Stanway Parish Council

STANWAY PARISH COUNCIL

Office/Administration Assistant

Job Description

Main purpose of job

To provide office and administrative support for the work of Stanway Parish Council in the execution of its statutory duties and its’additional voluntary community work under the direction of the Clerk to the Council.

Position in organisation

The Office/Administration Assistant will report directly to the Clerk to the Council.

The Scope of the job

To set up and maintain effective systems for collecting, collating, reporting and analysing information as required by the Council.
To co-ordinate and implement the delivery of the Council’s website programme.
To co-ordinate and implement the delivery of the Council’s Social Media.
To update the Council’s Notice Boards.
To be the first point of contact, when required, for visitors to the office and to maintain effective communication with all Councillors, members of the public and other visitors as required.
To provide administrative support to the Clerk to the Council and Councillors as required.
To act as a representative of the Council as required.
To attend training courses or seminars on the work and role of the Office/Administration Assistant as required.
To work towards the achievement of the CiLCA qualification, if not already achieved.
To deputise for the Clerk to the Council in their official capacity in relation to interments at Comb Meadow Burial Ground.

Dimensions and limits of authority

Accurate record keeping of council data and information.
Office management duties in the absence of the Clerk to the Council or Clerk’s Assistant including, but not limited to, Financial records, Payroll submission, attending Council Meetings, preparation of Agendas and Minutes for approval.

Administrative responsibilities

To maintain all key documentation and records.
Deal with telephone and written enquiries and information requests.
To copy and disseminate information as required.

Managing systems

General office management duties such as ensuring the office is tidy, all electronic and hard copy filing is up to date and orderly, monitoring and making recommendations for the ordering of stationery supplies.
To set up comprehensive electronic and hard copy filing systems as required and ensure that files are up to date and archived when necessary.
To be responsible for the Council’s management information systems, for the collection, retrieval and analysis of data.
To support the Clerk to the Council in maintaining financial records.
To support the Clerk to the Council in maintaining records for Comb Meadow, Burial Ground.

Communication and liaison

Ensure telephone and written enquiries are dealt with promptly and efficiently, referring to the Clerk to the Council and others as appropriate.
Send out information about the Council and its facilities as required.
To ensure the website is regularly updated and maintained with Council information.
To ensure the Council’s Social Media is regularly monitored and updated and to report any issues to the Clerk to the Council.
To ensure the Council’s Notice Boards are regularly updated with Council information, meeting agendas and other agreed documentation.
To participate in organising events as required including meetings, consultations and public events.
To assist with editing the Parish Council’s Newsletters.

Project work

To work closely with the Clerk to the Council supporting particular projects of work. Such projects may include, but not be limited to, further development of the Council’s website, research for the Neighbourhood Plan, identifying funding sources.

To undertake any other duties or projects commensurate with the nature and grade of this post as required.