LYDD TOWN COUNCIL
TOWN CLERK & RESPONSIBLE FINANCIAL OFFICER
JOB DESCRIPTION
Overall Responsibilities
The Town Clerk will be the Proper Officer of the Council and as such has a statutory duty to carry out all the functions, and in particular to serve or issue all the notifications required by law of a local authority's Proper Officer. The Clerk will be totally responsible for ensuring that the instructions of the Council in connection with its function as a Local Authority are carried out. The Clerk is 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 person appointed will be accountable to the Council for the effective management of all its resources and will report to them as and when required. The Clerk will be the Responsible Financial Officer and responsible for all financial records of the Council and the careful administration of its finances.
Specific Responsibilities
- To ensure that statutory and other provisions governing or affecting the running of the Council are observed.
- To manage the Council’s financial affairs, including constructing the annual budget, advising on the precept, providing budget monitoring information throughout the year, carrying out agreed processes for dealing with funding applications and the capital projects plan, and maintaining records for audit purposes and VAT.
- To ensure that the Council's obligations for Risk Assessment are properly met.
4.To prepare, in consultation with appropriate Members, agendas for meetings of the Council, its committees and sub-committees; to prepare for and attend such meetings advising the Chairman and Members as appropriate, to prepare minutes for approval and ensure that resolutions are implemented.
5.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 resulting from resolutions of the Council.
6.To receive and report on invoices for goods and services to be paid for by the Council and to ensure such accounts are met. To issue invoices on behalf of the Council for goods and services and to ensure payment is received.
- To monitor and manage the Council’s various bank accounts to avoid unnecessary charges and to maximise interest income.
8.To supervise 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 performance of other staff.
9.To take day to day responsibility for the Council’s land, buildings and other property (including regalia and archives) ensuring their safety, security and repair; and to oversee the use and hire of the Council’s facilities and maintain effective relationships with users.
10.To ensure that all callers to the Council’s offices are dealt with courteously and efficiently.
11.To oversee the detailed management and administration of the Council’s allotments, ensuring that contacts with tenants and their representatives are handled with respect and consistency.
12.To prepare, in consultation with the Chairman, press releases about the Council, maintain effective relationships with the media and promote the public image of the Council, including oversight of its website.
13.To support and advise the Town Mayor, Deputy Town Mayor and Civic Representative in the execution of their civic roles.
14.To participate in various annual civic functions and services and wear traditional robes as required.
15.To put forward ideas for change and improvement in all aspects of the Council’s work, including research, seeking expert advice, commenting on others’ proposals and monitoring the achievement of the Council’s goals.
16To act as the representative of the Council as required.
17To administer and attend the annual Town Meeting.
18.To seek continuing professional development and attend relevant training courses, seminars and conferences on the work and role of the clerk and the Council as required.
19.Any other duties appropriate to the grade of the post that may reasonably be required by the Council.