ROLES AND RESPONSIBILITIES OF THE MANAGEMENT COMMITTEE

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1 ROLES AND RESPONSIBILITIES OF THE MANAGEMENT COMMITTEE COMPOSITION The Mosque Management Committee shall comprise the following members: Director of Student Services or nominee (Chair) Muslim Student Adviser/Imam 4 ISOC members, at least 1 of who must be a woman 2 Muslim members of University staff 2 members of the Swansea Muslim Community The Director of Student Services or nominee and the Muslim Student Adviser/Imam are permanent members of the Committee. For the period , a Vice-Chair will be co-opted onto the Committee as an additional member to those listed above. From 2014 the Vice-Chair will be nominated and elected from within the Committee by the Committee members. University staff and Community representatives will normally serve for a two year term (from the date of this policy) at the end of which the posts will be advertised. Candidates may nominate themselves and if more nominations are received than there are places, elections will be held and the candidates with the most votes will become members of the Committee. Posts will be advertised in June. Current ISOC representatives will also serve until Thereafter, student representatives will be nominated annually by ISOC. ISOC may nominate the same members in consecutive years. If any posts become vacant during the year, additional members may be co-opted until the next point at which elections are held. The period of co-option will be counted as part of the term of office. 1 Duties of Campus Mosque Committee Swansea University Campus Mosque

2 ROLE The role of the Mosque Management Committee is to: Ensure the Swansea University Campus Mosque is managed effectively. To ensure that the Swansea University Campus Mosque operates according to Muslim law and in compliance with UK law and Swansea University policies and regulations. To ensure the supervision of the activities and projects undertaken by the Swansea University Campus Mosque, including those which are situated outside the Swansea University Campus Mosque premises. To liaise with the chief officer, as appropriate, to keep an overview of the Swansea University Campus Mosque affairs. To ensure responsibilities for particular aspects of management (e.g. personnel matters, financial control etc) are met and specialist expertise is employed as required. To facilitate change and address conflict within the organisation, liaising with the chief officer to achieve this. Represent Swansea University Mosque To communicate effectively the vision and purpose of the organisation within the University. To advocate for and represent the Mosque at University meetings and events. To be aware of current issues that might affect the organisation. To strive to be exemplary and virtuous in conduct and character. 2 Duties of Campus Mosque Committee Swansea University Campus Mosque

3 CHAIRPERSON Role description & person specification The Chairperson of the Swansea University Mosque Management Committee is the Director of Student Services or his/her nominee. The Chairperson has a strategic role to play in representing the vision and purpose of the Swansea University Campus Mosque within the management structure of the University and ensuring that the Mosque operates according to UK law and University policies and regulations. The Chairperson ensures that the management committee functions properly, that there is full participation at meetings, all relevant matters are discussed and that effective decisions are made and carried out. Ensure the management committee functions properly. To chair meetings appropriately and effectively. To bring impartiality and objectivity to meetings and decision-making. To facilitate change and address conflict within the Management Committee. To ensure appropriate planning for Management Committee elections. Provide support and supervision to staff. To ensure appropriate support for the senior staff member of the Mosque. To sit on appointment and final appeal grievance panels, as appropriate. To provide guidance to the members, members of the Sub-Committees and the employees of the Swansea University Campus Mosque; Qualities and Skills Required. Good leadership skills. Good communication and interpersonal skills. Impartiality, fairness and the ability to respect confidences. Ability to ensure decisions are taken and followed-up. Tact and diplomacy. Understanding of the roles/responsibilities of a management committee. 3 Duties of Campus Mosque Committee Swansea University Campus Mosque

4 Experience of organisational and people management. MINUTES SECRETARY Role description & person specification The role of the secretary is to support the chair in ensuring the smooth functioning of the Management Committee. The Secretary s tasks include: To prepare agendas in consultation with the Chair (and chief officer). To ensure arrangements for meetings are met (booking the room, arranging for equipment and refreshments, organising facilities for those with special needs, etc). To circulate agendas and any supporting papers in good time. To receive agenda items from other committee members. To minute meetings and circulate to all committee members. To ensure that the chair signs the minutes once they have been approved. To check that committee members and staff have carried out action(s) agreed. To circulate agendas and minutes of the annual general meeting (AGM) and any special or extraordinary general meetings. To ensure up-to-date records are kept of committee membership. To maintain records of all papers relating to Management Committee meetings; Qualities and Skills Required. Organisational ability. Experience of committee work and procedures. Minute-taking experience (if this is not being delegated to staff). Good communication and interpersonal skills. Impartiality, fairness and the ability to respect confidences. Approachable and sensitive to the feelings of others. Well organised and an eye for detail. 4 Duties of Campus Mosque Committee Swansea University Campus Mosque

5 MOSQUE SECRETARY Role description & person specification The role of the Mosque Secretary is to support the Senior Officer of the Mosque and ensure the effective management of communications within the Mosque. This will include: The management of feedback according to the Feedback Procedure Ensuring the effective communication of Management Committee decisions to the congregation Ensuring that Mosque Policies and Procedures are accessible Ensuring that information displayed within the Mosque is up to date Supporting the Imam with the administrative functions of the Mosque Provision of information and guidance to volunteers Qualities and Skills Required Managerial and organisational experience. Excellent communication and interpersonal skills. Impartiality, fairness and the ability to respect confidentiality. Tact and diplomacy. Approachable and sensitive to the feelings of others. Ability to ensure decisions are taken and followed-up. Ability to work with a wide range of people. TREASURER Role description & person specification The overall role of a treasurer is to maintain an overview of the financial affairs, ensuring its viability and ensuring that proper financial records and procedures are maintained. The role can also be undertaken by a Finance Sub Committee. The role and person specification are summarised below. 5 Duties of Campus Mosque Committee Swansea University Campus Mosque

6 General financial oversight To oversee and present budgets, accounts and financial statements. To liaise with designated staff about financial matters. To ensure that appropriate accounting procedures and controls are in place. To ensure compliance with the Swansea University Campus Mosque Financial Regulations and other relevant legislation. To ensure any recommendations of the auditors are implemented. To ensure accounts meet the conditions of contractual agreements with external agencies such as funders and statutory bodies. To keep or cause to be kept proper accounts and records of the transactions and affairs of Swansea University Mosque; To advise the Management committee on the proper conduct of its financial affairs, such as the procurement of goods and services; Financial planning and reporting To advise on the financial implications of the Swansea University Campus Mosque strategic and operational plans. To advise on the fundraising strategy of the Swansea University Campus Mosque. Other. To chair meetings of the Finance Sub-Committee. To sit on appraisal, recruitment and disciplinary panels as required. Qualities and Skills Preferred. Experience of financial control and budgeting. Good communication and interpersonal skills. Ability to ensure decisions are taken and followed-up. 6 Duties of Campus Mosque Committee Swansea University Campus Mosque

7 Meetings Checklist done comments date/ref Agenda Priorities Outcomes Sequence Timings Attendees Date Time Venue Variety Notification Notes of last meeting Directions/map Materials (as required by agenda items) Reference material for ad-hoc queries Results and performance data Equipment (make separate check-list) 7 Duties of Campus Mosque Committee Swansea University Campus Mosque

8 Electrical Power (if applicable) Domestics Catering arrangements Note-paper, pens, name-plates Refreshments Guest care/instructions 8 Duties of Campus Mosque Committee Swansea University Campus Mosque

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