Committee Clerk

**MELKSHAM TOWN COUNCIL**

**JOB PROFILE**

**Post Title: Committee and Admin. Clerk**

**Grade**: 11 - 13 (£24,054 to £24,948)

**Responsible to: Deputy Town Clerk**

**Working Hours**:Monday to Thursday 9.00 am - 5.00 pm

**37 Hours ** Friday 9.00 am - 4.30 pm

**Issue Date: February 2023**

**Overview**

Melksham Town Council seeks to improve and enhance the town of Melksham in an environmentally sustainable manner, having regard to the identified needs and wishes of all sections of the community. It is the responsibility of each postholder to contribute to this ethos in the best way suited to their day-to-day responsibilities. Most visibly, Melksham Town Council will act proactively to enable the community to involve themselves in cultural, artistic, sport and active recreation as part of an active and healthy lifestyle. This will involve initiating and maintaining significant creative partnerships with statutory and voluntary sector partners and colleagues as well as other relevant voluntary and statutory organisations.

**Purpose of the Job**

Under the direction of the Town Clerk and Deputy Town Clerk to carry out the organisation and administration of meetings of Full Council, Committees and Working Groups in accordance with Standing Orders, legislation, and best practice.

As directed by the Town Clerk, to actively support the administration of council activities, projects and affairs; working closely with the Town Clerk and Deputy Town Clerk capable of providing an exemplary and efficient administrative service.
- **Duties and Responsibilities**:

- To be an expert user of the council’s committee management system Modern.gov and to assist members and officers in its use;
- To produce draft minutes of Council, Committee and Working Groups within five working days of the meeting for publication on the website;
- To update MS Teams with required actions after all meetings and track progress of resolutions and decisions;
- To coordinate and service in an accurate and timely manner, the work of the Council, Committee and Working Groups, arrange meetings, preparation of agendas, preparation of relevant reports, attendance at meetings, preparation of minutes and relevant advice and support to both members and officers before, during and after meetings;
- To support the Town Clerk in the review of committee processes and the implementation of any change, to regularly review and update documented committee procedures in line with changes to internal procedure/ protocols, regulations and legislation;
- To implement appropriate actions to ensure that resolutions and recommendations are carried out in a timely manner in line with policy decisions;
- **Other Duties and Responsibilities**:

- To provide information services including transactional telephone and receptionist activities;
- To actively promote the corporate image of both the Town Council and the community it serves, developing a culture of continuous improvement of services;
- To provide a range of clerical duties including filing, collation of correspondence and photocopying/scanning;
- To assist with the sorting and opening of incoming post and process outgoing post.

Apart from the duties summarised in this job description, we retain the right to include other reasonable duties which are part of and incidental to the work of the Town Council.
- **Financial Responsibilities**

The Council’s rules and procedures for all financial activities are set out in the Council’s Standing Orders and Financial Regulations. More detailed guidance on specific financial activities is provided in a series of financial instructions. Copies of these documents are available on the shared folder drive. All employees who carry out any financial activities must ensure that they are familiar with, and always comply with the Council’s financial rules and procedures.
- **Risk Management & Business Continuity**

Play an active role in identifying managing and controlling risks relating to the business activities of the Council.
- **Equal Opportunities and Diversity**

Demonstrate awareness and understanding of, and commitment to, Equal Opportunities and Diversity, showing respect, consideration and sensitivity to people’s needs and ensuring that the Council’s policies are adhered to and demonstrated in all contact with customers, colleagues, other agencies and stakeholders.
- **Extent of Public Contact**

As directed by line management, the post holder will liaise with both internal council officers and members as well as general members of the public. You are directed not to converse with any members of the media in relation to council business.
- **Working Conditions and Environment**

Based at the Town Hall.

**19. Knowledge, Skills, Experience and Qualifications**

The postholder will have the Introduction to Local Council Administration qualification or be prepared to undertake ILCA within one year of appointment. The postholder should also be prepared