Parish Clerk Job Vacancy

St Margaret’s Parish Council are looking to recruit a new Clerk / responsible Financial Officer starting 1st Oct 2024. The plan is for there to be a 2 months overlap and handover with the current clerk.

Applicants are requested to read the following, review te website and send an appropriate application letter to parish.clerk@stmargaretspc.co.uk

Closing dates for applications is Friday 31st May or sooner if appropriate candidate is found.  Applicants successful at application stage will be invited to interview.

St Margaret’s at Cliffe Parish Council
Parish Clerk – Job description

We are seeking a highly organised and efficient individual to serve as Parish Council Clerk. In this position, you will play a vital role in ensuring the smooth functioning of the Council’s administrative, financial and governance functions. You will be responsible for managing Council meetings, maintaining official records, providing administrative support and facilitating effective communication between  Councillors, external agencies  and the community. The position requires organisational skills, attention to detail, and a strong ability to communicate effectively with a wide range of people and groups.

Job Title : Clerk to the Council and Responsible Financial Officer
Employment status : Part-time (20 hours per week, including attendance at evening meetings)
Salary Scale : Expected to be in accordance with Government Scale – LC13-20 dependent on skills and experience – Pro Rata  E01-23 LOCAL GOVERNMENT SERVICES PAY AGREEMENT 2023

Job Purpose:-

  • The Clerk to the Council as the authority’s Proper Officer holds a statutory duty to carry out the
    functions of the Council as required by law.
  • The Clerk is responsible for issuing required notifications, administering the Council’s work and
    ensuring that decisions and instructions are carried out.
  • The Clerk is required to assist the Council and advise on the formation of policy, providing the
    necessary information to support decision-making.
  • As the Responsible Financial Officer, the Clerk is responsible for accurate and diligent administration
    and record keeping of the Council’s finances and resources.
  • To maintain up-to-date knowledge of relevant legislation and ensure compliance with statutory obligations.

Duties and responsibilities to include:-

  • Collaborate with Councillors to prepare and publish agendas for meetings of the Council.
    Publication of agendas on community noticeboards and Council website.
  • Effective meeting administration and minute taking, distribution of prepared minutes and publication on
    Council website.
  • Receiving correspondence and documents, drawing these to the attention of Councillors.
  • Respond in a timely manner to correspondence and requests for information.
  • Ensuring that all planning applications received are dealt with in a timely manner.
  • Build effective relationships with Councillors, members of the public and outside agencies/local District
    Council.
  • Keep up to date with legislative changes which affect the Parish Council, and ensure that Council
    policies and procedures meet statutory requirements.
  • In case of need, to ensure that co-option of Councillors is arranged effectively.

Personal Development:-

  • To improve personal effectiveness as Clerk through commitment to attending courses, training and
    attaining qualifications as appropriate. The Council will fund CiLCA course for new Clerk.

Responsible Financial Officer:-

  • The Council’s RFO holds a position of responsibility and accountability for all financial procedures,
    audit activities and record keeping, and the diligent and correct administration of Council finances,
    including:-

      • Generation and maintenance of income and expenditure accounts, and ensuring sufficient
        funds are in the current account to cover the Council’s expenditure commitments.
      • Preparation of end of year financial Annual Return together with associated paperwork for
        review and liaison with Internal and External Auditors.
      • To receive and deal with invoices for goods and services to be paid by the Council.
      • Administer and manage payment of Clerk’s salary, and account through HMRC software on a
        monthly basis.
      • Deal with appropriate pension payments for Clerk in line with statutory obligations.
      • Deal with regular VAT Returns to HMRC.
      • Acquire and manage appropriate insurance for the Council’s properties and activities.
      • Maintain and update asset register.
      • Manage all deeds, leases, contracts, conveyances, licences and other documents, ensuring
        that they are kept in a safe and secure manner.
      • Assist with budget preparation and monitoring.

Requirements:-

  • Should be available for the 11 Parish Council meetings per year (currently 6.30pm 2nd Monday of the month excluding August)
  • Good general standard of education.
  • Prepared to work towards obtaining CiLCA qualification.
  • Prior experience in a similar administrative role, preferably within a local government or community
    based organisation.
  • Strong organisation and time management skills, with ability to draft clear and concise documents.
  • Proficiency in using office software including word processing, spreadsheets and presentation applications.
  • Ability to work independently, exercise discretion and maintain confidentiality when handling sensitive
    information.
  • Effective interpersonal skills.
  • Ability to work with technology – Google Workspace, website, spreadsheets, etc.
  • Driving licence would be desirable to attend evening meetings.
  • Flexibility to attend evening meetings and occasional community events outside of regular business hours.