The duties of the committee are wide and varied with lots of cooperation and team working, but each role carries it’s own core responsibilities as described below. The Chair, Vice Chair, Secretary and  Treasurer roles are mandated under Charity law

Chair

RESPONSIBILITIES:

  • General oversight of the activities and ensuring that they conform to the Constitution, Rules and Operational Policy of HBS.
  • Formulating strategic policies.
  • Preparing Business Plan
  • Point of contact with Sheffield Teaching Hospitals Foundation Trust.

DUTIES:

  • Chairing of Committee, General and Annual General Meetings.
  • Ensuring that committee functions are being undertaken and when necessary helping members to meet these requirements.
  • Assistance to Membership and Programme Coordinators in introduction of new members into active participation in HBS.
  • Representing HBS to external organisations

LIAISING WITH:

  • All committee members
  • Trustees
  • Sheffield Teaching Hospitals Foundation Trust nominee.

REPORTING TO:

  • Committee

Vice Chair

RESPONSIBILITIES:

  • Assistance to the Chairperson in general oversight of all HBS activities.
  • When required to represent HBS to Sheffield Teaching Hospitals Foundation Trust
  • Assist in the formulation of strategic policies
  • Assist in preparing the business plan

DUTIES:

  • When required to “stand in” for the chairperson at Committee, General and Annual General Meetings.
  • If required to represent HBS to external organisations when the Chairperson is unable to do so

LIAISING WITH:

  • Chairperson

REPORTING TO:

  • Committee
  • Secretary

RESPONSIBILITIES:

  • To conduct the administration of HBS.
  • Maintain a register of HBS membership

DUTIES:

  • Undertake all official correspondence unless decided otherwise by the committee in regard to specific matters.
  • Convene meetings and publish agendas at the direction of the Chairperson
  • Book accommodation for meetings.
  • Regularly update membership list in cooperation with Membership Coordinator.
  • Prepare Minutes of all meetings and circulate as appropriate.
  • Assist Station Manager in his duties regarding the operational aspects of the studio ( cleaning, stationery, safety etc)
  • Maintain HBS’s History & Archive

LIAISING WITH:

  • Chairperson, Station Manager, Membership Coordinator

REPORTING TO:

  • Committee

Treasurer

RESPONSIBILITIES:

  • Administration of all financial transactions of HBS.

DUTIES:

  • To keep accurate and up to date accounts
  • To present Income & Expenditure account and Balance Sheet at Annual General Meetings.
  • To arrange for the accounts to be checked by an Independent Examiner, appointed by the committee, at the end of the Financial Year.

• To submit returns as required by the Charities Commission every year.

LIAISING WITH:

  • Chairperson, Independent Examiner

REPORTING TO:

  • Committee

Audio Librarian

RESPONSIBILITIES:

  • To maintain the HBS music library in all it’s formats.
  • To maintain and update the music database.
  • Add new tracks as required.
  • Replace any faulty tracks
  • To monitor the myriad system and add or remove tracks as required.

DUTIES:

  • Check on a regular basis that the cd, lp and single collections are in order and filed correctly.
  • Monitor the notice board for missing, requested or faulty tracks
  • Add new cd’s or new downloads as required and update the music database.
  • Select and download a selection of tracks from the new releases each week to add to myriad to keep the station ‘sound’ fresh.
  • Create ‘song cards’ on myriad for these new tracks and then add this to the auto play system. Remove unwanted tracks from the Myriad system to free up space for new tracks.
  • Work with other presenters and request collectors to identify what songs are being asked for.
  • Ensure that music used by HBS has been obtained legally, and that no ‘copied cd’s’ are left in the music library to be used on air.
  • On occasions sample cd’s are sent to hbs, select any which may be of interest to hbs listeners and make them available to use

LIAISING WITH:

  • Committee
  • Presenters
  • Ward visitors
  • Music library team

REPORTING TO:

  • Committee

Patient Team Coordinator

RESPONSIBILITIES:

  • TBA

DUTIES:

  • TBA

LIAISING WITH:

  • Committee
  • Presenters
  • Ward visitors

REPORTING TO:

  • Committee

Marketing & Fundraising Coordinator

RESPONSIBILITIES:

  • To project the corporate identity of HBS to patients, visitors and staff in the Sheffield Teaching Hospitals.
  • To promote HBS to the community beyond the hospitals.
  • Together with other committee members to raise funds for the continuance of HBS

DUTIES:

  • Preparation of information material for circulation to patients and staff.
  • Preparation of Press Releases.
  • Contact with potential programme sponsors with a view to obtaining funding for HBS.
  • Generation of ideas for the involvement of members in the fund raising activities of HBS

LIAISING WITH:

  • Chairperson and all committee members.

REPORTING TO:

  • Committee

Membership Coordinator

RESPONSIBILITIES:

  • To recruit volunteers to HBS membership.
  • Keep track of volunteers once they have become members.
  • Ensuring all volunteers meet STH requirements.

DUTIES:

  • Responding to people interested in joining HBS
  • Screening potential volunteers over the phone, (asking why they are interested etc and explaining the commitment we expect.)
  • Interviewing potential volunteers, usually about 45 minutes – Meeting essentially about giving volunteers more information about HBS and the procedure of how to get involved.
  • Ensuring potential volunteers bring necessary documents with them when the come to the interview (Passport/ Driving License/ 2 Utility Bills/ National Insurance Number/ Addresses over the past 5 years)
  • Assisting volunteers with STH paperwork (Our form, Trust Form, CRB form, Confidentiality form, Appendix B form)
  • Chasing up volunteers applications with STH volunteer coordinator.
  • Sending volunteers who are through the system their badge form and instructions of what