Community Council Clerk

**PONTYPOOL COMMUNITY COUNCIL**
**CYNGOR CYMUNED PONT-Y-PŴL**

**JOB DESCRIPTION**

**DESIGNATION : CLERK OF THE COUNCIL**

**GRADE: Grade 11 / Point 45 - 50 £49705 - £54711 (based on 37 hours per week, pro rata to hours contracted)**

**HOURS OF WORK : 30 PER WEEK**

**RESPONSIBLE TO : THE COUNCIL AND IN PARTICULAR TO THE COUNCILLOR AS**

**DESIGNATED FROM TIME TO TIME BY THE COUNCIL**

**RESPONSIBLE FOR : ALL STAFF**

**PLACE OF WORK : COUNCIL OFFICES, PONTYPOOL**

**PURPOSE OF JOB : TO DIRECT, MANAGE AND BE RESPONSIBLE FOR THE WORK**

**AND WELL_BEING OF ALL COUNCIL STAFF, TO ADVISE THE**
**COUNCIL ON FORMULATION OF POLICY, ENSURING**
**ACTIONS AND POLICIES SET AND AGREED BY IT ARE**
**CARRIED OUT, AND ENSURE IT DELIVERS ITS LEGAL,**
**FINANCIAL AND HEALTH AND SAFETY OBLIGATIONS**

**LIAISON WITH : INDIVIDUAL COUNCILLORS PARTICULARLY THE CHAIR,**

**LEADER, DEPUTY LEADER AND COMMITTEE**
**CHAIRPERSONS, LOCAL AUTHORITY AND NATIONAL**
**GOVERNMENT OFFICERS AND DEPARTMENTS, THIRD**
**SECTOR ORGANISATIONS, BUSINESSES, INTERNAL AND**
**EXTERNAL AUDITORS AND OTHER STAKEHOLDERS**
**INCLUDING TRADE UNIONS AND THE GENERAL PUBLIC**

**PRINCIPAL ACTIVITIES**

1. Being the Council’s Principle Responsible (Proper) Officer for its business in accordance with all legislation and regulations and, specifically, The Well-Being of
Future Generations Act 2015 and the Local Government and Elections (Wales) Act
2021, ensuring that premises, staff and all activities and events are properly managed, reporting, as necessary, but at least monthly, to the Councillor designated for Clerk supervision.

2. Overseeing the preparation of all agenda, reports, minutes and quick notes of all
Council, Committee and Working Group meetings, attending or nominating an appropriate officer to attend all such meetings and attending meetings with external partner bodies as required and reporting to or from them, as appropriate.

3. Preparing or overseeing the preparation of the Council’s Annual Report, other Council reports and policy or project implementation plans.

4. Preparing or overseeing the preparation of all papers to the Council as appropriate resulting from receipt of consultation documents and papers from the County
Borough Council, Welsh Government or elsewhere.

5. Preparing or overseeing the preparation of reports to the Council on the implementation, progress and management of all the Council’s activities.

6. Advising the Council, as required, on its strategic direction, vision, values, future plans, policies and procedures, including reviewing these where they exist already and preparing a Community Engagement Strategy under the direction of Council.

7. Ensuring that the Council looks outward into its community by being proactive at all times in engaging with local people, communities, groups, businesses and other stakeholders, with a view to improving the social, economic, cultural and environmental well-being of people and communities in Pontypool and meeting the
Council’s objectives and local and national well-being goals.

8. Overseeing Council’s work on the Regeneration of Pontypool and other designated

Council Projects and clerking the Pontypool Regeneration Committee.

9. Overseeing and ensuring that all necessary action is taken following Council and

Committee meetings, thereby enabling the lawful decisions and projects of Council to be implemented effectively.

10. Liaising with members of the Council (in most instances the appropriate chairperson) and keeping them informed of any developments affecting the Council or their specific
Committee / Group.

11. Ensuring that young people have access to the Council. Specifically this will include supporting the Youth Project Officer to develop and maintain a Youth Council and enabling young people to attend Council meetings, whether at committee level or full
Council, at the discretion of Council.

12. Working in partnership with the Council’s Responsible Financial Officer who oversees the preparation of the Council’s annual accounts and its annual budget, in accordance with the Public Audit (Wales) Act 2004, the Accounts and Audit (Wales)
Regulations 2014 and Governance and Accountability: A Practitioner’s Guide in order that they can together assist and advise the Policy and Finance Committee to effectively liaise with internal and external auditors.

13. Forward planning and allocation of work to all staff/employees ensuring that such work is undertaken in a timely, satisfactory, efficient and effective manner.

14. Ensuring that the Council’s premises are properly maintained and cleaned and that all legal matters relating to those premises, including their Health and Safety, are properly observed.

15. Managing and/or overseeing Human Resources matters for the Council, liaising, where appropriate, with trade unions and advising the Establishment Committee and
Council on such matters while taking its lead on matters of policy.

16. Ensuring that mem