Town Clerk

**MACHYNLLETH TOWN COUNCIL**

**JOB DESCRIPTION AND EMPLOYEE SPECIFICATION**

**Job Title TOWN **Grade LC2 Points 35-38

**CLERK/RESPONSIBLE**

**FINANCIAL OFFICER**

Reporting To Town Council (The Hours 27 Hours per
Council will nominate a week member(s) to act in the role of immediate line Working Pattern Provisionally manager) Monday to Friday

(with regular evening work and
Direct Reports Facilities Manager occasional weekends) though
Administrative Finance this can be
Officer discussed at interview.

Flexibility will be required on the part of the post
- holder

**Purpose of the Role**

The Town Clerk/RFO will be the Proper Officer of the Council and as such is under a statutory duty to carry out all of its functions, and in particular to serve or issue all the notifications required by law of a local authority’s Proper Officer. The Town Clerk will be totally responsible for ensuring that the instructions of the Council in connection with its function as a local authority are carried out. The Town Clerk is expected to advise the

Council on, and assist in the formulation of policies to be followed in respect of the Council’s activities and in particular to produce all the information required to support the Council in making effective decisions and to implement constructively all decisions. The individual appointed will be accountable to the Council for the effective management of its human and physical resources as well as financial resources and will report to the Council on resourcing matters as and when required. On a strategic basis, the Town Clerk will be required to work with partners and the community to help deliver the Town Council’s policies and plans.

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**Key Duties and Responsibilities**

NOTE: The Town Clerk is accountable for ensuring that all of these duties and responsibilities are fulfilled and will carry them out either personally or supervise other employees who have them included in their job description.

1. **Governance and Administration**

a) To act as the Proper Officer of the Council in ensuring that legal, statutory and other provisions governing or affecting the Town Council are assured. b) To prepare, in consultation with designated members, agendas for meetings of the

Town Council and its Committees and to attend such meetings and arrange for minutes to be prepared for approval. c) To receive correspondence and documents on behalf of the Town Council and to deal with correspondence and documents received and bring appropriate matters to the attention of the Town Council. d) To execute the decisions of the Town Council in the manner deemed to be most effective and appropriate. e) To monitor the implemented policies of the Town Council to ensure they are achieving the desired outcome and where appropriate to report to the Town Council on any proposed changes that may be considered necessary. f) To prepare reports, discussion papers or other documents for presentation at meetings of the Town Council and its Committees including the provision of options and choices on policy and service matters. g) To be responsible for ensuring that all administration arrangements are in place in connection with meetings. h) To assist the Town Council in the development and updating of key policies and procedures e.g. standing orders. i) To establish and maintain effective paper and electronic filing systems to record the business of the Town Council in a recoverable format. j) To maintain an awareness of all existing and emerging legislation and to keep the

Town Council aware of any new obligations to be considered.

2. **Strategic Development**

a) To advise the Council on the strategic development of its business and implement the

Council’s policies and plans and ensure they are reviewed at agreed intervals. b) To oversee the development of any new community facilities and the management of the existing facilities in the town in line with the Town Council’s policies. c) To develop and sustain new and existing partnership arrangements as necessary to achieve the Council’s corporate goals including the delivery of current and future partnership agreements. d) To maximise income from partnerships, external funding and sponsorship. e) To develop further opportunities in partnership with the local business community including the promotion of Machynlleth. f) To represent the Town Council on external bodies as determined by the Council.

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3. **Financial Governance and Accountability**

Under Section 151 of the Local Government Act 1972 fulfil the role of the Town

Council’s designated Responsible Financial Officer as follows:

- a) To monitor and effectively manage the Town Council’s finances in accordance with its financial regulations and advise the Town Council on a financial strategy that will meet its finance and policy objectives and ensure that the accounts are maintained in accordance with the requirements of the Accounts and Audit Regu