Orchard Park Community Council
Clerk/Responsible Finance Officer
Information for applicants
Contents
Letter from Chairman of the Community Council 3
Copy of the advertisement and application process 4
Recruitment and selection guidance for applicants 5
Person Specification 7
Job Description 8
The Orchard Park Development 10
Main Terms and Conditions of Employment 11
Separately:
Application form
Orchard Park map and directions
Application Pack –Clerk/Responsible Finance Officer 4 March 2017
Letter from Chairman of the Community Council
Orchard Park Community Council
Orchard Community Centre
Central Avenue
Orchard Park
CAMBRIDGE
CB4 2EZ
01223 420750
Email:
1 March 2017
Dear Applicant
Vacancy for Clerk/Responsible Finance Officer
Thank you for your interest in this post at Orchard Park Community Council. Enclosed is an application form together with further information which I hope you will find helpful.
This is a unique chance to work for a recently established Community Council in a diverse and still growing new community on the outskirts of Cambridge.
We have an outstanding range of facilities already in Orchard Park with more still to come. We also face a number of challenges with further development still to take place within Orchard Park.
This post will help the Community Council respond to those challenges and develop still further our ability to deliver excellent services and sound administration in a time of financial constraints.
If you would like more information, then please contact our present Clerk, Gini Wood on 01223 420750 or 07825 132059 and she will be pleased to talk this over with you and answer any questions you may have. Visits to Orchard Park are most welcome.
We look forward to receiving your completed application form together with a covering letter stating why you think you would be suited to the post.
Yours sincerely
Y.Macaulay
Yemi Macaulay
Chairman of the Community Council
Application Pack –Clerk/Responsible Finance Officer 4 March 2017
Copy of the advertisement and application process
Recruitment and selection guidance for applicants
INTRODUCTION
Orchard Park Community Council is committed to providing the best possible service to our community. To achieve this, we aim to ensure that our staff have the standard of skills, knowledge and experience required by the person specification.
We shortlist candidates using the person specification as the basis for decision making. We then use structured interviews in order to obtain the best possible information upon which to base our selection decision. We will ensure that all candidates are treated fairly and have equal opportunity.
SHORTLISTING
When you apply for a job with Orchard Park Community Council, we send you an application form to complete, together with a job description and person specification.
It is most important that you read this information carefully. The job description will give you further information necessary for you to decide whether you possess the necessary skills and are interested in further pursuing your application. The person specification contains the knowledge, skills and experience required for the job and these are the criteria against which a selection decision will be made.
The shortlisting of candidates is carefully undertaken by assessing the information you provide on the application form against the requirements of the person specification.
COMPLETING THE APPLICATION FORM
It is important that you complete the application form fully and provide clear evidence of your relevant knowledge, skills and experience against those listed in the person specification. A letter of application may be submitted to support your application, but does not replace your full completion of the application form. An incomplete application form will not be considered. Please include relevant experience and achievements from any sphere of your life; from managing a home to voluntary work, hobbies and interests, as well as from current or previous employment.
Where written skills are relevant for the post, your application form will be used to assess such skills. Relevant skills may include grammar, spelling, your ability to express yourself clearly and concisely and your ability to organise information.
Where an applicant has difficulty completing the form because of a disability or learning difficulty, we will accept applications in other formats, for example, on computer disc or on audio tape. Should you require this application form in another format because of such a reason, please contact the Clerk to the Council on 01223 420750.
Please note errors or omissions or falsehood on the application form or supporting information may result in the application not being progressed or if discovered at a later date lead to dismissal.
ABILITY TESTING
We have a range of ability tests that may be used at interviews to help us to determine whether candidates possess the right skills or aptitude for the vacancy under consideration.
INTERVIEWS
Interviews are always conducted by a panel of at least two people.
INTERVIEW RESULTS
All candidates, successful or otherwise, will be informed in writing of the result of the selection process in which they have taken part.
All offer letters are conditional on references and vetting procedures or other aspects as advised regarding your appointment to the council.
TIMESCALES
Applications must be submitted by the closing date of Monday 27th March 2017.
EQUAL OPPORTUNITIES
The Council is an equal opportunities employer and will welcome applications from suitably qualified candidates regardless of race, religion, gender or disability.
ADDITIONAL INFORMATION
If, after reading this, you have any remaining questions or concerns, please feel free to contact Gini Wood, the Clerk to the Council, on 01223 420750.
Application Pack –Clerk/Responsible Finance Officer 4 March 2017
Person Specification
Competencies / Essential / DesirableQUALIFICATIONS / § At least 5 GCSEs at A – C grades including English and Maths (or equivalent). / § Professional qualification in Council administration or enthusiasm to pursue
§ Evidence of a commitment to continuing professional development
§ Additional finance training
MEETINGS / § Practical experience of servicing meetings including Agenda setting and minute-taking. / § An understanding of Local Government democratic processes.
COMMUNICATION SKILLS / § Excellent oral and written communication skills, including an ability to relate to, and communicate to members of the public, other staff, councillors, press and external agencies. / § Experience of dealing with the public across a range of circumstances
IT SKILLS / § Experience in Microsoft Office and excel packages. / § Basic knowledge of website maintenance.
