Parish Clerk/rfo

The Parish Centre, 50 Gerald's

Way, Chalford, Stroud,

Gloucestershire GL6 8FJ

**JOB DESCRIPTION**

**There are two elements to the role, Clerk and RFO as follows**:
**CLERK**

1. To be the Proper Officer of the Council and the Responsible Financial Officer (RFO) and ensure that legal, statutory and other provisions governing or affecting the running of the Council are observed and properly undertaken.

2. To carry out the duties of RFO under Section 151 of the Local Government Act 1972 and to take overall responsibility for the preparation and submission of records for audit purposes and VAT in line with current legislation.

3. To ensure the Parish Council’s Standing Orders, Financial Regulations, Asset

Register, Risk Assessment, Code of Conduct and all other policies are properly observed, updated and implemented.

4. To prepare Council and Committee agendas in conjunction with Chairs and advertise and distribute them.

5. To issue notices and minutes for Council meetings and to follow up any matters arising from meetings.

6. To attend all main meetings of the Council and meetings of the Committees as required.

7. To receive correspondence and documents on behalf of the Council and to deal with the correspondence or documents and bring such items to the attention of the
Council. To issue correspondence because of the instructions of, or the known policy of, the Council.

8. To study reports and other data on activities of the Council and on matters relating to 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.

10. To attend meetings, other than Council/Committee meetings as appropriate, and report on matters of interest to the Council.

11. To liaise with officers of the District and County Councils and other representatives on business relating to the Parish Council.

12. To ensure the Council’s property and/or areas of responsibility are managed and maintained.

13. To monitor the implemented policies of the Council to ensure they are achieving the desired result and where appropriate suggest modifications.

14. To act as a representative of the Council.

15. To supervise all members of staff in keeping with the policies of the Council and to undertake all necessary activities in connection with the management of salaries, conditions of employment and work of other employees/contractors.

Council and Parish.

17. To compile a monthly insert for the parish newsletters.

19. To prepare, in consultation with the Chairman, press releases about the activities of, or decisions of, the Council.

20. To attend training courses on the work and role of the Clerk as required by the

Council.

21. To manage the resources at the Parish Centre such as the book swap, supplies for the food bank and the freezer of love.

22. To delegate any of the above to the Assistant Clerk as required.

23. To carry out additional duties reasonably related to the job of the Parish Clerk.

**RESPONSIBLE FINANCIAL OFFICER**

1. To prepare financial reports for the Finance and Management Committee and/or the

Full Council. These reports to cover bank and spending budget balances, fund balances, receipts to date, payroll summary, payment of accounts and other relevant matters.

2. Following receipt of draft budget estimates from Committees, report on them to

Finance and Management Committee.

3. To monitor compliance with the Council’s Financial Regulations and to ensure correct financial systems are in place.

4. To submit the precept to the District Council and supply any breakdown requested.

5. To bank regularly all money received and expended by the Council.

6. To ensure all money due to the Council is billed and collected promptly.

7. To manage cash flow and control investments, bank transfers and direct debits.

8. To receive and report on invoices for goods and services to be paid by the Council.
To issue invoices on behalf of the Council for goods and services and to ensure payment is received.

9. To arrange the prompt payment of invoices and contact relevant councillors for authorisation.

10. To verify and code (i.e. allocate to expenditure heads) suppliers’ invoices prior to certification for payments.

11. To manage the Parish Council’s bank accounts and ensure that surplus funds are invested to provide the best return with regard to the Council’s instructions.

12. To handle the overall management of the payroll using HMRC’s Basic PAYE Tools.

13. To manage and administer implementation of the Local Government Pension

Scheme, and ensure, where appropriate, prompt payment of sums due to the pension authority.

14. To ensure prompt payment of tax and national insurance to HMRC on a monthly basis.

15. To take overall responsibility for submission of quarterly VAT returns and to deal with

VAT inspections.

16. To prepare and balance final accounts in accordance with