Part Time Administration Assistant

2 weeks ago

Aylesford, United Kingdom Aylesford Parish Council Full time

Aylesford Parish Council has a rare opportunity for a part time Administration Assistant to join our small team to be part of a job share.

You will be responsible to the Clerk for the following:

- All financial accounting procedures including, the processing of all invoices, direct debits and income received; petty cash and banking; preparation of payment schedule for approval at Council Meetings; recovery of VAT payments from HM Customs and Excise and regular bank reconciliations and ensure they are signed off by the Clerk and Chairman of the Council; produce financial reports for the Clerk as requested.
- Preparation of accounts (as prescribed by law) for annual audit, and the supply of financial management information as required from time to time by the Clerk and Independent Internal Auditor.
- To assist in the maintenance of an up-to-date asset register
- The maintenance of staff leave and sickness records
- To prepare the Annual calendar of meeting dates and book the relevant village halls as required.
- To book the annual services for the burglar alarm, fire alarm and gas safety inspection as well as the PAT testing.
- All matters relating to the cemetery including maintenance of cemetery records, liaison with Funeral Directors to arrange burials, issuing of Grants of Right for Burial; notifying Registrar of Births and Deaths of burials that have taken place. You will input the data onto the Council’s computer system.
- All insurance matters and administration of all Council vehicles.
- Preparation and distribution of the Planning Committee Agendas and Minutes plus any other papers required for meetings where necessary as instructed by the Clerk.
- The maintenance of allotment records including holders and payments, both in the paper records and the Council’s computer system; the annual despatch of invoices requesting rent payments. To deal with all allotment queries.
- The maintenance of records of car parking spaces and banners including annual despatch of invoices requesting payment.
- You will ensure all income due to the Council is received by the due dates and make enquiries if not received.
- You will report any issues that are the responsibility of other authorities to them in a timely manner if an issue is brought to the Councils attention.
- All matters relating to the hire of the Councils Recreational facilities both sporting and non-sporting.
- The administration of the maintenance of all playground equipment.
- Liaise with the Council’s Streetlighting Contractor on repairs to the Council’s streetlights.
- Administration of the Council’s Website and Social Media outlets
- Administration of all Office functions including building maintenance and undertaking of routine office functions including typing of correspondence, reports, etc; maintenance of the general filing system; telephone & reception duties as required; photocopying; posting of outgoing mail; maintenance of stationery store and purchase of office supplies.
- Such other tasks (within the competence of the post) as might reasonably be required by the Clerk from time to time, including flexible ‘cover’ for the duties of other office staff when absent from the office.

**Person Specification & Qualifications**

You will be computer literate, highly organised, self-motivated and have the ability to adapt and learn quickly.

You will have excellent IT skills particularly in Microsoft Outlook, Word and Excel.

You must be able to multi-task, prioritise and work to deadlines.

A confident telephone manner is essential.

You must be a team player but also able to work alone when needed.

You must be able to use your own initiative and be confident when dealing with members of the public and contractors.

You must have a willingness to undertake training as required to improve your skills to the benefit of the Council.

You will be friendly, approachable and have a sense of humour.

You must have the ability to adapt to the ever-changing needs of the Council.

**Qualifications and Training**

You must have a minimum of GCSE grades A-D in English or Maths or equivalent.

Experience in Local Government Authority, particularly at Parish level is preferred but not essential.

**Salary and hours of work**

15 hours per week, to be worked over two to three days one of which must be a Wednesday and is non-negotiable.

Salary will be dependent on experience.

**Job Types**: Part-time, Permanent
Part-time hours: 15 per week

**Salary**: £15.00 per hour

**Benefits**:

- On-site parking

Schedule:

- Monday to Friday

Work Location: In person

Application deadline: 26/05/2023

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