Assistant Clerk

The postholder will be required to provide support to the Town Clerk/RFO in relation to the provision of general administrative support, preparing for meetings, financial administration, hire of facilities and general office functions.

To assist the Clerk to the Council, and act as a representative of the Council, as required.

· To assist the Town Clerk/RFO in ensuring that legal, statutory and other provisions governing or affecting the Town Council are assured.

· To assist in the preparation of agendas for the Town Council, its committees and Annual Town Meeting

· To attend designated meetings and arrange for minutes to be prepared for approval as appropriate

· To support staff during the absence of the Town Clerk.

· To assist the Town Clerk in implementing decisions of the Council, its Committees and sub Committees

· To assist the Town Clerk/RFO in dealing with email correspondence and documents received at the Council office.

· To be responsible for ensuring that all administrative arrangements are in place in connection with meetings and support with post meeting actions.

· To undertake correspondence and research, and to produce information, data and reports, where required by the Clerk to the Council.

· To maintain effective paper and electronic filing systems to record the business of the Town Council in a recoverable format.

· To assist with monitoring CCTV operations and speed advisory sign.

· To assist with organising civic and community events.

· To order and ensure the adequate provision of all stationery, equipment and supplies for the office and the Parish Hall.

2. Financial Governance and Accountability

· To assist in the maintenance of the accounting software ensuring that all supporting documentation is maintained to provide the required audit trail.

· To assist in ensuring that the accountancy system is effectively administered.

· To assist with the administration of the purchase ledger and payments system, sales ledger and cashbook and ensure that bank reconciliations are completed on a monthly basis.

3. Information Management and Information Technology

· To ensure that all files and records are maintained in an effective manner and that the Town Council's policy on retention of documents is fully complied with.

· To assist in ensuring that effective and efficient arrangements are in place to deal with the security of information and data.

4. Facilities support

· To ensure that the Town Council's obligations for Risk Assessments, Health & Safety, Asset Inventory, and GDPR are properly met.

· To administer the booking / hiring system for use of Council facilities.

· To assist the Town Clerk/RFO with administration duties linked to the management of its land and property.

5. Communications

· To deal with incoming enquiries (telephone, email or in person), ensuring an efficient response.

· To assist with social media enquiries and update Facebook and the Council's website when appropriate.

· To assist the Town Clerk/RFO in relation to the preparation of press releases, town newsletters and other publicity documentation.

· To assist the Town Clerk/RFO in marketing campaigns as required by the Town Council involving new innovative ways of communicating key messages to stakeholders.

· To assist with the implementation of all events (including civic events and community engagement initiatives).

· To ensure that the Council is accessible, responsive and engaged with the community in the delivery of its duties.

6. Cemetery

· To support with the Cemetery records.

· Dealing with Funeral Directors and Stone Masons.

7. Health and Safety

· To take care of your own health and safety and ensure through training and guidance that you are aware of your responsibilities in relation to the role you perform.

8. Personal Development

· To attend relevant training courses to enable you to have the knowledge and skills to ensure the efficient management of the Town Council's affairs.

9. Other

· To undertake other duties which are commensurate with the level and grading of the post.

• GCSE or equivalent (preferred), Customer service: 1 year (preferred)


• Administrative experience: 1 year (preferred)


Language:

• English (required)


Licence/Certification:

• Driving Licence (preferred)