Job Description

Job Title:Administrator/Democratic Services – Part-time

Reporting to:Town Clerk

Present Location:3 New Street, Daventry, NN11 4BT

Salary Scale:NJC Scale Points £14-16k, pro-rata

Hours:20 - 25 hours per week

Job Purpose:Undertake all administration in relation to Council and Committee business, creating and maintaining records. Assist the Town Clerk/RFO in the provision of democratic services including preparation of reports to council. Provide clerical and administration support for the Council and undertake specific projects as directed by the Town Clerk.

Duties and Responsibilities

Office administration

  1. To undertake office reception duties, both in person and on the telephone, dealing with enquiries and personal visits from the general public/members (ensuring queries are answered satisfactorily and/or referred onto the appropriate person/organisation).
  2. To provide administrative support to facilitate the smooth functioning of the office, liaising with other staff as appropriate to ensure efficient and effective support is provided.
  3. To draft letters and keep such records and maintain such files, as required.
  4. To undertake word processing and associated duties, including letters, memoranda, reports,spreadsheets, databases, forms and templates, including complex documents on occasion.
  5. Responsible for ensuring data quality and as such the integrity of management informationthrough the proper use and safekeeping of data and record systems both manual andcomputerised.
  6. Provide other office services as required, including the creation and maintenance of files and filing systems, collation of manual data, photocopying, distribution of information, collate invoices and input on financial system.

Democratic Services

  1. To assist the Town Clerk in carrying out the statutory and delegated functions of the Town Council.
  2. To assist the Town Clerk in the preparation of agendas, reports, including any necessary research etc for meetings.
  3. To copy, collate and distribute papers for the various council meetings, as required.
  4. Liaise with Members and Officers as necessary, e.g. in arranging meetings.
  5. Provide administrative support to the Council team and Councillors, when required.
  6. To attend meetings as required and produce minutes thereof.
  7. To assist the Town Clerk in implementing decisions of the Council and its Committees.
  8. To undertake any other lesser or comparable duties as required relating to the particular specialised function of the team or teams

Finance

  1. To collate relevant financial documentation and submit to Clerk for sign off
  2. Inputting of financial data onto Council’s bespoke financial system.
  3. Cheque writing, bankings, petty cash
  4. Bank reconciliations and generation of reports via the financial software
  5. To assist the Town Clerk in monitoring and control of Council expenditure and assist in the preparation of the annual budget estimates.
  6. To assist Town Clerk in recording and reporting on Community Grant applications.

Undertake other duties which may arise or as may be delegated

Note: Attendance to meetings and events involves occasional evening and weekend work.

Person Specification

Essential / Desirable
Attendance to evening meetings (see Council meeting schedule) / Attendance to Town Council events – occasional Saturday/Sunday
Ability to express oneself clearly in writing. / GCSE English or other similar qualification
Numeric competence / GCSE Maths or other financial qualification
Administration Experience / CiLCA qualification
Keyboard and Computer skills / ICT qualification
Good organisational skills, including ability to work within tight deadlines. / Experience of Minute writing and administration of Departments/Teams
Ability to work flexibly and as part of a team, and to use own initiative.
Keen eye for detail and methodical approach to repetitive or routine tasks / Team leader/Supervisory experience
Good verbal communication skills, including a pleasant and friendly telephone manner. / Experience of working on reception
Ability to manage time, priorities and resources in a structured way
Ability to analyse and solve problems
Ability to react to customers’ needs
Willingness to learn and attend training courses.
Driving licence / Own transport

Author: D Jewell

Version: 1

Date: 12 August 2015

Page 1 of 2