STAVELEY TOWN COUNCIL
JOB DESCRIPTION
JOB TITLE: Town Clerk and Financial OfficerPOST NO: 1 / SALARY/GRADE:
RESPONSIBLE TO: The full Council
RESPONSIBLE FOR: All the staff on the Staveley Town Council establishment.
MAIN PURPOSE OF POST:
· The Town Clerk 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 the law of a local authority Proper Officer.
· The Town Clerk will be responsible for ensuring the instructions of the Council in connection with its function as a local authority are carried out.
· The Town Clerk will be 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 postholder will be accountable to the Council for the effective management of all its resources and will report to them as and when required.
· The Town Clerk is also the Responsible Financial Officer and will be responsible for all the financial needs of the Council and the careful administration of its finances in accordance with the Financial Regulations of the Council.
DUTIES AND RESPONSIBILITIES:
Duties and responsibilities must be undertaken to comply with Council Policies/Procedures.
1. To ensure that legal, statutory and other provisions governing or affecting the running of the Council are observed.
2. To provide leadership and management to the Town Council staff and provide guidance through an effective performance management system.
3. 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.
4. To monitor and balance the Council’s accounts and prepare records for audit purposes and VAT (*or to monitor the work of a designated other officer designated the Responsible Finance Officer).
5. To prepare estimates of income and expenditure for each coming financial year, such estimates to form the basis for the annual budget, when approved by the Council, and the basis for the precept to be submitted to Staveley Town Council.
6. To prepare financial reports on all relevant matters and specific projects, and to prepare the annual report and accounts in accordance with the relevant Regulations for submission to the Council and external audit.
7. To ensure that the Council’s obligations for Risk Assessments are properly met.
8. To convene meetings, issue notices and prepare agendas and reports as required, brief the Chairman and Leader prior to meetings.
9. 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.
10. To make arrangements to ensure that the Council’s finances are run in line with good accounting practice and that invoices are checked and paid in line with standing orders.
11. 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 administrators and specialists in particular fields and to produce reports for circulation and discussion by the Council.
12. To draw up both on his/her own initiative or as a result of suggestions by Councillors, proposals for consideration by the Council and to advise on practicability and likely effects and risks of specific courses of action.
13. To monitor the implemented policies of the Council to ensure they are achieving the desired result and where appropriate suggest modifications.
14. To act as the representative of the Council as required.
15. To ensure that arrangements are in place to issue notices and prepare agendas and minutes for the Parish Meeting: to attend the assemblies of the Parish Meeting and to implement the decisions made at the assemblies that are agreed by the Council.
16. To prepare, in consultation with the Chair, press releases about the activities of, or decisions of, the Council.
17. To attend training courses or seminars on the work and role of the Clerk as required by the Council.
18. 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.
19. To continue to acquire the necessary professional knowledge required for the efficient management of the affairs of the Council.
20. 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.
21. To research and employ best practice with a view to providing the Council with best value service provision. To develop a commercially aware and cost conscious culture within the organisation.
22. To manage the ordering and payments of goods and services received by the Council and any contracts as required by the Council’s Financial Regulations.
23. To provide and manage the Staveley Town Markets and associated additional markets effectively.
24. To prepare and develop in collaboration with the Chair and Leader policies, strategies and business objectives annually, together with agreement on how these will be monitored and regularly reported on to address issues and risks.
25. To ensure that the Council’s obligations in the respect of insurance are properly met.
26. To ensure that all the Council’s obligations for health and safety and risk assessment and mitigation are properly met.
27. To be responsible for ensuring the letting of allotments is in accordance with the legislation and compliance with tenancy regulations.
28. To be responsible for the organisation of civic functions and events.
29. To maintain working knowledge of relevant legislation, statutory instruments and codes of practice.
30. To prepare in collaboration with the Chair and or Leader press releases about the activities and or decisions of the Council.
31. To liaise and develop relationships with external bodies in conjunction with the strategic objectives of the Council, including other local authorities, residents, businesses and local organisations.
32. To attend meetings of outside bodies as the Council’s representative as directed by the Chair or Leader or as a spokesperson to explain Council policies.
33. Whenever possible to attend meetings of the Council and meetings of its committees.
34. In dealing with all financial matters the Town Clerk must be formally designated the responsible financial officer.
Any other duties which are equal/similar to your current grade and responsibility level.
SPECIAL FEATURES OF THE POST:
· Ensuring the management and maintenance of the Town Council buildings
· In collaboration with the Council act as required as Project Lead for identified specific projects
· To undertake the duties of the post with minimal general supervision.
You may be required to carry out those duties at your present workplace or at another Council venue.
PERSON SPECIFICATION
JOB TITLE: Town Clerk and Financial Officer – Staveley Town Council
SKILLS/KNOWLEDGE/ABILITIES/EXPERIENCE:
ESSENTIAL
1. A proven track record of experience in local government and senior management.
2. Able to lead, direct and motivate a team, and able to develop and secure effective relationships with Councillors and other key stakeholders.
3. Business administration experience, including effective project management skills, highly developed report writing skills and an in depth knowledge of general administration.
4. Knowledge of the powers and functions of a local council.
5. Strong and effective project management, leadership and team working skills.
6. Ability to apply discretion and initiative in dealing with complex issues.
7. Excellent communication and customer service skills.
8. A high level of organisational and time management skills.
9. Confident public speaker.
10. The ability to work flexibly is essential as the work will not be ‘9-5’ but will include numerous evenings and weekends.
11. Access to, or usage of, own vehicle.
12. A working knowledge of Microsoft Office Suite – Word, Excel, Access, Outlook.
DESIRABLE
1. An ability to evaluate developments in Best Practice and Best Value and Service Reviews, identification of Value for Money and advise Council appropriately.
2. Qualifications related to buildings management would be desirable as would training regarding health and safety, fire safety and risk assessment.
3. Experience related to health and safety, fire safety and risk assessment.
4. Knowledge about Staveley and the work of the Council.
5. Experience of conducting public consultation exercises, and of proactive communication with local press and other media.
6. Skills related to applying for grant funding.
7. Skills related to the utilisation of social networking sites.
8. Policy analysis skills and the ability to address and resolve complex issues.
9. Willingness to engage with the community and acquire knowledge of the local area.
10. Able to gain and retain the confidence of Councillors, local community representatives, outside organisations.
QUALIFICATIONS/TRAINING:
ESSENTIAL
1. Educated to degree level in a relevant discipline or with a relevant professional or management qualification.
2. Certificate in Local Council Administration (CiLCA) or prepared to work towards achieving one within the first 12 months of employment.
DESIRABLE
1. Qualifications relating to finance and budgeting.
2. Evidence of continuous professional development by relevant management and supervisory training and experience.
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