Council Support Officer

2 months ago

Church Street, United Kingdom Stony Stratford Town council Full time

**Job Role**: Council Support Officer

**Reports to**: Clerk to the Council

**Council**:Stony Stratford Town Council

**Essential duties and responsibilities**:
**Financial**
- Bank reconciliations,
- Invoice processing,
- Taking payments for Council services by cash and cheque
- General ledger management,
- Stock and Asset recording,
- Asset monitoring: quarterly checks
- Query resolution.

**Service Support**
- Landscape contract: Administration (including query resolution) and supporting the Deputy Town Clerk to monitor the landscaping contractors work in line with the Key Performance Indicators (KPI’s) laid out by Milton Keynes City Council.
- Allotments: To co-work with the Deputy Town Clerk on allotment administration including site inspections
- Bookings Administration for the 5-7 Church Street building
- Instagram & Social Media
- Projects Committee: taking minutes at Projects Committee Meetings in the Deputy Town Clerk’s Absence
- monthly Health and Safety checks of 5-7 Church Street alternating with the Deputy Town Clerk
- weekly checks of the fire alarm in liaison with the library alternating with the Deputy Town Clerk

**Event Support**: to co-work with the Deputy Town Clerk on various tasks such as;
- Big Lunch (Annually in June) and Apple Day (Annually in October): attend events, help to set-up and put away
- Play sessions

To act as a main point of contact for the Council in the absence of either the Town Clerk/Deputy Town Clerk

**Administrative duties**:
To open incoming mail, answer telephone enquiries and deal with as appropriate, signposting callers/visitors where necessary to the relevant Milton Keynes Council departments or elsewhere.

To copy and file statutory communication from Milton Keynes Council, other government agencies and organisations that Stony Stratford Town Council subscribes to in accordance with current policies.

To assist the Clerk/Deputy Town Clerk with duties such as maintaining office systems by updating diaries, calendars and ordering stationery.

To assist the Clerk & Deputy Town Clerk in administering meetings by preparation of agendas and documents for consideration.

To provide cover for the Council office at key times when open to the public and as an emergency contact at designated times.

To undertake training courses relevant to the role.

To undertake such duties appropriate to the post as directed by the Town Council and the Clerk.

**Skills/Expertise**:
Number literacy and accuracy

An understanding of communicating information through websites and other on-line platforms.

Ability to develop partnerships with local voluntary and community organisations.

Strong administrative and clerical skills.

Knowledge of financial administration systems.

Good organisational and practical skills.

Experience in dealing with members of the public and ability to deal with the public and councillors with tact and diplomacy.
Communication Skills:
The ability to analyse and interpret information from minutes, procedures and statutory regulations.

The ability to write clearly and appropriately in different media e.g. meeting notes, correspondence and website content.

**The Council reserve the right to amend this Job Description to meet the needs of the organisation. This would be done in consultation with the employee.**

Signed
..

Dated
- **Stony Stratford Town Council**

**Person Specification: Council Support Officer**

Essential

Desirable

Education

Good general education

Willingness to undertake training, including formal qualifications relevant to the job

5GCSEs, including English and Maths and/or A levels

Work Experience

Experienced and competent use of Microsoft Office in particular, Outlook, Word and Excel

Experience of working in an office setting

Experience of dealing with the public especially dealing with concerns and complaints

Previous Local Government Experience

Knowledge of Bookings software such as Hallmaster

Skills, Knowledge and aptitude

Number literacy and accuracy

Ability to research and compile reports including numerical information

Ability to communicate clearly in writing and orally

Ability to problem solve

Ability to work in a small team

Ability to deal with issues sensitively and with a good understanding of confidentiality

Ability to prioritise tasks

Flexibility to meet changing needs and requests

Minute taking,

Record keeping

Knowledge of local government law, administrative and committee procedures and planning law

Knowledge of Financial Administration systems

Personal Qualities and Motivation

Must be able to work under pressure

Positive, ‘can do’ attitude

Honesty

Flexibility

Diplomacy and tact

A friendly disposition

Ability to work both alone and harmoniously with staff and public

Ability to form and maintain good working relationships

Self-reliant

Self-motivated

Other

Willingness to attend evening meetings and to work at weekends if necessary

**Stony Stratford Town Council Structure**:
*

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