time that Trustees dedicate to attending meetings and ensuring the good governance of the organisation.

To assist Trustees to get a good understanding of the work of Aquarius, all Trustees are ‘linked’ to a service. It is hoped that Trustees will visit their nominated service annually. The purpose of the visit will be to gain a better understanding of the day to day work, how services are delivered and what key issues are faced.


It also enables members of staff to meet Trustees and gain some understanding lf their role. If Trustees were unable to visit then contact could be made by telephone or email to the Service Manager.

This is an informal process, however, if Trustees come across any matters of concern then these should be raised with the Chair of Trustees or the Chief Executive.

Expenses

Aquarius trustees are not paid, but Aquarius will pay expenses for the costs of attending Trustee Board meetings and Aquarius events. All expenses claims must be supported by receipts or other evidence.

The Recruitment Process

Informal enquiries

If you would like any additional information about the role of Aquarius before you apply please e-mail [email protected] or call us on 0121 622 8181.

Selection process

Aquarius works actively to ensure that its trustees have the right skills and experience to lead the charity effectively. The Aquarius Trustee Board terms of reference and trustee role description are both central to this recruitment process.

Aquarius Trustee Board vacancies are normally advertised. Application is by written application, followed by shortlisting for interview. Shortlisted candidates will be invited for interview with the Chief Executive and at least one member of the Board.

The application form and interview are evidence based and we will look for clear examples of how candidates would undertake the role description and meet the essential criteria in the person specification.

Aquarius will request permission to approach two people for a reference as to suitability for the role and contact details are requested on the application form.



Application Form – Board of TrusteesPlease complete the enclosed / attached application form and return to,

Human ResourcesAquarius2nd Floor16 Kent StreetBirminghamB5 6RD

0121 622 8181

[email protected]

Thank you for your interest in becoming a Trustee of Aquarius. As part of your application we would like to know more about you and why you would like to get involved. In order to do this we would like you to complete the form below and return it to us using the details provided.

Personal Details

Name:

Contact Details:

Address

Telephone Number:

E-mail:

Declaration

I wish to be considered as a member of the Board of Aquarius. I understand that if successful I will become a Trustee of the Charity and Director of the company.

Signed: …………………………………………… Date: ………………………



Please tell us a bit about yourself…

Include information about any previous involvement in the not-for-profit sector (charity, community/voluntary sector, campaigning/lobbying groups)

Why would you like to be considered for the Board of Trustees?


What do you think you will be able to bring to the Board?

Please outline any relevant education, training and qualifications and any experience/knowledge/skills and achievements in relevant areas. Where appropriate please give dates, names of organisation/s concerned and position held.

What do you hope to get out of being on the Board?


Do you have any limitations on your availability for meetings?

Please tell us whether you have access to word-processing and e-mail facilities, and of any difficulties which may be associated with this access.

Where did you learn about this opportunity?


Trustee Board Role Description and Person Specification

Trustee Role Description:

The duties of a trustee

1. To ensure that the organisation complies with its governing document, charity law, company law and any other relevant legislation or regulations.

2. To ensure that the organisation pursues its objects as defined in its governing document.

3. To ensure the organisation uses its resources exclusively in pursuance of its objects: the organisation must not spend money on activities which are not included in its own objects, no matter how worthwhile or charitable those activities are.

4. To 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.

5. To ensure the effective and efficient administration of the organisation, holding collective responsibility for the actions of the organisation.

6. To safeguard the good name and values of the organisation.7. To protect and manage the property of the charity and to ensure the proper

investment of the charity’s funds and ensure the financial stability of the organisation.

8. To appoint, support and monitor the performance of staff as required.9. To represent the company at functions and meetings as appropriate.10.To declare any conflict of interest while carrying out the duties of a trustee.11.To abide by the equal opportunities policy.12.To attend meetings, sub-committees and undertake and additional tasks the

arise as necessary.13.To keep informed about the activities of the organisation and wider issues

which affect its work.

Other duties

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 guidance on new initiatives Other issues in which the trustee has special expertise


Trustee Person Specification:

Personal competencies

Aquarius Trustees are expected to demonstrate all of the following personal competencies and the capacity to apply these to the direction of the organisation:

Commitment

1. Ability to understand and accept the duties and liabilities of being a charity Trustee.

2. Empathy with the vision, mission and aims of Aquarius. 3. A willingness and ability to devote the necessary time and effort.

Focus

4. Ability to think and apply knowledge strategically. 5. Ability to think creatively. 6. Ability to keep mission-focused.7. Ability to analyse and evaluate management information and other evidence.8. Willingness to listen and learn.

Communication and team working

9. Ability to communicate clearly and sensitively and to take an active part in discussions.

10.Ability to influence and engage.11.Ability to work effectively in a group.12.Willing to express their own opinion in a reasoned way, while also listening to the

views of others.13.Ability to challenge constructively and ask questions appropriately.

