“The Clerk’s primary responsibility is to advise the Council on whether its decisions are lawful, and to recommend ways in which decisions can be implemented. To help with this, the Clerk may be asked to research topics of concern to the Council and provide unbiased information to help the council make appropriate choices. The Clerk has a wide range of other responsibilities which are set out in their job description”
SLCC Guidance Note: The Role of the Clerk and Proper Officer
Overall Responsibilities
The Clerk to the Council is the Proper Officer of the Council and, as such, has a statutory duty to carry out all functions required by law. This includes serving or issuing all official notifications as required of a local authority’s Proper Officer.
The Clerk is responsible for ensuring that the Council’s decisions and instructions, in connection with its role as a local authority, are implemented effectively.
In addition to these responsibilities, the Clerk also serves as the Responsible Financial Officer (RFO), with full oversight of the Council’s financial records and the careful management of its finances.
The Clerk is expected to:
Provide professional advice to the Council;
Assist in the development of policies;
Supply all necessary information to support sound decision-making;
Implement the decisions of the Council constructively and efficiently.
It is essential that the Clerk recognises that the Council as a whole is the decision-making body, and that she takes direction from the Council collectively—not from individual councillors, including the Chairman.
The Council must have full confidence that the Clerk remains independent, objective, and professional at all times.
Specific Responsibilities
Compliance and Governance: To ensure that all statutory and other legal provisions governing or affecting the operation of the Council are properly observed.
Financial Administration: To monitor and maintain the Council’s accounts, ensuring accurate record-keeping for audit and VAT purposes. To receive and review invoices for goods and services to be paid by the Council and ensure timely payment. To issue invoices on behalf of the Council for goods and services and follow up to ensure payment is received. To ensure the Council’s financial obligations, including Risk Assessment and internal controls, are properly met.
Meetings and Administration: To prepare, in consultation with the relevant members, agendas for meetings of the Council and its committees. To attend all meetings of the Council, committees, and sub-committees and prepare accurate minutes for approval. To receive correspondence and documents on behalf of the Council and take appropriate action, whether dealing with them personally or referring them to the Council as required. To issue correspondence in accordance with Council instructions or established policies.
Advisory and Reporting Role: To study reports and relevant data on Council activities and issues affecting those activities. Where appropriate, to consult with professionals or specialists, and prepare informative reports for the Council’s consideration. To develop proposals—on personal initiative or at the suggestion of Councillors—for Council consideration, and to advise on their feasibility and likely impact. To advise the Council on matters requiring policy decisions and ensure that decisions are implemented effectively.
Communications: To prepare, in consultation with the Chairman, press releases regarding Council decisions or activities, ensuring accurate and professional communication with the public and media.
