30 hours per week Monday to Friday
Groby Parish Council is seeking to recruit a conscientious and reliable Deputy Clerk for this interesting and challenging role. The successful candidate will support the Parish Clerk (who is also the Responsible Financial Officer) in delivering the proper administration of the Parish Council and assist with the efficient running of the Parish Office and Council facilities. Although reporting directly to the Clerk, the Deputy will be expected to take responsibility for sections of the work and to be ready to develop further with training. A general knowledge of Local Government procedures, finance, and administration is desired, together with good communication, IT skills, and the confidence to deputise for the Clerk when required.
DUTIES AND RESPONSIBILITIES:
Office Administration
- To assist in the preparation and distribution of agendas and papers for meetings of the Council including preparation of detailed reports/associated documentation, in accordance with all statutory requirements.
- To attend and prepare minutes for approval for Council and Committee meetings.
- To coordinate responses arising from meetings and forwarding to relevant recipients and bodies.
- To provide an effective service as the first point of contact for enquiries and issues arising from the public by telephone, email, letter or in person.
- To provide a varied range of clerical, administrative and financial support to the Clerk and the Council, using a range of Microsoft Office packages, including Word, Excel, Outlook, online communication tools (such as Teams and Zoom), and the local council finance package, Rialtas
- To act as Proper Officer and deputise for the Clerk/RFO in their absence, carrying out instructions from the Council and directing staff as required
- To purchase and maintain equipment and materials as required by the Clerk.
- To log and monitor planning applications received by the Council as statutory consultee and respond to the Planning Authority as directed by the Council.
- To take responsibility for specific Council schemes, events and projects, as requested.
- To issue permits to football clubs and other hirers of the Council’s parks and open spaces in accordance with Council regulations and policies.
- Understanding the implications of the Data Protection Act and GDPR regulations and handling information appropriately to ensure confidentiality of records and information is maintained.
Cemetery Administration
To support the Clerk in the completion of Cemetery administration duties in a timely manner, liaising with funeral directors, stone masons and members of the public to establish and maintain a high level, quality service to the bereaved, whilst ensuring that accurate data and burial records are kept and maintained in accordance with legislation and Council’s policies.
Financial Administration
- To assist the Clerk/RFO to maintain Council’s finances on a day-to-day basis including: Issuing of purchase orders / Recording income received and issuing receipts / Recording invoices for payment on to the Council finance systems in preparation for authorisation by the Council and payment by the Clerk/RFO.
- To make enquiries with suppliers and seek quotes for works
- To input financial information onto Council’s finance package, Rialtas.
- To produce financial reports as required.
Policies and Compliance
- To support the Clerk in the production and review of Council policies and documentation.
- To support the Clerk in the production and review of risk assessment reports
- To support the Clerk in reviewing and implementing actions identified in Council’s Health & Safety Audit to ensure Health & Safety compliance.
Assets and Open Spaces
- To support the Clerk in the maintenance of Council’s Register of Property and Assets
- To support the Clerk in the management of Council’s assets.
Health and Safety
- The post holder will take reasonable care for the health and safety of themselves and of others who may be affected by their activities and where appropriate safeguard the health and safety of all persons under their control and guidance in accordance with the provisions of Health and Safety legislation.
- The post holder will exercise proper care in handling, operating and safeguarding any equipment or appliances provided and issued by the Parish Council or provided or issued by a third party for individual or collective use in the performance of their duties.
- The post holder will report any Health & Safety concerns to the Clerk as soon as practicable.
Communication and Community Engagement
- To support the Clerk with the production of any Council newsletters.
- To support the Clerk with maintaining and updating Council’s website, noticeboards and social media.
- To monitor social media, bring to the attention of the Clerk any pertinent issues, and post appropriate items as instructed
- To positively promote the Council and its work within the community
Please e-mail to receive a full application pack including person specification.