ROTHLEY PARISH COUNCIL

Appointment

to the post of

Clerkto the Council & Responsible Financial Officer

RECRUITMENT INFORMATIONPACK

November 2014

INTRODUCTION

Thank you for responding to the Council’s recent advertisement for this post.

We hope that you find this Recruitment Information Pack of assistance in deciding to apply.

The information is arranged as follows:-

  • ahistory and profile of the Council

Council area and environment

Council history and background details

Council structure

staffing information

key challenges

  • the job advertisement
  • the job description
  • the person specification
  • key terms and conditions of employment
  • the application and selection process.

Enclosed with this Recruitment Information Pack is an application form (CVs alone will not be acceptable). If you wish to apply electronically please email the address below for an application form which you can download.

This Recruitment Information Pack will not form part of any subsequent contract of employment.

If you have any questions on the Recruitment Information Pack or the recruitment and selection process,require any further information on the Council or the post or you would like an informal discussion on the role, please email or callthe Clerk, Robin Dent, on0116 2374544.

If as a result of a disability or impairment you would like us to make any special arrangements concerning the completion of your application or attending for interview please let us know.

Contact: Robin Dent
Rothley Parish Council
The Rothley Centre
12 Mountsorrel Lane
Rothley
LE7 7PR
Email:

HISTORY AND PROFILE OF THE COUNCIL

  • The Village

Rothley is a rapidly expanding village that lies within the administrative areas of Charnwood Borough Council and Leicestershire County Council. There are currently 3,327 on the electoral role with an estimated population of 5,000. The village is 4 miles North of Leicester and 6 miles South of Loughborough and lies on a main bus route linking the two locations. The village has a primary school (moving into new buildings in January 2015), a playgroup, 4 churches, 4 pubs, a Post Office and is well served by a good variety of shops within a very busy and well-used shopping area.

  • The Parish Council (RPC)

The Parish Council was founded in 1895 and there have been 9 clerks, including the present incumbent.

The Council presently has 10 elected members, who serve for a four-year period (next election 07/05/15).

Full council meetings are held on the 3rd Monday on each month (7.30pm) with an Annual Parish Meeting in early May. There are 6 sub committees that meet at RPC offices on an ad hoc basis. The Parish Council endeavors to meet local needs by responding to written requests, informal discussions and matters raised by the public at monthly RPC meetings.

  • Village facilities.

The Parish Council is currently responsible for 3 parks with recreational / play facilities and a further 2 green spaces which are all open to the public. It also administers the letting of The Rothley Centre and Village Hall. RPC is responsible for the Village Cemetery and has close links with 2 local charitable trusts.

  • Financial position

RPC currently has an annual precept of £95,000, but with the substantial amount of funds coming in from lettings of facilities, the annual turnover is over £150,000. Parish councils are the only local councils in the country that are not capped when wishing to increase their part of Council Tax (precept)

  • Staffing

RPC currently employs 5 staff. The Clerk oversees the work of an Administrative Assistant and 3 caretaking personnel who work different shifts to cover the opening and maintenance of facilities during the day / evenings and at weekends.

  • Current and ongoing challenges facing the Council and key projects

Large-scale planning issues constantly dominate the Council’s agenda, with regular applications for further housing developments on surrounding agricultural land coming in at an alarming rate. This presents a considerable challenge to the Council and local residents who have seen their village grow enormously within the last 8 years with no sign of any let up. The Council is pushing for additional community facilities to meet this growth in population with a new purpose built community centre, a doctors’ surgery and some features to relieve parking/ traffic problems at the top of its agenda. An additional challenge Rothley faces are the massive cuts being made by the County Council. This will impact on local services that Leicestershire presently provides but will no longer do in the future. RPC is looking at how it can pick up some of these services, using monies from its precept and developing voluntary help from within the community.

Vacancy for the post of Parish Clerk and Responsible Financial Officer to Rothley Parish Council.

Applications are invited for the post of Parish Clerk and Responsible Financial Officer to Rothley Parish Council.

Rothley is a medium sized parish which is growing and is set to continue to do so. The Parish Council is active, and runs a large community centre where the council offices are located and which the clerk will manage. The successful applicant will be required to provide professional support and guidance in all aspects of the Parish Council’s work, including procedure and finance.

Currently the post is for 20 hours per week, plus attendance at 13 evening Council meetings, and is based at the Rothley Centre.

The Clerk is responsible for the supervision of a clerical assistant and

3 caretakers.

Preference will be given to applicants holding CilCA, or those willing to study for CilCA.

Salary scale LC2 points 35 – 38 (currently £29,528 - £32,072) pro rata.

To download a recruitment pack please make a request online at

For a hard copy of the recruitment pack, or for more information about the role and what it involves, please contact the retiring clerk. Robin Dent on 0116 2374544 or e-mail.

Closing date for applications Friday 28th November 2014.

Job interviews will be held w/c 8th December 2014.