Accountability

14.Ability to exercise sound and independent judgement.15.Willingness to make and stand by collective decisions, including those which may

be unpopular. 16.Ability to manage difficult and/or challenging situations.17.Ability to maintain confidentiality on confidential and/or sensitive information.


Skills and experience

The knowledge, skills and experience in the list below are relevant to Aquarius’s main areas of activity, and they are represented across Aquarius’s executive and staff, who apply them at operational level.

Aquarius is looking for Trustees who have the knowledge and understanding to maintain an oversight of these activities at a strategic level in a large and who can contribute well informed views, constructive challenge and a commitment to best practice. Aquarius would normally expect each Trustee to be able to do this in at least one of the areas below. A Trustee’s ability to contribute in this way will often, but not always, draw on professional experience at a senior level.

Management

1. Strategic leadership and management within a medium sized organisation.

Stewardship and governance

2. Trusteeship in a similar size or larger organisation, together with implementation of best practice in UK and/or international corporate governance.

Specialist expertise

3. An area of expertise relevant to Aquarius such as accountancy/financial management, law, project or programme management, information technology, human resources or organisational development.

4. Campaigning or public policy formulation.5. Fundraising.6. Marketing, communications or public relations.7. Service provision at a senior level to service users in a health, education or

social care setting.8. Developing and delivering services adults, young people and families which

promote inclusion, equal opportunities and diversity.


Eligibility:

All trustees must be aged 18 or over.

Some people are disqualified by law from acting as trustees including:

anyone who has an unspent conviction for an offence involving deception or dishonesty.

anyone who is an undischarged bankrupt. anyone who has been removed from trusteeship of a charity by the Court or

the Charity Commission for misconduct or mismanagement; and anyone under a disqualification order under the Company Directors

Disqualification Act 1986.

All applicants must declare any conflict of interest when carry out their duties as trustee.

Successful applicants will be required to complete a declaration of eligibility.


Aquarius Trustee Board Terms of Reference

The Board of Trustees is ultimately responsible for overall governance and trustees are Directors for the purposes of company law.

Aquarius is governed by Charities Act 1993 and Companies Act 1985.

Governance is the process by which a Board functions as a unit to direct the organisation.

Management is the process of implementation used to translate governance into services.

The Board delegates responsibility for the management of the organisation to the Chief Executive, who, in turn delegates responsibility to appropriate staff.

Responsibilities

Determine the mission and purpose. Agree strategy and support management to operationalise it. Ensure activities are within the law and charitable objects. Ensure health and safety of all employees and volunteers. Ensure the identification and mitigation of risks through the Risk Register. Ensure effective management of finance, properties, services and all initiatives. Ensure quality of service and commitment to valuing diversity. Contribute to promotion of Aquarius. Review and assess the work of the Board.

Membership

Elected Trustees and nominated agency representatives.

Quorum

Four voting trustees.

In attendance

Chief Executive. Area Manager. Head of Finance. Staff Representatives. Service User Representatives


Frequency of Meetings

Four times per year to include one training day. Additional meetings as necessary.

Operational & Finance Sub-Committee

Terms of Reference

Oversee the financial affairs of the organisation and ensure compliance with statutory requirements for financial reporting.

Ensure that financial procedures are in place. Ensure efficient use of resources, solvency of the charity and safeguarding its

assets and review the management accounts. Approve current budgets for all services. To oversee the Contingency Fund. To receive and approve the audited accounts. To receive internal and external audit reports. Ensure development and review of policies and procedures. Review annually terms and conditions of employment. Ensure development and review of policies in relation to employment practice

development, health and safety and clinical governance. To ratify policies that have gone through the consultation process, and are not

contentious. To receive health and safety reports. To review the Risk Register and identify actions to mitigate risks. To receive reports on staff selection, recruitment and leavers. To receive Attendance reports. To receive minutes from Staff Council. To receive reports on complaints, whistleblowing and discipline and grievance

issues. To receive reports from staff survey. To receive operational reports, including data.

Membership

The Chairperson. Treasurer. Four Trustees (maximum).

Quorum


Three voting trustees.

In attendance

Chief Executive. Head of Finance. Other staff as necessary.

Frequency of Meetings

Four times per year When necessary to respond to urgent matters

Delegation for expenditure

£0 - £200 - Service Managers

£200 - £5k - Senior Managers

£5k - £40k - CEO

£40k - £50k - Operational & Finance Sub Committee (or Chair’s action if urgent)

£50k - Executive Committee

Over £50k - subject to tendering process


Documents

Trustee Role Description: - Microsoft Web viewTuesday 13 May: 3pm – 5pm. Tuesday 9 September: 3pm – 5pm. ... Please tell us whether you have access to word-processing and e-mail