Key Terms
Job Title:
Deputy Clerk
Responsible to:
Town Clerk
Responsible for:
All Council staff, property and payroll and financial resources in the absence of the Town Clerk
Employment Status:
Permanent and part-time
Salary:
Work Location:
NALC salary grade LC2 (Substantive benchmark range)) and pro rata salary range SCP 24 - 28
Tring Town Council Offices
Job Purpose
The post’s primary job purpose is to deputise for the Town Clerk in her/his absence and undertake the following range of specific duties and responsibilities.
Duties and Responsibilities
General
Administration
To deputise for the Town Clerk in her absence.
To clerk designated Council Committees and working parties including the Allotments & Environment Committees and other committees in the Clerk’s absence, as requested and specifically to prepare agenda, write minutes and agree with Chair and deal with actions and correspondence arising from the meetings, as required.
To provide support for the Mayor, Deputy Mayor, and other Councillors on Council business as necessary, including keeping a diary, making appointments and keeping all parties informed.
Planning
To deal with planning applications, by dating, registering and ensuring neighbours are notified, preparing planning lists for notice boards, working party and Committee/Council and forwarding planning comments to Dacorum Borough Council.
Allotments
To process applications for allotments.
To keep an up-to-date register of allotment tenancies, notify and collect rents as due, and notices to quit where necessary.
To review and maintain allotment agreements and policies.
To carry out regular checks of allotment sites.
To issue car parking permits for Bulbourne allotments.
Council property bookings
To administer bookings for Church Square, Tring Market Place and any other relevant properties.
To liaise with the Information Officer to ensure events go up on the ‘What’s on’ page of the website.
Financial and Accounts
To prepare monthly payments to staff using the payroll system.
To manage and reconcile petty cash.
To create and issue invoices.
To maintain the asset register.
To input invoices received into the accounts system.
Assist Clerk with preparation of year end accounts for internal and external auditors.
With guidance from the Town Clerk, insert budgets into the accounts system at the start of each Financial Year.
Communications
Website
To ensure the website is updated with meeting documents as per compliance requirements.
To update web pages as needed.
Social Media
Working alongside the Information Assistant to promote council activities and events on social media
Newsletter
Working alongside the Information Assistant to produce a monthly email newsletter
Other General Duties
To undertake such other duties commensurate with the level of the post and job purpose as required by the Town Clerk or the Town Council from time to time eg. coordinating projects, public consultations and obtaining quotes and tenders.
To carry out all duties in accordance with the Town Council’s policies and procedures and all relevant legislation.