FINANCIAL / § Financial numeracy to enable the understanding, creation and application of organisational budgets, accounts, forecasts, etc.
§ Experience of using manual and computerised accounting/pay systems / § Additional finance qualification
OTHER / § Evidence of ability to prioritise work, balance competing priorities and achieve positive outcomes.
§ Evidence of ability to organise and manage resources effectively, and maintain morale, trust and confidence throughout the organisation.
§ Willingness to work evenings and weekends and demonstrate flexibility as required.
§ Ability to work effectively under pressure. / § Current driving licence and car owner/access to a car.
§ Capable of anticipating problems and showing initiative to resolve them.
§ Personal warmth and friendly responsive approach to staff and members of the public at all levels.
Application Pack –Clerk/Responsible Finance Officer 4 March 2017
Job Description
Job Title: Clerk/Responsible Finance Officer
Salary: £23,935 – £26,556 pro rata (SCP 27 – 30) a staff pension scheme
is in place (starting salary according to qualifications and experience).
Hours: 22 hours per week (negotiable up to 30 hours per week), including some evening meetings and possible weekends.
Location: The Orchard, Central Avenue, Orchard Park
Responsible to: Orchard Park Community Council
Reporting to: The Chair of Orchard Park Community Council
CRB check: Enhanced CRB check required
1. Purpose of the job
1.1 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.
1.2 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.
1.3 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.
1.4 The Clerk is required to manage the assets and develop and deliver the activities of the Council. The Clerk shall provide policy information and general guidance to the Council to aid its decision-making processes and shall represent the Council and seek and promote service development opportunities.
1.5 The Clerk will be the Responsible Financial Officer and responsible for all financial records of the Council and the careful administration of its finances.
1.6 The Clerk shall act within the prescribed scheme of delegations or specific authorities given from time to time and within policy and budget constraints. The Clerk shall be accountable to the Council, with specific line accountability to the Chairman of the Council.
2. Management of Council Business
2.1 To ensure that statutory and other provisions governing or affecting the running of the Council are observed.
2.2 To prepare, in consultation with appropriate members, agendas for meetings of the Council and Committees. To attend such meetings and prepare minutes for approval. Other than where such duties have been delegated to another Officer.
2.3 To attend all meetings of the Council and all meetings of its committees and sub-committees. Other than where such duties have been delegated to another Officer.
2.4 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.
2.5 To receive and report on invoices for goods and services to be paid for by the Council and to ensure such accounts are met. To issue invoices on behalf of the Council for goods and services and to ensure payment is received.
2.6 To monitor and balance the Council's accounts and prepare records for audit purposes and VAT.
2.7 To ensure that the Council's obligations for Risk Assessment are properly met.
2.8 To act as the representative of the Council as required.
2.9 To prepare, in consultation with the Chairman, press releases about the activities of, or decisions of, the Council.
2.10 To attend training courses or seminars on the work and role of the Clerk as required by the Council.
2.11 To work towards the achievement of the status of Qualified Clerk as a minimum requirement for effectiveness in the position of Clerk to the Council.
2.12 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 specialists in particular fields and to produce reports for circulation and discussion by the Council.
2.13 To draw up both on 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.
2.14 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.
2.15 To monitor the implemented policies of the Council to ensure they are achieving the desired result and where appropriate suggest modifications.
2.16 In seeking to ensure improvements (where possible) in the economy, efficiency and effectiveness of the Council's operations, the Clerk shall ensure that effective and quality-driven administrative and other systems are in place.
2.17 The Clerk shall maintain and apply a strategic perspective in advising the Council and in managing its assets and activities by identifying issues and forecasts and giving a medium to long term framework for action.
3. Management of Assets, Amenities And Services
3.1 The Clerk is overall accountable for the management, letting, upkeep and protection of all buildings, equipment, recreation, street scene and other facilities vested in the Council and delegates day-to-day responsibility for these services as appropriate, ensuring that:
3.1.1 All letting/booking of facilities are in accordance with Council approved policies and charges and that customer care standards are high at all times
3.1.2 all necessary maintenance repairs and replacements are carried out
3.1.3 accurate specifications are prepared and issued to invite bids
3.1.4 contracts are awarded and monitored for repairs, maintenance and other services to Council property.
3.1.5 Council property is leased and/or rented on behalf of the Council, taking action when necessary to secure compliance with agreements.
3.1.6 all goods, services and equipment supplied to the Council are as specified
3.2 The Clerk is expected to liaise with officers of the District and County Council and other statutory bodies on matters relating to the construction, maintenance, repair and improvement of services for which those Authorities are responsible. The Clerk shall ensure that questions and comments about local services are properly handled and appropriate action is taken, intervening personally when necessary.
4. Financial Management
4.1 In consultation with the Chairman of the Resource Committee, the Clerk shall prepare the annual revenue expenditure and capital budgets for consideration by Council. The Clerk shall initiate forward planning, forecasting and general financial advice to ensure the financial stability and viability of the Council. This will include assessing the effects of the Council's forward planning on its precept and on the overall level of Council Tax.