County Roles

Oversee the provision of girlguiding within the district.

Support volunteers with any concerns or enquiries including safeguarding, inclusion and complaints. Liaising with the county commissioner, LaSER & Girlguiding where appropriate.

Support safe practice within the district including support to complete mandatory recruitment checks, mandatory training, risk assessments and signing off RENs where needed.

Ensure that district and unit accounts are submitted within required timeframes and escalate to the county commissioner if not met.

Recruit and appoint volunteers to unit and district roles.

Act as a link in communications between county and district volunteers.

Represent the district at county events and meetings including county Exec meetings.

Prepare agendas and chair district meetings.

Facilitate and support collaboration between units including district events and joint activities.

Act as a Trustee of the county

Ensure that volunteers and young members receive appropriate recognition for achievement whether by the receipt of awards or thanks events.

An honorary role appointed by the County Exec committee

Act as an ambassador for Girlguiding within the county at both internal & external events. 

Represent the county commissioner at events including presenting awards if requested.

Offer confidential advice and a ‘listening ear’ to the county commissioner.

Attend county executive meetings as a non-voting member and give advice to the county team.

Prepare an annual budget and present to county exec for approval

Approve expense claims, accept invoices & initiate payments

Check bank statements, monitor & update accounts, compare with the budget, on a monthly basis

Prepare & present a financial report for each county exec meeting

Advise the county commissioners & county exec on un-budgeted planned expenditure

Deal with banks including paying in cash

Prepare annual accounts (to incorporate the Depot & Activities Account), arrange for independent review, present to county exec for approval within 3 months of year end.

Collate & file districts annual accounts, report to county commissioners any which are outstanding

Ensure appropriate insurance cover is in place for county assets

Support & advise district treasurers and district & unit volunteers on financial matters

Act as a Trustee of the county

Be part of the county executive team, attend & contribute to meetings approx. 4 times per year

In collaboration with the county commissioners, collate the agenda & reports to be distributed at least 1 week prior to each meeting

Take minutes of the exec meetings

Prepare draft minutes for approval by county commissioners, circulate to member of the county exec and to LaSER

Ensure minutes are signed and filed securely for 7 years

Receive and respond to any county correspondence

Make room bookings and set up Zoom meetings for Exec meetings

Act as a Trustee of the county

Be part of the county executive team, attend & contribute to meetings approx. 4 times per year

Advise members & districts on which awards are appropriate for individuals where necessary

Receive nominations for region & national awards, request & compile letters of support, complete the nomination form and submit to LaSER awards team

Run long service reports on GO, produce the list of eligible volunteers for each exec meeting, prepare congratulatory letters, prepare & distribute badges & certificates

Update GO once awards have been presented

Receive Outstanding Leader award nominations, prepare congratulatory letter & send to district commissioner, file nominations. Ensure GO is updated.

Prepare reports for county executive meetings

Explore opportunities for county events for all sections in line with the county plan. Including receiving suggestions from the county exec and other volunteers. Investigate feasibility including costings

Present options for events to the county exec for approval

Recruit a team of volunteers to lead and run county events

Liaise with the LaSER OAA as appropriate and attend relevant meetings

Be part of the county executive team, attend & contribute to meetings approx. 4 times per year.

Prepare reports for county executive meetings.

Support volunteers wishing to complete the Going Away With qualification including arranging training, allocating a mentor, assessor & reviewer

Ensure that successful candidates are presented with badges & certificates and the qualification is recorded on GO

Advise volunteers on all matters relating to camp & residential opportunities

Review and give advice on REN forms as requested by commissioners

Liaise with the LaSER residential adviser as appropriate and attend relevant meetings

Prepare reports for county executive meetings

Support volunteers wishing to complete the leader development programme including arranging training if required & allocating a mentor

Advise commissioners and unit leaders on all matters relating to the leader development programme

Ensure that the leader development programme is recorded and updated on GO and that district commissioners are informed to change roles on GO

Ensure that successful candidates are presented with badges & certificates

Prepare reports for county executive meetings

Promote and support young members and volunteers to apply for LaSER and Girlguiding International opportunities.

Liaise with successful candidates to advise & support them in their preparations, including advising on grants available from district, county & LaSER. Give support in compiling trip reports and presentations to the county.

Promote other international opportunities within the county, including international themed unit activities, UK based international events & locally led international trips.

Prepare reports for county executive meetings

Promote and support the Queens Guide Award programme within the county.

Liaise with and troubleshoot for candidates

Update the county team on finished awards

Help candidates with their local celebrations once finished

Be part of the Country & Region QGA communications

Prepare reports for county executive meetings.

Offer support to young leaders and unit leaders in all matters relating to the young leader role.

Promote the young leader development programme within the county.

