Deputy Clerk

**Barkham Parish Council**

**Deputy Clerk**

**Job Title Deputy Clerk**

**Based at Barkham Parish Office**

**Reporting to Parish Clerk**

**Hours per week Part Time.**

**Hours and times to be agreed with appointee**

**Salary £13.97 - £14.95**

**(based on NALC Spinal point LC3 13-17)**

**JOB PURPOSE**

To deputise for the Clerk as necessary and undertake specific Council duties as directed by the Clerk. In order to fully execute the job it will be beneficial to the incumbent that they be prepared to acquire the necessary professional knowledge and be willing to gain accreditation to CiCLA’.

**GENERAL DUTIES**
- Deputise for the Clerk, in their absence, to ensure the continued smooth running of the Council at all times.
- Assist the Clerk with fulfilling the Council’s legal, financial, H&S, insurance, risk management responsibilities and to ensure that all statutory responsibilities are met.
- Assist the Clerk in managing the Council’s asset register, including some leases and licenses.
- Represent the Council on outside bodies as required.
- Actively promote the work of the Council and become an ambassador of the Council.
- Undertake, on direction of the Clerk, other such duties as may be required from time to time to meet the requirements of the post.
- To take responsibility for projects or activities as may be directed by the Clerk.
- Maintain exceptional customer care throughout and deliver services in a way that is sensitive and responsive to those receiving such services.

The rate at which the appointee would be expected to take on these duties would depend on experience, appropriate training opportunities and availability.

**SPECIFIC DUTIES**

Over time, the appointee can expect to undertake the following duties:
1) **Finance / Accounts**

**To assist the Clerk in the following areas**:

- To manage the financial affairs of the Council, including the preparation of the annual budget, the annual governance and accountability return, and the monitoring of income and expenditure in accordance with Financial Regulations.
- Issue any invoices in accordance with the Councils Financial Standing Orders.
- Process cheques and cash and ensure they are banked promptly.
- Produce a monthly schedule of payments for authorisation by Full Council.
- Carry out bank and petty cash reconciliation on a monthly basis.
- Produce quarterly accounts and reports for presentation to Finance Committee and Full Council.
- Assist the Clerk with the annual internal and external audits.

2) **Payroll**

**To assist the Clerk in the following areas**:

- Manage the PAYE Basic Tools online payroll ensuring that hours worked, overtime payments and changes to individual details/circumstances are processed promptly.
- Maintain the annual leave, sickness and training records for all staff.

3) **Purchasing/supplies**
- In liaison with staff/caretakers purchase all equipment and supplies necessary for the effective running of the council’s facilities and services.

4) **Council administration**
- To support elected members, committees and working groups by preparing for and clerking Council meetings, ensuring accurate minutes are prepared and agreed.
- Set up the room to include IT equipment (laptop and projector).
- To advise the elected members on the statutory duties placed on the Council and individuals, and ensure that all decisions are lawful and that they are implemented.
- Inform the Planning Authority of comments or objections made by the Council.
- Provide support for the Annual Council Meeting and occasionally attend and clerk other council meetings as required.
- To manage the Council’s communications and promotional activities.
- To work collaboratively with Wokingham Borough Council, Town and Parish Councils, and other statutory and non statutory groups to develop Council Services.

5) **Asset register**
- To assist the Clerk to maintain the council’s asset register.

6) **Policy documents**
- Review and maintain policy and procedure documents in accordance with Council decisions and legislation.

7) **Deputise for the Parish Clerk**
- Carry out tasks that may reasonably be required including attending council meetings.

8) **General Data Protection Regulations (GDPR)**
- To review and keep personal data secure and ensure that where it is necessary to hold personal data that it is used, shared and stored in accordance with the GDPR.

9) **Carry out any other duties commensurate with the role.**
- To carry out other duties as may be required from time to time

**Personal Skills**
- To demonstrate many of the criteria listed in the attached person specification

**PERSON SPECIFICATION: DEPUTY CLERK**

**ESSENTIAL DESIRABLE**

Educational **A good general level of education: 5 GCSE’s ** A recognised qualification in local qualifications or equivalent including English and Maths. government administration
- A commitment to continuing professional **CiLCA qualified development**

Previous **Experience o