Office Administrator

2 weeks ago

Royal Tunbridge Wells, United Kingdom Southborough Town Council Full time

**SOUTHBOROUGH TOWN COUNCIL**

**OFFICE ADMINISTRATOR**

**JOB DESCRIPTION**

**LC1/2 13- 17 (£24,958 - £26,845)**

**Responsible to**

Deputy Town Clerk.

**Objectives**

To work with the Town Clerk and Deputy Town Clerk to provide the Council with high quality administrative support. To ensure that the Council’s services are delivered in an efficient fashion, whether provided by staff or by an external contractor.

**Current Specific Responsibilities.**

To liaise with the Deputy Town Clerk regularly regarding all relevant issues.

To be responsible for all basic administration procedures within the office, i.e., post, banking, ordering of supplies, invoicing, working with the Council’s Finance Officer in controlling the various sites utility costs etc.

To act as Committee Clerk to the Planning and Transportation Committee, responsible for writing the agenda, attending the meetings, writing accurate minutes, and uploading the committee’s decisions to the planning portal promptly, and where appropriate, to follow up any other matters as required.

To proactively administer all day-to-day cemetery matters sensitively and empathetically, including liaison with external contractors, funeral directors, memorial masons, and bereaved families. This includes written correspondence and telephone assistance. To register burials/memorials and maintain the online database in a timely fashion with attention to detail. This includes regular cemetery site visits to assist bereaved families with grave selection, as well as working with the
Ground Staff Team on grave measurement, as required for both burials and memorial installation. This will also involve working closely with the Deputy Town
Clerk on memorial inspections, or any other health and safety and cemetery management issue.

To administer allotment matters, including the letting of plots, regular site/plot inspections, maintenance of databases, plot holder correspondence about plot maintenance and notices to quit, as required. This includes working with the
Council’s Finance Officer on invoicing and chasing for outstanding fees, as well as taking responsibility for all associated allotment tenancy paperwork. Additionally, liaising with the Ground Staff Team and external contractors to problem-solve and address any site issues.

To administer all the Council’s wayleaves, which includes maintaining an accurate database of wayleave residents, invoicing, and chasing for outstanding invoices as required by the Council’s Finance Officer.

To assist with the administration of all Annual Events e.g. Remembrance, Christmas
Lights.

To assist the Deputy Town Clerk with the Council’s social media and website, as required.

To assist with the Communications Group, which includes agendas, minutes, advertising space, and the preparation of articles, and working with local organisations on their submissions for the Newsletter.

To assist the Town Clerk in implementing the decisions of the Council and its committees, as and when required.

To maintain an accurate filing system for all Council documents, invoices, deeds, land registrations, burial records etc.

To attend training courses and conferences as required by the Council.

To carry out any other duties as required by, or for, the Council, including working flexibly with other staff to ensure suitable staff cover etc, which is likely to involve having a good working knowledge of the work of other staff.

**NB This job description is not intended to be an exhaustive list of all the tasks and responsibilities of the post. In line with Service needs, some tasks may need to change, and any changes will be made in consultation with the post holder.**

**Salary**: From £24,958.00 per year

**Benefits**:

- Bereavement leave
- Company pension
- Free parking
- On-site parking
- Sick pay

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Royal Tunbridge Wells: reliably commute or plan to relocate before starting work (required)

Work Location: One location

Application deadline: 24/03/2023
Reference ID: STCADM2023
Expected start date: 24/04/2023

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