ROTHLEY PARISHCOUNCIL

JOB DESCRIPTION

Job Title: / Clerk and Responsible Financial Officer to the Council
Responsible to: / Chair of the Council
Responsible for: / All Council staff, propertyand financialresources

Job Purpose

  1. To carry out all the functions required by law of a local authority’s Proper Officer in a timely manner and to issue all statutory notifications, ensuring the correct observance and implementation of the Council’s Standing Orders.
  1. To be responsible as the Council’s Responsible Financial Officer under S151 of the Local Government Act 1972 for all financial matters and records of the Council, acting as principal adviser on financial matters and being responsible for the careful administration of the Council’s finances..
  1. To manage the Council’s employees effectively and to be the Council’s principal adviser on policy matters, be responsible for all aspects of Health and Safety, manage the provision of Council services, buildings, land and resources and to promote the Council.
  1. To be responsible for ensuring that the instructions of the Council in connection with its function as a Local Council are carried out and to produce all the information required for making effective decisions and to implement constructively all decisions.

Key Duties and Responsibilities

  1. To ensure that statutory and other provisions and notices governing or affecting the running of the Council are observed and to advise the Councillors on all meeting procedures and regulations.
  1. To be the Council’s principal adviser on all policy issues, to keep services and activities under continuous review and to identify, plan and implement improvements in quality, efficiency and effectiveness in line with changes in legislation to meet statutory requirements.
  1. To ensure the effective management and monitoring of the Council’s finances via Management Reports to Council showing Income and Expenditure, budget and annual precept advice, and the completion of statutory external audit requirements.
  1. To prepare and publish, in consultation with appropriate Members of the Council, agendas for meetings of the Council in accordance with all statutory requirements and prepare minutes for approval as required, and to maintain Councillors’ attendance records.
  1. To ensure that the Council’s obligations for financial risk assessment and insurance are properly met and that health and safety obligations under the Health and Safety at Work Act and other related legislation are met.
  1. To receive and conduct all necessary and appropriate correspondence and documents on behalf of the Council as a result of the instructions, or the known policy of, the Council or, when appropriate, bring relevant items to the attention of the Council.
  1. To sign, seal and deliver any agreements, contracts, conveyances, licences, consents, approvals etc on behalf of the Council as authorised.
  1. To ensure that:-
  • all necessary activities in connection with the management and payment of salaries and expenses are administered accurately and legally
  • all payments made to the Council are recorded, any necessary receipts issued
  • all cash and cheques received banked and all associated records kept and any queries are investigated
  • invoices are prepared and issued on behalf of the Council for goods and services to ensure payment is received
  • all necessary records in connection with the above are maintained
  • all necessary administration and banking procedures are arranged to ensure that all full and part time staff wages and salaries are paid
  • petty cash accounts are operated properly and all associated records of purchases are maintained
  • all relevant rents or charges are collected for relevant Council services and facilities
  • all necessary Revenue and Customs, VAT, SSP and pension financial returns and/or payments are completed and dispatched on time
  • records, returns and public notices for the annual audit are prepared and the necessary public notices displayed
  • appropriate financial IT systems are in place and operated securely
  1. To be responsible for the management, maintenance and use of all the Council’s properties and facilities, whether through direct management or through contracts, agreements or partnerships with other parties or providers, and to ensure that appropriate and adequate insurances are maintained and an annual inventory is carried out.
  1. To ensure that all surplus Council funds are invested securely and to maximise income.
  1. To advise on and assist with raising of funds by way of grants and sponsorship, etc.
  1. To prepare and publish the Council’s Annual Report, and issue notices and prepare agendas and minutes for the Annual Meeting, attend the Annual Meeting and implement the decisions made by the Council.
  1. To head the Council’s paid service and manage all other members of staff in keeping with the policies of the Council and employment law relating to management of salaries, conditions of employment and work of other staff, and to ensure they perform to expected standards, undertaking staff annual performance appraisals as required.
  1. To apply the principles of equality and equal opportunities as embodied in the Council’s policies and practices in order to promote equality of opportunity and treatment and the appropriate attitude and behaviour for all employees.
  1. To monitor the implemented policies of the Council to ensure they are achieving the desired result and where appropriate suggest modifications.
  1. To act as the official representative of the Council at meetings of other relevant organisations as required.
  1. To maintain effective and positive press and public relations and prepare, in consultation with key Councillors, press releases about the activities of, or decisions of, the Council.
  1. To take appropriate public relations action to enhance the profile and image of the Council and promote and protect the views/interest of the Council with all relevant external organisations or individuals.
  1. To develop effective liaison and an effective working partnership with other relevant District and County Councils, other public authorities, statutory and voluntary bodies and other agencies as the Council’s representative, to ensure that the Council plays a full and effective role in issues affecting the area.
  1. To work to improve, develop and up-date the Council’s website.
  1. To have an understanding of planning and development issues as they affect the Council area, in particular the Local Development Plan, the Local Strategic Partnership and the Emergency Plan and advise Councillors accordingly.
  1. To take appropriate action to ensure that all Council elections are arranged and held successfully.
  1. To work towards the achievement of Quality Status of the Council and obtain the Certificate in Local Council Administration (if not already gained) as a minimum requirement for effectiveness in the role, and continue to acquire the necessary professional knowledge required for the efficient management of the affairs of the Council.
  1. To attend the Conference of the National Association of Local Councils, Society of Local Council Clerks, and other relevant bodies, as a representative of the Council as required.
  1. To undertake such other duties commensurate with the level of the post and job purpose as required by the Council from time to time.

