Head of Secretariat
United Grand Lodge of England seeks an experienced Freemason as Head of Secretariat to lead and have overall responsibility for the operational performance of our Secretariat department. This role will report directly to the Grand Secretary and will act as the deputy to the Grand Secretary on all matters regarding the operation of UGLE masonic activities. The areas of responsibility can be split into; Masonic Technical and Masonic Administration.
Background
UGLE is the governing body of Freemasonry in England, Wales, the Channel Islands, the Isles of Man consisting of 48 Provinces roughly based on the old county boundaries and 32 Districts overseas. English Freemasonry is a membership organisation of 175,000 people meeting in more than 7,000 Lodges across the globe. Membership is open to any man over the age of 18 irrespective of their background, race or religion, with students also able to join one of 87 University Scheme Lodges. The largest Province in UGLE is Metropolitan in London with many Lodges meeting at Freemasons Hall in Covent Garden which also serves as the Headquarters for English Freemasonry worldwide.
Freemasons’ Hall is a unique art deco building which can date its origins back to 1769 when Freemasons first started meeting at this site. The current building was completed in 1933 as a memorial to those who died in the Great War. It houses 22 meeting rooms including some unique spaces regularly used for major international events and as film locations. The Hall itself provides a magnificent meeting place for UK and international masonic lodges. It is open to both Freemasons and the general public who are provided with both self-guided audio tours as well as guided tours of the facilities. The Museum of Freemasonry with one of the finest collections of Masonic artefacts and archives in the world, is housed within the building.
UGLE is led by the Grand Master, HRH The Duke of Kent, who was elected more than 50 years ago.
The Pro Grand Master, who acts for him when his Royal duties supervene, is Jonathan Spence. The activities of UGLE are governed by the Board of General Purposes and managed by the Grand Secretary.
Role description
The United Grand Lodge of England is an equal opportunities employer.
Management Responsibilities
- That key tasks are appropriately resourced, and targets and objectives are agreed and monitored regularly in both an informal and formal manner.
- Effective communication to all staff through formal and informal channels in relation to team and one to one meetings.
- That team spirit is fostered by encouraging, supporting, coaching, training, developing and motivating all direct reports and their staff and fully instilling a continuous improvement culture.
- That personal and team efforts are fluid and focussed on achieving objectives in a proactive manner to timescales and budgets in accordance with organisational requirements.
- That employees and/or consultants are sourced, identified, interviewed and recruited to budgeted requirements as approved.
- That all staff exercise appropriate customer care when dealing with others.
- That staff are managed and developed according to agreed objectives and performance development plans
- That the quality and service of the function are measured and reported on
Key responsibilities
Masonic Technical
- Manage the logistics and paperwork for, and ensure the smooth running of;
- Quarterly Communications of Grand Lodge
- Supreme Grand Chapter Convocations
- Annual Investitures of Grand Lodge and Grand Chapter
- Maintain the diary of and arrange logistics for ceremonial support of Rulers, GDC and GSec
- Coordinate provincial ceremonial activities and agree any variations to agreed protocols with GSec, ensuring all paperwork (including proclamations) are accurately completed and circulated in a timely fashion
- Act as principal point of contact with Rulers, GSec, GDC, Provinces and Districts for any Ruler visits or ceremonies requiring UGLE participation
- Prepare for final approval by or on behalf of GSec in a timely fashion all papers of business and ensure are printed and circulated for Grand Lodge or Grand Chapter
- Ensure the Book of Constitutions and Information for the Guidance of Members of the Craft are kept up to date with any amendments and are available in print and digital format.
- Quality assure key protocols eg Procedure for Provincial Installations
- Issue of Petition Forms for new Lodges, and checking that the document and all necessary information when submitted is in order before passing it on for inclusion in the agenda for the GMC.
- Issue of Petition Forms for new Chapters, and checking that the document and all necessary information when submitted is in order before passing it on for inclusion in the agenda for the CGP for SGC PoB.
- Informing Lodges and Chapters when a Centenary, Bi-Centenary or Tercentenary is likely to be due. Obtaining verification from UGLE’s records that Lodge/Chapter is entitled to celebrate. Issue of Petition Form and adding to GMC or CGP agenda. Drafting, production and signing of document.
- Production of temporary Letter of Authority to meet when Warrant/Charter is missing. Issue of Petition Form for new Warrant, and checking that the document and all necessary information when submitted is in order before passing it to GSec for inclusion in the agenda for the GMC/CGP.
- For amalgamations issue of and processing of forms (and checking that the process is in order). Listing for BGP/GMC agenda and for action by GL/GChap. Preparing Certificate of Amalgamation and obtaining signatures. Possible enfacement of Warrant/Charter if there is a change of name – requires signature of GM. Amend UGLE databases.
- For erasures advising where necessary on the formalities, Listing for BGP/CGP to place on GL/GChap agenda. Receipt of the surrendered Warrant/Charter and the books of the erased Lodge/Chapter and passing to the Library to arrange for archiving.
- For by-laws (a) checking that amendments approved on behalf of GM by ProvGM under Rule 136 do conform to the model, or if they do not refer back to Prov/Dist, or to AGSec for approval on behalf of GM; (b) entering changes in ADelphi.
- For Banners, Badges, devices and jewels, checking that designs conform to the prescribed criteria. Agreeing necessary changes and referring exceptional cases to GMC.
- For discipline recording results, issuing monthly reports and organising Appeals Courts with distribution of papers in advance and thereafter promulgating results.
- Giving quality advice on the Rules in the BoCs and the RA Regs.
- On External Relations correspond with other Grand Lodges on behalf of the BGP. Liaising over visits. Receiving recommendations for appointments of Representatives of UGLE near other GLs and passing them on for inclusion in GMC agenda. Preparation of Patents of appointment. Supporting the smooth operation of the ERC.
Masonic Administration
- Oversee the processing and distribution of incoming mail.
- To oversee the seating plan for the Grand Temple on the occasions of Quarterly Communication, Supreme Grand Chapter, and the Annual Investitures.
- To oversee the maintenance of the lists of Grand Officers.
- To oversee the process of obtaining signatures on Warrants, Charters and Patents and other similar certificates from the Rulers and other senior Freemasons.
- To proof read a wide range of documents where absolute accuracy is required.
- Manage the Grand Ranks process.
Person specification
Skills and Attributes
The following are essential:
- Experienced Freemason (in UGLE or other Grand Lodges)
- Detailed knowledge of secretarial procedures and a strong understanding of the Craft and Royal Arch
- High intellect and attention to detail
- Experience of managing and developing teams and leading change.
- Financial literacy and the ability to understand, interpret and communicate management information.
- Demonstrated ability to deliver excellence in customer service.
- Ability to manage and deliver on projects from inception to completion.
- Integrity, diplomacy and professional skills to work effectively on complex, cross-team initiatives.
- Ability to lead by example and develop/build teams and individual capability with a high performing culture.
- Drive and determination.
Hours of work
Working 5 days per week (up to 1 day working from home).
Salary and benefits
Competitive salary plus the following benefits package:
- BUPA private medical cover
- Pension (3.5% employee & 9% employer contributions – increasing to 12%)
- Free Life Assurance
- Holiday (30 days)
- Interest-free season ticket loan
- Gym membership (subsidised)
- Employee Assistance Programme
- Flexible working
The role will be subject to a 3-month probationary period.
Application details
To apply please send your CV and covering letter to:
Elizabeth Gay, Director of HR
United Grand Lodge of England via email to [email protected]
CV’s received without a covering letter will not be considered.
Closing date for applications 5pm on Friday 21 April 2023