Administration Assistant

2 weeks ago

Ashington, United Kingdom ASHINGTON TOWN COUNCIL Full time

**Overall Responsibilities**

Providing administrative support to the Clerk and Council Officers.

Answering telephone calls and directing calls and other correspondence to the appropriate officers. Dealing with enquiries from the public about council services/activities and referring to Council Officers, or to other agencies/services where appropriate.

Scheduling, booking, and setting up meetings, both online and in person. Taking meeting minutes.

Maintaining office supplies.

**Specific Statutory Responsibilities**

1. Contributing to the observation of legal, statutory, and other provisions governing or affecting the running of the Council.

2. Collating and issuing, in consultation with the Clerk, agendas for meetings of the Council and Committees, and preparing minutes for approval for those areas of work delegated.

3. Uploading agendas and associated papers to the Council’s website in line with the legal provisions that govern the Town Council.

4. Attending Council meetings, as required, and preparing the minutes.

5. Maintaining the official file of the minutes of meetings in line with legislation.

6. Receiving correspondence and documents on behalf of the Council and bringing such items to the attention of the Clerk, and/or Council Officers.

7. Issuing correspondence following the instructions of the Clerk.

8. Acting as a representative of the Council as required.

**Statutory Financial Responsibilities**

1. Assisting the Clerk, in preparation for the annual budget, with estimates of expenditure in respect of office supplies.

2. Receiving invoices for goods and services to be paid for by the Council, and ensuring such accounts are passed directly to the Clerk.

3. Issuing invoices on behalf of the Council, as directed by Council Officers, and entering data to maintain a system of control.

4. Issuing purchase orders on behalf of the Council, as directed by Council Officers, and entering data to maintain records.

5. Ensuring that an annual office equipment inventory is in place.

6. Contributing to ensuring financial efficiencies are sought, ensuring value for money.

**Service and Administrative Responsibilities**

1. Assisting in the efficient running of the Town Council office, reviewing and monitoring systems, processes, and procedures, and updating where appropriate. Making best use of appropriate information technology.

2. Assisting in the administration of the Council’s website and social media presence, with specific responsibility for ensuring statutory information relating to Council meetings and decisions are uploaded and available.

3. Receiving planning notifications and decision notices and sharing with Cllrs, as delegated by the Clerk.

4. Organising and setting up meetings both internally and externally, in person and virtual, issuing invites and booking rooms.

5. Receiving, recording, and reporting issues with Town Council assets, and ensuring these are passed to the Assets and Facilities Manager.

6. Receiving, recording, and reporting issues with service delivery provided by partners or contractors, and ensuring these are shared where appropriate.

7. Assisting in the organisation and delivery of Council events, and Council supported events.

8. Acting as a representative of the Council as required, including attending meetings with key stakeholders, positively promoting the council within the local community and being one of the Council’s public-facing contacts.

**Other Responsibilities**

1. Attending training courses and seminars that support the role, and that contribute to personal and professional development.

2. Keeping updated records of time, annual leave, and travel, to support time time-off in lieu (TOIL) and mileage reclaims.

3. Carrying out any other relevant duties which may be assigned from time to time by the Council.

**Job Types**: Part-time, Permanent
Part-time hours: 30 per week

**Salary**: £10.53-£11.02 per hour

**Benefits**:

- Additional leave
- Company pension
- Flexitime
- Work from home

Schedule:

- Day shift
- Flexitime
- Monday to Friday

Ability to commute/relocate:

- Ashington, NE63 8RX: reliably commute or plan to relocate before starting work (required)

Application question(s):

- Will you be able to reliably attend statutory Council meetings and committees that take place either one or two evenings a month, on a Tuesday, starting at 6:00pm until 7:30pm (approximately)?

**Education**:

- GCSE or equivalent (required)

Work Location: One location

Application deadline: 17/04/2023
Reference ID: ATC AA2023

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