3. Honorary Application’s Secretary

Social Workers Benevolent Trust

Role & Work of Application’s Secretary

  • Enquiries to SWBT

Enquiries received by e-mail at swbt@basw.co.uk 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 swbt@basw.co.uk – 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 swbt@basw.co.uk 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.

  • Ongoing

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 – swbt@basw.co.uk at least every other day. Ensures all spam and unwanted e-mails are deleted and AS deals with relevant ones as appropriate.

Jean Lockley

December 2017