Deputy clerk

North Hykeham Town Council has a vacancy for a Deputy Clerk.

We are seeking a highly organised and detail-oriented Deputy Clerk to join our administrative team. The ideal candidate will play a crucial role in supporting the daily operations of our office, ensuring that all clerical and administrative tasks are completed efficiently.

Deputy Clerk - North Hykeham Town Council

This position requires a strong ability to manage multiple tasks, maintain accurate records, and provide excellent customer service. The Deputy Clerk will assist the Town Clerk/RFO in the overall management of the Town Council’s administration and operations. This role will involve deputising for the Town Clerk when necessary, overseeing staff, ensuring compliance with legal and regulatory frameworks, and supporting the delivery of the Council’s strategic objectives.

Key Responsibilities

1. Support to the Town Clerk
Deputise for the Town Clerk in their absence, making decisions within delegated authority. Assist in the preparation and distribution of agendas, reports, and minutes for Council and Committee meetings and follow through on Committee/Council actions. Flexible working will be required to attend evening meetings. Ensure compliance with local government law and governance guidelines.
2. Governance and Administration
Manage the day-to-day administration of the Council, including ensuring policies and procedures are adhered to. Maintain statutory records, registers, and other Council documentation in accordance with the law (e.g., standing orders, risk assessments, financial regulations). Act as the Council’s representative when required at external meetings, forums, and events. Administer the Council’s cemetery records and manage the burials and memorials procedures. Co-ordinate bookings for the use of the Council’s rooms and open spaces.
3. Financial Management
Support the RFO and assist with the preparation of the Council’s budget and financial reports, including income and expenditure monitoring. Ensure compliance with relevant financial procedures and audit requirements. Support the preparation of accounts for audit and manage grant applications or funding opportunities.
4. Staff Management
Oversee other Council staff as directed by the Town Clerk, including supervision, training, and performance management. Support in recruitment processes and ensure effective staff communication and well-being. Assist in the planning of training courses for staff, councillors and volunteers. Allocate uniform for staff, councillors and volunteers.
5. Public Relations and Communications
Respond to public inquiries and correspondence, ensuring that excellent customer service standards are maintained. Assist in managing the Council’s website, social media platforms, and other communication channels. Support in promoting community engagement initiatives and Council projects.
6. Project Management
Assist with the planning and delivery of Council projects and events. Monitor progress, provide reports to the Council, and ensure projects are delivered within agreed timescales and budgets.

General Duties
Adhere to the policies, Standing Orders, Financial Regulations and Codes of Conduct of the Council. Undertake continuous professional development to remain up to date with changes in legislation and best practices. Carry out any other duties as may reasonably be required by the Council or Town Clerk.

Person Specification: Deputy Town Clerk

Qualifications
Essential:
Educated to at least A-level or equivalent. Certificate in Local Council Administration (CiLCA) or willingness to work towards it within 12 months of appointment.

Desirable:
Higher education qualification in public administration, management, or a related field. Recognised financial qualification (e.g., AAT, bookkeeping certification).

Experience
Essential:
Experience in a local government setting or a similar administrative environment. Demonstrable experience in managing meetings, preparing agendas, reports, and taking minutes. Experience in financial management, including purchase and sales ledgers, budgets and audit processes. Experience in dealing with members of the public, councillors, and stakeholders.

Desirable:
Experience in managing staff or volunteers. Experience in project management or community development.

Skills and Knowledge
Essential:
Strong understanding of local government law and governance. Proficient in IT, including word processing, spreadsheets, and email systems. Excellent communication skills, both written and verbal. Ability to organise and prioritise work effectively, manage competing deadlines, and multitask. Knowledge of financial management processes.

Desirable:
Knowledge of local government finance and auditing practices. Familiarity with website management and social media platforms.

Personal Attributes
Essential:
High level of accuracy and attention to detail. Ability to maintain confidentiality and handle sensitive issues. Flexible and adaptable to changing demands and situations. Self-motivated, proactive, and able to work independently as well as part of a team. Commitment to public service and community engagement. Acts with integrity at all times.

Desirable:
Enthusiasm for promoting and improving local government services.

Special Requirements
Essential:
Willingness to attend evening meetings and work occasional weekends. Ability to travel within the local area for work-related purposes. Full UK driving licence or access to reliable transport.

Salary: £30,825 - £32,076, SCP 21-23
Hours: 37 hours per week
Place of work: Town Council premises

To apply: Complete an application form, which can be found at https://www.northhykehamtowncouncil.gov.uk/Vacancies.aspx
Contact: Mandy Parker, Town Clerk, townclerk@northhykeham-tc.gov.uk, 01522 681537
Closing date: 15/11/2024

The Town Council advertising the vacancy will contact you directly regarding the outcome of your application and any interviews.

All shortlisted candidates will need to verify their eligibility to work in the UK at interview.

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