CORSCOMBE, HALSTOCK AND DISTRICT PARISH COUNCIL

CLERK TO THE PARISH COUNCIL

JOB DESCRIPTION

JOB PURPOSE and KEY RESPONSIBILITIES

The Clerk to the Parish Council is the Proper Officer and Responsible Financial Officer for the Council, which posts carry statutory duties and responsibilities.  The Clerk is the administrator for the Council, recording, monitoring, advising and organising its business.

SPECIFIC RESPONSBILITIES

  1. Ensure that the statutory and other provisions governing the administration of the Council and its affairs are complied with
  2. Prepare the agendas for meetings for the meetings of the Council (including of any appointed committees – unless duties have been delegated to another officer – and of the Annual Parish Meeting(s)), attend such meetings and prepare the minutes of the meetings for approval by the Council in a timely fashion.
  3. As the Responsible Financial Officer, to receive and report on invoices for goods and services to be paid for by the Council and to ensure such payments are made promptly. Ensure all income due to the Council is invoiced and received.  Prepare and maintain the accounts and other financial records of the Council in according with statutory and other account and audit requirements and practices.
  4. Receive all correspondence and other documentation on behalf of the Council and pass information, documentation and correspondence to Councillors and respond to such on its behalf as directed by the Council or in accordance with the known policy or remit of the Council.
  5. Keep the Council’s register of assets up to date and ensure that Council property is regularly inspected, maintained and adequately insured. Also that relevant Risk Assessments are obtained and acted upon.
  6. Ensure that the Council reviews its policies regularly and advise where they need to be updated.
  7. Draw up on his/her own initiative and arising from suggestions by Councillors proposals for consideration by the Council and advise on practicability and likely effects of courses of action.
  8. Maintain and update the Council’s website, list of Councillors and Notice Boards.
  9. Prepare and issue information about the Council and its activities, in consultation with the Chairman of the Council.
  10. Ensure that the Council’s, activities, facilities and policies are effectively promoted.
  11. Check that any work carried out for the Council by contractors is satisfactory and where required prepare invitations to tender for works
  12. If required by the Council, attend and act as its representative at conferences, public meetings, enquiries, etc.
  13. Arrange for the Clerk’s payment with deductions of Income Tax and National Insurance contributions as applicable, and payment of these to the Inland Revenue
  14. Seek and attend training courses and further qualification as required by the Council in furtherance of his/her duties such training to be paid for by the Council and specifically to obtain the status of CiLCA qualified Clerk
  15. Act as the Date Protection Officer (DOP) for the PC. The Clerk is responsible for informing and advising the council and its staff of their obligations in the GDPR and other data protection laws. To include monitoring compliance of the council, both its practices and policies and carrying out data protection audits.
  16. Other duties and tasks as may be required from time to time in fulfilment of the role of Clerk.

PROFILE AND SKILLS

Able to work on own initiative and willing to learn independently and deepen knowledge of the role

Ability to prioritise tasks and react and respond rapidly where needed

Persistence and routine follow up where needed

Ability and preparedness to articulate the statutory requirements of the Council to the Council

Ability to work flexibly and attend meetings and training in the evening

 

Technical Competencies

Good skill level of Microsoft Office – Word and Excel

Good skill level of Microsoft Outlook and similar email systems

General internet and IT skills sufficient to be able to update website, etc., with training

Familiarity with or willingness to learn video conferencing such as Zoom (currently used by the Council)

If not already CiLCA qualified the Council would expect the Clerk to obtain the Certificate in Local Council Administration (CiLCA) qualification within 2 years of commencement in post.