Assistant to The Town Clerk

2 weeks ago

Norton, United Kingdom Norton-on-Derwent Town Council Full time

**JOB DESCRIPTION**

Assistant to the Clerk of the Council

**GRADE**

SCP 13 - 17

**RESPONSIBLE TO**

Town Clerk & Responsible Financial Officer

**LOCATION**

Norton-on-Derwent, YO17 9ES

**MAIN PURPOSE OF THE JOB**

To manage and support all administration relating to the council’s services and activities. This will include attending meetings, writing minutes, events management support, maintaining records, supporting the Town Clerk with day-to-day management of the Council, and ensuring that all legal requirements are complied with.

Attendance at evening meetings is required.

The Town Clerk is also the Responsible Financial Officer who holds a statutory office appointed by the Council under s151 of the Local Government Act. The Assistant will be expected to support the Town Clerk in some financial related matters and ensure that financial control is maintained.

**WORKING HOURS**

8 hours per week, worked over two days per week (plus one evening per month) to be negotiated

**KEY DUTIES AND RESPONSIBILITIES**

**Governance, Development and Execution of Council Policy**

To assist the Clerk in ensuring that the statutory and other provisions governing or affecting the running of the Council are observed.

**Finance & Asset Management**

To assist the RFO with general financial matters such as:

- Help maintain the property and equipment asset register
- Handle payments from allotment holders and cemetery, and issue receipts
- Raise cemetery and memorial invoices
- Assist the RFO as and when required

**Correspondence**

To send and receive correspondence and documents on behalf of the Council and under the direction of the Clerk, or in the absence of the Clerk, the Town Council, to deal with the correspondence or documents or bring such items to the attention of the Council. To issue correspondence as a result of instructions of, or the known policy of the Council.

**Cemetery**

Under the direction of the Clerk to undertake administrative duties relating to the cemetery which will include:

- Liaising with the cemetery manager, funeral directors, stonemasons and the bereaved
- Processing all paperwork relating to a funeral or Exclusive Right of Burial e.g. burial registers, certificates, correspondence, invoices etc.
- Managing the web-based records for the cemetery
- Maintaining the index of burials

**Communications**
- Answer the telephone and deal with all queries and issues appropriately and with tact
- To greet, welcome and deal equitably with requests, issues, enquiries, and complaints or to refer such matters to the Clerk, as appropriate

**Meeting Administration**
- To assist the Town Clerk, as necessary, in the preparation of meeting papers and minutes
- To attend monthly Town Council Meetings

**Noticeboards**
- To display agendas, minutes, and other notices from the Council at designated sites
- To regularly inspect the community noticeboard and remove any inappropriate content

**Media Releases**
- To assist in the production of media releases and photos for public consumption in order to promote the Council
- Under the general direction of the Clerk to collate and arrange delivery of any council newsletters.

**Allotments**
- Shared responsibility with the Clerk in administering of 180 allotments managed by the council, duties will include:

- Maintaining the register of allotment holders
- Processing all paperwork relating to the letting of allotments, including taking all fees and issuing receipts at the appropriate time
- Liaising with allotment holders
- Carry out inspections and oversee any works required from time to time.

**Public Amenities**
- To assist the Clerk in administering public amenities owned by the Town Council.

**Reception Duties**
- To undertake diverse day to day office and reception duties which may include filing, photo copying, identifying ownership of footway lighting and reporting faults, etc.

**Stock Control**
- Undertake duties related to stock control, maintaining stock levels and placing orders accordingly. e.g. stamps, stationery etc.

**Training**
- To undertake any training courses personal to the role as required by the Council.

**Health and Safety**
- To observe the Council’s obligations for Health and Safety Risk Assessment.

**Other Duties**
- To carry out any other duties as may be reasonably required by the Town Clerk.

**IT**
- Ensuring that computer systems are secure
- Ensuring that the Council is at all times compliant with all data protection legislation (GDPR).
- Provision and maintenance of the council’s website.
- Write new posts for website covering news, information, and adverts.
- Social Media, link articles to Facebook.
- The continuation of the digitising programme of 6,000 cemetery records.

**Norton in Bloom**

Norton in Bloom is a floral project, having in excess of 30 planters throughout the town, together with 3 raised beds.
- Assistant to play an important and active role in Norton in Bloom
- Attend occasional Norton i

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