PAROISSE DE ST MARTIN

PARISH SECRETARY

Full time and permanent

The Parish of St Martin is seeking to recruit an energetic and responsible individual to fill the position of Parish Secretary from January 2017.

The role of the Parish Secretary involves: -

  • Working closely with the Connétable and Procureurs du Bien Public.
  • Administering the day-to-day affairs of the Parish, including the management of parish-owned properties.
  • Maintaining the accounting records and establishing the annual budget of the Parish.
  • Supervising a small workforce of clerical and manual workers.

The above position would suit a person possessing excellent organisational and people skills with an interest in the affairs of a rural parish and its community. The successful applicant will also require a good knowledge of Microsoft Office applications and be committed to the development of the “e-parish” online customer interfaces.

The salary is Civil Service graded and commensurate to experience.

Applicants should write in the first instance enclosing full

CV marking the envelope:

"Private & Confidential"

Connétable Michel Le Troquer

St Martin’s Public Hall

Rue de la Croix au Maitre

St Martin JE3 6HW

or email

For a full job description please see below

The Parish of St. Martin values diversity and welcomes applications from all sections of the community who have residential qualifications or who have been resident for the whole of the past consecutive five years

Closing date for applications is Thursday, 14th September 2017

Parish of St Martin

Job Description

Job Title:

Parish Secretary

Based at:

Public Hall, St Martin

Accountable to:

The Connétable and the Procureurs du Bien Public

Weekly Hours:

Monday to Friday

37- hours per week

Current office opening Hours (all days except Wednesday)

Morning: 8.30am to 1.00pm

Afternoon: 2.00pm to 4.30pm

Wednesdays: 8.30 to 12.30pm, 5.45pm to 7.45pm

Overtime:

Additional evening work will be paid separately, either by time in lieu or at standard rate if agreed.

Purpose of the Job:

By providing comprehensive administrative support to the Connétable, to ensure that the Parish of St Martin is managed in an efficient, effective and timely manner. To assume responsibility for the day to day running of the Public Hall, managing office, manual and contracted staff.

Parish Secretary

The Principal Tasks are to:

Daily/weekly

  • Supervise the handling of all correspondence, referring to the Connétable as necessary
  • Provide secretarial support to the Connétable
  • Supervise the maintenance of the Parish diary (for all bookings and meetings)
  • Answering the telephone and dealing with the public
  • Control and manage budget income and expenditure according to the adopted budget
  • Deal with suppliers (roads, property maintenance, stationery, IT etc.)
  • Ensure timely payment of all accounts and maintain accurate records of all financial transactions to the requirements of the Parish Auditors (SAGE Accounting System)
  • Administer and reconcile all Parish bank accounts
  • Ensure adequate security of all records and computer back up is carried out daily
  • Supervise the processing of driving licence applications
  • Supervise the processing of Firearms Applications, liaising with the Honorary Police as necessary
  • Provide administrative support to the Parish Honorary Police as necessary
  • Ensure the Parish Website is current and accurate, updating as necessary

Monthly

  • Ensure all salaries are paid on time and amendments notified to the bank as necessary
  • Ensure ITIS is paid monthly re all staff
  • Prepare all information for, and attend Roads Committee meetings
  • Attend monthly meetings of the Parish Secretaries

Quarterly

  • Process Social Security documents
  • Process GST returns and Treasury fines payments
  • Provide quarterly expenditure updates to Connétable and Procureurs du Bien Public

Annually

  • Assist the Parish Auditors in the preparation of the Parish Accounts and budget
  • Supervise the maintenance of the Electoral Register, issue Registration Forms, ensure all changes are input and print Electoral Book
  • Ensure all Parish insurances are current and maintained
  • Supervise the maintenance of Rates database, issuing Annual Returns, Notices, Assessments, Demands and Reminders on a timely basis
  • Organise Visites du Branchage and, working with the Roads Inspectors and Vingteniers, ensure all decisions are implemented and fines collected
  • Supervise the issuing of dog licences and maintenance of dog register
  • Supervise the issuing of P30, Sunday Trading and Place of Refreshment permits

Occasional

  • Convene, attend and minute Parish and Electoral Assemblies and other meetings as necessary, corresponding with the Royal Court when appropriate
  • Prepare church box notices and publish official notices in the Jersey Gazette as necessary and on a timely basis
  • Prepare all documentation and organise the Polling Station and Adjoints for public elections
  • Deal with applications under the Licensing Law, assisting with the maintenance of a register of licensed premises
  • Liaise with Honorary Police, Roads Committee and Inspectors on roads issues.
  • Supervise the handling of online reporting transactions from systems such as TrafficWorx and LoveJersey.
  • Ensure all documentation is archived as necessary, according to the Parish retention schedule.
  • Ensure the Parish complies with Data Protection Legislation and deal with any Freedom of Information requests.
  • Supervise refurbishments of Parish property, including sheltered housing units

Any other ad hoc Parish Secretary tasks as required

Person required:

Essential:

  • Conscientious, organised, efficient, discrete, numerate, articulate, able to respect confidentiality, confident in dealing with the public
  • Experience of Microsoft Office software, particularly Word, Excel and Outlook.
  • Basic book-keeping. Some experience of SAGE would be advantageous,

although training can be given.