3. Honorary Application’s Secretary
Social Workers Benevolent Trust
Role & Work of Application’s Secretary
Enquiries to SWBT
Enquiries received by e-mail at firstname.lastname@example.org are responded to by Applications Secretary by sending application form, redirecting elsewhere or saying no
Enquiries received by telephone are received by Helen at BASW and she responds as necessary
Requests for Application Form
Requests for application forms received by e-mail at email@example.com – blank application form and notes for completion are sent back via e-mail. If a hard copy is required Helen is asked to send one out in the post. (No log is kept of forms sent out)
Requests for application forms received by telephone or post are dealt with by Helen at BASW.
Receipt of Application Forms + Acknowledgements
As BASW is our postal address application forms & acknowledgements are received at BASW. Those received via e-mail at firstname.lastname@example.org are forwarded to Helen at BASW
Prior to SWBT Meeting
Helen sends application forms to Applications Secretary weekly – if necessary AS responds to any issues arising.
AS completes grid prior to the Trustees meeting
Helen sends photocopies of all applications + acknowledgements to each Trustee before the meeting – at least 7 days before the meeting
Any late applications received are photocopied by Helen and tabled at the meeting. If we are not meeting in Birmingham these need to be collected from BASW on the day prior to the meeting.
At SWBT Meeting
Helen gives original copies of all applications to AS at the meeting. If we are not meeting in Birmingham these need to be collected from BASW on the day prior to the meeting.
AS records decisions on each application during the meeting and receives cheques for grants agreed from Treasurer at the end of the meeting.
After SWBT Meeting
Within 2 days of the meeting AS sends letters + cheques as appropriate to successful and unsuccessful applicants. And deals with any subsequent correspondence, liaising with Helen, Treasurer and Chair as appropriate.
AS keeps originals of all applications and correspondence. Every 3-4 years these are taken to Warwick University to be archived.
AS ensures copies of applications and subsequent correspondence are made available for the auditors as requested by them in November each year.
AS monitors SWBT e-mail – email@example.com at least every other day. Ensures all spam and unwanted e-mails are deleted and AS deals with relevant ones as appropriate.