Deputy Town Clerk

**Deputy Town Clerk & Civic Officer**

**Hours**:full time, 37 hours per week

**Starting Salary**: £32,910

**Reports to Town Clerk**
Role Description
The Deputy Town Clerk will be an Officer of the Council and in the absence of the Town Clerk (Proper Officer) is under a statutory duty to carry out all the functions, and in particular to serve or issue all the notifications required by law of a local authority’s Proper Officer.

The Deputy Town Clerk will be responsible for assisting the Town Clerk in ensuring that the instructions of the Council in connection with its function as a local authority are carried out.

The Deputy Town Clerk is expected to advise the Council on, and assist the Town Clerk in, the formation of overall policies to be followed in respect of the authority’s activities and to assist in the production of all the information required for making effective decisions.

The person appointed will be accountable to the Town Clerk for the effective management of resources and will report to them as and when required.

The Deputy Town Clerk will be responsible for overseeing the production of agendas, papers and minutes for Council and Committee meetings.

The Deputy Town Clerk will be the Council’s Civic Officer.

**Deputy Clerk responsibilities**:

- Support the Town Clerk in ensuring that statutory and other provisions governing or affecting the running of the Council are observed
- Support the Town Clerk in ensuring that the Council’s obligations for Health and Safety Regulations are properly met
- Act as the responsible officer for ensuring that Council policies and risk assessments are prepared, are annually reviewed and presented to the Town Clerk/Council for approval
- Prepare, in consultation with the Town Clerk, officers and members, agendas for meetings of the Council and Committees. To attend such meetings and prepare minutes for approval, other than where such duties have been delegated to another Officer
- In the absence of the Town Clerk cover their absence at the office, work with the Chairmen of other Committees to establish agendas, attend and subsequently minute Council and committee meetings
- Have responsibility for supporting the work of the Planning Committee
- Support the Clerk in the delivery of assets to the Town Council
- Support the Clerk in maintaining and monitoring all systems and records relating to the Council’s management of assets, including buildings, public open spaces and public realm
- Support the Clerk in the procurement of goods and services for the Council
- Support the Clerk to ensure the timely and effective management of the Council’s leases and ongoing supply contracts renewals
- Receive correspondence and documents on behalf of the Council and to deal with the correspondence or documents or bring such items to the attention of the Town Clerk. To issue correspondence as a result of instructions or the known policy of the Council
- Study reports and other data on activities of the Council and on matters bearing on those activities. Where appropriate, to discuss such matters with administrators and

specialists in particular fields and to produce reports for circulation and discussion by the Council
- Draw up on his/her/her own initiative and as a result of suggestions by Councillors, proposals for consideration by the Council and to advise on the practicability and likely effects of specific courses of action
- In the absence of the Clerk to supervise staff members and manage the day-to-day running of the Council offices
- Act as the representative of the Council where required
- In the absence of the Clerk prepare, in consultation with the Chairman, press releases about the activities or decisions of the Council
- Assist in the organisation of Town Council events
- Attend training courses or seminars on the work and role of the Clerk and Council as required
- Participate in the annual appraisal scheme
- Continue to acquire the necessary professional knowledge require for the efficient management of the affairs of the Council; membership of The Society of Local Council Clerks is suggested
- Undertake any other reasonable tasks as directed by the Town Clerk
**Civic Officer responsibilities**:

- To provide support to the Mayor & Deputy Mayor (M&D) of the Town Council in relation to the delivery of their civic duties
- To provide support to the M&D in respect of managing, organising, prioritising and co-ordinating their programme of civic engagements and commitments
- To act as first point of contact receiving all requests for official engagements and ensuring that all related correspondence and other communications are dealt with appropriately on behalf of the M&D
- To administer and maintain all calendar bookings/diaries
- To ensure all necessary arrangements are in place for the M&D to fulfil their engagements. Send an engagement form to confirm invitation
- To be responsible for the authorisation and approval of the use of the Civic