Bournemouth, Christchurch and Poole

Local Green Party

Officer Terms of References

Applies to all elected and appointed officers

These terms set out the shared expectations that apply to all BCPGP officers. They support accountable, collaborative and sustainable voluntary leadership while recognising that people have different skills, availability and personal circumstances.

Shared Expectations

1. Constitution and conduct. Officers must act in accordance with the BCPGP and GPEW constitutions, standing orders, codes of conduct, policies and lawful decisions made through the party’s democratic processes.
2. Collective responsibility. Officers share responsibility for keeping the local party in good standing. They should raise governance, financial, legal, safeguarding, reputational or operational concerns promptly and help ensure that appropriate action is taken.
3. A meaningful voluntary commitment. Officer roles are voluntary, but accepting a role represents a genuine commitment to carry it out to the best of the officer’s reasonable ability. Officers should attend relevant meetings, complete agreed actions and provide timely updates on progress or difficulties.
4. Changes in circumstances. BCPGP recognises that work, health, caring responsibilities and other personal circumstances can change. An officer who is struggling to meet a commitment should tell the Secretary or Chair/Coordinator as early as reasonably possible so that priorities, support, temporary cover or a revised arrangement can be agreed.
5. Flexible role descriptions. Role descriptions are guides to purpose, responsibilities and good practice, not employment contracts. Officers are encouraged to identify what they can realistically deliver and where they may need support. Responsibilities may be adjusted or shared by agreement, provided essential constitutional, legal or formally appointed duties remain properly covered.
6. Personal pledges. Officers are strongly encouraged to make a short personal pledge setting out the practical commitments they believe they can realistically deliver. A pledge is personal, proportionate and intended to create clarity with a pinch of creativity rather than impose additional obligations.
7. Working together. BCPGP encourages a get-involved approach. Officers should ask for help, share information, delegate appropriately and work across teams rather than feeling that they must deliver their role in isolation.
8. Building a team and succession. Each officer should, where practicable, involve members and volunteers in their area of work. This should include a simple onboarding process, useful guidance and opportunities for an assistant or deputy to develop the knowledge and confidence needed to provide cover or take on the role in future.
9. Democratic authority. Officers should work within decisions and budgets approved by the membership, officers or other properly authorised body. Holding an officer role does not provide authority to make unapproved policy, financial or public commitments on behalf of BCPGP.
10. Respect inclusion and wellbeing. Officers should help create a respectful, inclusive and accessible working culture. They should consider the wellbeing of volunteers, distribute workloads fairly and address inappropriate behaviour through the agreed processes.
11. Confidentiality and information. Officers must handle personal, confidential and sensitive information appropriately, follow data-protection and security procedures, and share information only with people who have a legitimate need to receive it.
12. Conflicts of interest. Officers should declare any personal, financial or organisational interest that could reasonably be seen to affect their judgement. The interest and any agreed steps, such as withdrawing from a decision, should be recorded where appropriate.
13. Records continuity and handover. Officers should maintain proportionate records of procedures, significant decisions, activities, access arrangements and outstanding actions. At the end of a term or period of absence, relevant information, documents, accounts, credentials and party property must be handed over securely and promptly.
14. Review and support. Officers should take part in periodic reviews of priorities, workload and support needs. Concerns should normally be resolved constructively within BCPGP, with Regional or National Party advice sought where the issue is serious, specialist or cannot be resolved locally.

Working arrangements

Job sharing and delegation. Roles may be job-shared and tasks may be delegated where this is permitted. The division of work should be clear, recorded and communicated to the other officers. Delegation does not transfer a statutory or formally assigned responsibility unless the required appointment is also made.

Absence and vacancies. Where an officer is unavailable or a role is vacant, the Chair/Coordinator should work with the officer team to identify essential work, agree temporary cover and avoid placing an unreasonable burden on one person.

Review of these terms. These terms should be reviewed alongside the officer role descriptions at appropriate intervals and after significant changes to BCPGP or GPEW governance. Amendments must be approved through BCPGP’s agreed democratic process.

Optional personal officer pledge

This optional pledge helps an officer and the wider team agree realistic priorities. It is not contractual and may be revised when circumstances or party priorities change.