Overall Responsibilities
The Clerk to the Council will be the Proper Officer of the Council and as such is under a statutory duty to carry out all the functions, and in particular to serve or issue all the notifications required by law of a local authority’s Proper Officer. The Clerk will be totally responsible for ensuring that the instructions of the Council in connection with its function as a local authority are carried out. The Clerk is expected to advise the Council on, and assist in the formation of, overall policies to be followed in respect of the Authority’s activities and in particular to produce all the information required for making effective decisions and to implement constructively all decisions. The person appointed will be accountable to the Council for the effective management of all its resources and will report to them as and when required. The Clerk will be the Responsible Financial Officer and responsible for all financial records of the Council and the careful administration of its finances.
Specific Responsibilities
- To ensure that statutory and other provisions governing or affecting the running of the Council are up to date, observed and reviewed on an annual/regular basis.
- To monitor and balance the Council’s accounts; prepare monthly budget monitoring reports; effectively manage all grants, loans, trustee and savings accounts; regularly reclaim VAT from, and pay any National Insurance or other payments to, HMRC and prepare all records and documents for internal and external audit purposes.
- To ensure that the Council’s obligations for Risk Assessment and it’s; insurance and assets are properly met and annually reviewed.
4. To prepare, in consultation with appropriate members, agendas for meetings of the Council and Committees. To attend such meetings and prepare minutes for approval.
5. To arrange and attend all meetings of the Council and all meetings of its committees and sub-committees.
6. To receive correspondence and documents on behalf of the Council and to deal with the correspondence or documents or bring such items to the attention of the Council. To issue correspondence as a result of instructions of, or the known policy of the Council including lodging all representations made by the Council as statutory consultee on planning applications within the time frame given by the Local Planning Authority.
7. To receive and report on invoices for goods and services to be paid for by the Council and to ensure such accounts are met and to periodically review all services and contracts to ensure that the Council is receiving “best value”. To pay and where required issue invoices on behalf of the Council for goods and services and to ensure payment is received.
8. To study reports and other data on activities of the Council and on matters bearing on those activities. Where appropriate, to discuss such matters with administrators and specialists in particular fields and to produce reports for circulation and discussion by the Council.
9. To draw up both on his/her own initiative and as a result of suggestions by
Councillors, proposals for consideration by the Council and to advise on practicability and likely effects of specific courses of action.
10. To supervise any other members of staff as their line manager in keeping with the policies of the Council and to undertake all necessary activities in connection with the management of salaries, conditions of employment and work of other staff.
11. To monitor the implemented policies of the Council to ensure they are
achieving the desired result and where appropriate suggest modifications.
12. To act as the representative of the Council as required.
13. To issue notices and prepare agendas and minutes for the Parish Meeting: to attend the assemblies of the Parish Meeting and to implement the decisions made at the assemblies that are agreed by the Council.
14. To prepare, in consultation with the Chairman, press releases about the activities of, or decisions of, the Council.
15. To attend training courses or seminars on the work and role of the Clerk as required by the Council.
16. To continue to acquire the necessary professional knowledge required for
the efficient management of the affairs of the Council.
17. To ensure that all Declarations of Councillors’ Interests, Acceptances of Office, and the Code of Conduct are available to and completed by Councillors and to initiate and/or where appropriate arrange/facilitate the filling of any Councillor vacancies on the Council.
TERMS
- The role is part time working an average of 15 hours per week depending upon the needs of the Council so flexibility is required
- Attendance at Parish Council meetings is required, please note the meetings take place in the evening
- The role can be a mix of home and office based
- Salary will be dependant on experience however in line with Local Government pay scales for the role
- 25 days holiday per annum pro rata to hours worked plus bank holidays
- Local Government contributory pension scheme membership