Share opportunities with young leaders and unit leaders.

Arrange events & trainings for young leaders and unit leaders.

Prepare reports for county executive meetings.

Promote the peer education role within the county.

Advertise the peer education basics and module training events within the county and liaise with successful candidates regarding financial and other support.

Maintain regular contact with the county peer educators.

Work with the LaSER peer education adviser to arrange peer educator sessions both within the county and for the county peer educators. Ensure peer educators received reimbursement for any expenses.

Prepare reports for county executive meetings.

Promote the Duke of Edinburgh scheme within the county.

Offer support to DoE candidates and unit leaders in all matters with regard to the Duke of Edinburgh scheme.

Liaise with the LaSER Duke of Edinburgh award adviser to support members registered through Girlguiding to complete the award.

Prepare reports for county executive meetings.

Promote the Trefoil Guild within the county.

Represent the county Trefoil Guild at LaSER & National meetings & events.

Support & liaise with the Guild chairs. Host meetings and the AGM.

Encourage inclusion of the Trefoils in county & district events.

Be part of the county executive team, attend & contribute to meetings approx. 4 times per year.

Prepare reports for county executive meetings.

Work with the county trainers, the county exec and volunteers to identify training needs.

Work with the county trainers to develop an annual training plan to include mandatory trainings, training days and ad hoc training sessions.

Submit trainer requests to LaSER and recruit trainers for sessions.

Advertise events and administer the booking system.

Book training venues.

Oversee preparations for training events to include resources needed, refreshments, administration & risk assessments.

Prepare reports for county executive meetings.

Administer the JPF achievement award scheme. 

Request details of award winners from each district at start of each grant period -January and September

Record suitable address for each district for the delivery of JPF materials -January and September 

Pass on unit bank details to county treasurer for payment promptly. 

Liaise with district JPF coordinators or DCs to ensure reports are completed fully and sent to JPF before the due dates of 30 June and 30 November. Check that grants are used in accordance with JPF and Girlguiding rules. 

Encourage districts to apply for a JP outstanding leader award within the January-December timeframe each year. 

Ensure JP outstanding leaders apply for a Leader Award Grant (LAG) within 6 months of their nomination. 

Assist in the LAG application to ensure it meets JPF requirements 

Ensure a LAG report is submitted by the date requested by JPF

Maintain a list of all award winners from the previous year so they and their guests are invited to the annual awards celebration event. 

Liaise with LSW County and the JPF events team about the celebration event, including inviting VIPs, photos and sourcing entertainment. 

Be a point of contact for the designated grants officer at JPF. Refer all queries/changes to grant requests to them. 

Forward any relevant emails from JPF concerning other schemes or events to LSW commissioner. 

Prepare reports for county executive meetings.

Promote Girlguiding Inspire for young women aged 18-30 within the county.

Facilitate inclusion of Inspire members in district and county events.

Facilitate meetings of Inspire members.

Prepare reports for county executive meetings.

Develop and maintain the county website with up-to-date information.

Be familiar with Girlguiding branding guidelines and incorporate these into the website.

Ensure that links to external sites including Girlguiding & LaSER are working.

Compile & distribute a newsletter as requested by the county commissioners at approximately monthly intervals. Content to be collated by county commissioners and placed in Dropbox.

Be familiar with Girlguiding branding guidelines and incorporate these into the newsletter.

Plan a programme of regular social media posts on a variety of platforms

Set up and manage a process for volunteers to share newsworthy events and share on county social media platforms

Be familiar with Girlguiding branding guidelines and incorporate these into social media communications.

Maintain a library of current images (with appropriate photo permissions) to use in county communications and presentations. Regularly review these and archive / remove old images.

Collate, store and maintain and inventory of the county archives.

Promote the archives and liaise with the county team and unit leaders to make items available to be viewed.

Place orders with Trading for goods included restricted items.

Accept requests from volunteers & parents for any goods, accept deliveries and contact client to arrange collection

Receive monthly statements from Trading and arrange payment.

Manage the Depot bank account, keep accounts, arrange for independent review of annual accounts & submit to county treasurer.

Advise & support volunteers and commissioners on all matters relating to GO

Update roles, awards & qualifications on GO as requested by commissioners & advisers

Run reports for county exec and for advisers & commissioners as required

Assist commissioners to monitor compliance with recruitment checks, DBS & mandatory training.

Maintain an inventory of the county equipment.

Manage a system for loan of equipment including collection and return arrangements and recording any repairs required.

Make arrangements for repair or replacement of damaged items.

Ensure the store is checked regularly and kept tidy.

If necessary, explore alternative storage options.

Represent the county on the Faurefold committee to act in the best interests of the county, attend meetings & receive minutes.

Report to the county commissioners and county executive any significant information.