Trustee and Staff Roles

Governance

Trustee and Staff Roles

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Contents of this page:

• Trustee roles
  • Structural roles
  • Advisory roles
• Staff Roles
  • Publishing Manager

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Trustee Roles

Each member of the Board of Trustees brings different experience and expertise to the trustee group. They support the charity’s objectives and responsibilities in different ways. Some members hold formalised roles, while others’ knowledge, skill sets and interests enable them to advise on particular ‘pillars’ of the project.

Structural roles

Chair of the Board of Trustees

• Acts as a link between the Board and the Publishing Manager
• Line manages the Publishing Manager on behalf of the trustees
• Co-leads planning and facilitation of trustee meetings
• Ensures that trustees comply with their duties and that the charity is well governed
• Holds a casting vote if a vote on a trustees’ decision is tied
• May act as a spokesperson for the charity
• Reports on activities and achievements to the charity’s members and supporters at an Annual General Meeting

Deputy Chair of the Board of Trustees

• Co-leads planning and facilitation of trustee meetings
• Supports the Chair with their responsibilities when requested
• Deputises the role of Chair when the Chair is absent

Finance Manager

• Ensures the charity keeps proper accounts
• Reviews the charity’s financial performance
• Reviews policies for finance and investment
• Ensures that the charity has robust and effective financial controls in place
• Liaises with the charity’s independent payroll provider, accountant and auditor
• Liaises with the Publishing Manager to administer payments to freelancers and day-to-day spending
• Reports on financial matters to the charity’s members and supporters at an Annual General Meeting

Advisory roles

​These members advise the Board, and collaborate with the Publishing Manager on specific aspects of activity or special projects.

Technical Advisor

• Supports the Board in evaluating infrastructure
• Facilitates big-picture discussions of technical growth and maintenance
• Assists and advises on the implementation of technical priorities

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Staff roles

Publishing Manager

The Publishing Manager leads the administration, production, and strategic development of publishing, educational, partnership, and outreach activities for ProgHist Ltd. The role acts as an operational bridge between the Board of Trustees and the editorial and contributor community, ensuring that publishing services are sustainable, efficient, and aligned with the organisation’s mission and charitable objectives.

The Publishing Manager reports to Riva Quiroga (Board member) and assumes responsibility for areas previously shared across the team, consolidating operational oversight of publishing workflows, partnerships, and community-facing services.

Governance and Board Liaison

• Acts as a primary operational link between the Board and the Publications.
• Supports trustee decision-making by providing due diligence, contextual information, and implementation planning.
• Contributes to policy development and organisational planning.
• Co-leads planning, facilitation, and reporting for the Annual General Meeting.
• Ensures clear reporting on publishing, partnerships, and community activity.

Publishing Operations and Development

• Oversees end-to-end publication workflows across all publications.
• Designs, documents, and implements best-practice processes to ensure sustainability, accessibility, and efficiency.
• Liaises with Managing Editors to maintain appropriate, transparent, and user-friendly project management systems.
• Coordinates production services, including copyediting, typesetting, accessibility compliance, archival link generation, and lesson maintenance.
• Monitors capacity, timelines, and quality assurance across publications.
• Identifies and implements service improvements and operational efficiencies.

Staff and Contributor Management

• Manages freelance copyeditors, lesson maintainers, and other contracted roles.
• Leads recruitment, onboarding, and training of new staff and volunteer contributors.
• Develops and maintains training materials and documentation for editors, authors, translators, reviewers, and other contributors.
• Provides ongoing support and oversight to ensure consistent standards and positive contributor experience.

Partnerships and Sustainability

• Acts as first point of contact and representative for institutional and community partners.
• Develops and maintains relationships with supporters and Institutional Partners.
• Initiates and develops new partnership opportunities through direct engagement and sector networking.
• Coordinates membership renewals and supporter communications.
• Oversees invoicing, payments, and renewals in liaison with the Finance Manager.
• Contributes to long-term sustainability planning and income diversification.

Educational and Outreach Activity

• Collaborates with Managing Editors and partners to develop workshops, training sessions, and events.
• Leads community-building initiatives and engagement activities.
• Identifies opportunities to extend the reach and impact of publications.

Communications Support

• Contributes to the development and distribution of accessible, mission-aligned communications across relevant platforms.
• Ensures alignment between publishing activity, partnerships, and external messaging.

Organisational Administration and Record-Keeping

• Ensures clear documentation of decisions, workflows, and policies.
• Takes accurate and timely meeting minutes where required.
• Maintains internal documentation and supports updates to public-facing materials.
• Contributes to organisational continuity and knowledge management.