1

ROTHLEY PARISH COUNCIL

CLERK AND RESPONSIBLE FINANCIAL OFFICER TO THE COUNCIL

PERSON SPECIFICATION

Factor / Essential / Desirable
Attainments /
  • Must hold the Certificate in Local Council Administration and/or CIPFA, ACCA or equivalent part-qualified , or be prepared to work towards further qualification within 1 year of commencement.
  • Strategic financial experience in a structured environment including budgeting, management and financial control systems
  • Evidence of policy and strategy advice and development.
  • Good organisational and administrative experience in a structured environment.
  • Proven staff management experience.
  • Proven experience of formal Committee work, agenda preparation and minute taking.
  • Successful implementation of equality and performance management systems.
  • Proven project management experience.
  • Experience of website development and maintenance.
/
  • Educated to degree level.
  • ACIS, CIPFA or ACCA qualified.
  • Previous experience of working for local authority or similar body.
  • Experience of dealing with the public and working on own initiative.

Knowledge /
  • Knowledge of local government (financial) systems and procedures.
  • Knowledge of the governance, legal and financial frameworks in which the Council operates.
  • Knowledge of insurance procedures and financial risk assessment
  • Knowledge of employment and health and safety law.
  • Working knowledge of accounts and payroll systems
  • Working knowledge of procurement processes within public sector
/
  • Knowledge of local authority planning procedures.
  • Knowledge of local area.
  • Be able to show a knowledge of the operating environment of the Council.
  • Be able to show a knowledge of importance of good public relations and how to raise the Council’s profile in the community.

Qualities and Attitudes /
  • Self-reliant and self-motivated with the drive, determination and initiative to achieve results and motivate others.
  • Flexible, pro-active and “hands on” approach to tasks.
  • Supportive - demonstrating loyalty and commitment to the organisation and staff in past employment.
  • Trustworthy with confidential information.
  • Ability to demonstrate tact and diplomacy.
  • Community focussed with ability to develop and maintain good relationships with external bodies, contractors and the public.
  • Commitment to the delivery of quality service.
  • Proven ability to work as part of a team.
/
  • Proven abilityand enthusiasm to adapt to change.
  • Enthusiasm and innovative qualities.
  • Business perspective and acumen.
  • Sensitivity to working in a political environment.

Skills and Abilities /
  • Ability to communicate effectively with others at all levels both internally and externally.
  • High numeracy, analytical and presentational skills.
  • High interpersonal skills and ability to form and maintain sound working relationships with key external bodies.
  • Strategic level organisational and administrative skills.
  • Formal agenda preparation and minute taking skills.
  • Ability to produce understandable and concise written reports on complex topics.
  • Ability to organise and prioritise own and others work.
  • Proven management and leadership skills with ability to monitor performance of others to achieve targets and meet deadlines.
  • Ability to work in a logical manner and to strict deadlines.
  • IT literate with sound working knowledge of MS Office, Excel and Windows packages.
/
  • Articulate speaker in public.
  • Ability to develop, implement and monitor effective systems and procedures.
  • Flexibility and ability to respond quickly to situations

Special Conditions /
  • Willingness to work and/or attend Committees and other meetings and functions in evenings.
  • Prepared to work varied hours to meet the needs of the post.
  • Willingness to undergo training to acquire relevant new skills or knowledge relevant to the job.
/
  • Car driver/owner
  • Reside within a 10 mile commute

KEY TERMS AND CONDITIONS OF EMPLOYMENT

General

/ The terms and conditions of employment are generally in accordance with the National Joint Council Scheme of Conditions of Service and the provisions of the National Association of Local Councils and the Society of Local Council Clerks Conditions of Service for Clerks of Local Councils.
Salary / Salary is negotiable within Salary Range LC2 (SCP35-38 £29,528 - £32,072) dependent on level of professional qualification.
Working Week / The normal working hoursare 20per week plus negotiated study/training time as appropriate. Days of work are Monday to Friday.
Hours of Work / The office hours are 9 am to 1 pm but the hours of work will be flexible by agreement to include attendance at evening meetings.
Annual Leave / 20 working days plus 2 discretionary days and bank and public holidays.
Pension / The Council is currently seeking new pension arrangements in line with legislation.
Probation / 6 month probationary period.
Pay Method / Salary is paid4 weekly,directly by credit transfer to a bank or building society.
Salary Review / The salary is subject to any revisions agreed nationally between NALC and SLCC as a result of pay negotiations which are usually effective from 1 April.
Work Location / Parish Office, The Rothley Centre, 12 Mountsorrel Lane, Rothley LE7 7PR
Expenses / Car allowance payable in accordance with the casual user provisions in the National Agreement.
Other Terms / All staff are required to operate within the Council’s code of practice on confidentiality.
Notice Period / After completion of the probationary period, 3 months on either side in writing.

APPLICATION ANDSELECTION PROCESS