Apprentice Office Administrator

**JOB TITLE: APPRENTICE OFFICE ADMINISTRATOR**

**RESPONSIBLE TO**:Office Manager

**PURPOSE OF POST**:To work as part of the Town Council administration. Specifically, in supporting the governance and day to day running of the Town Council.

Supporting the booking of Councils Facilities.

To obtain an Apprenticeship Level 2 in Business Administration.

**Note Items in bold below **are delegated from the Town Clerk and become part of the role holder’s responsibility

**OVERALL RESPONSIBILITIES**

1 To provide the administrative functions necessary for the Town Council to deliver high quality services.

2 To ensure the provision of an efficient and welcoming front-line reception service and providing good customer care.

3 **To notify the Clerk of issues that require the Councils attention preparing necessary reports. Relevant to their role.**

4 To assist with the smooth operation of all the functions of the Town Council and to ensure that specific designated areas of work are successfully carried out.

**SPECIFIC RESPONSIBILITIES**

5 **To ensure that statutory and other provisions governing or affecting the running of the Council are observed, within your role as it develops.**

6 **To ensure that the Council's obligations for Risk Assessment are properly met.**

7 **To ensure the proper care, security and usage of all the Council’s property and equipment.**

8 **Support the Clerk to ensure the Council’s operations within and compliance with all legislation with regard to burial and cemetery matters.**

9 **To protect the Council’s interests in all matters.**

10 Undertaking specific functions of the Town Clerk as agreed from time to time.

11 Continuing to acquire the necessary professional knowledge required for the efficient management of the affairs of the Council and execution of the role of Apprentice Office Administrator.

12 Attending training courses, conferences or seminars as appropriate.

**SPECIFIC TASKS**:Administration**

13 Dealing with general enquiries by telephone/personal callers. Redirection if necessary, to District/County Council offices, Social Services, Police, Library etc.

14 When directed assist, ensure the arrangements for meetings are put in place, including, booking venues, sending invitations and arrange displays.

15 To ensure the provision of an efficient and welcoming front-line reception service and providing good customer care.

16 Assist with the issuing of all planning responses.

17 The letting and bookings of the Town Council’s premises and facilities including the invoicing and collection of payments and receipt issue.

18 Carrying out, the general office administration including - incoming and outgoing post, general correspondence, and filing.

19 Assist with the maintenance of office supplies and stock ordering.

20 Dealing with general enquiries by telephone/personal callers and providing information and assistance.

21 Assist with civic support, including secretarial support to the Chairman and Members, dealing with all correspondence and maintenance of the civic diary of engagements.

**Financial**

22 Dealing with purchases and payments as directed.

23 Handling cash and assisting with banking as required.

24 Assist with ensuring safe and secure banking and assisting with the maintenance and day to day operation of the Council’s bank accounts.

25 Support budgeting and bookkeeping procedures

26 To assist with the computerised financial records of the Council including the preparation and payment of accounts and the maintenance, where appropriate, of salaries and wages records. Preparation of Purchase Invoices for payment, ensuring timely payment. Maintain cash books and prepare and input Purchase Invoices and Payments on computer. Reconcile invoices against goods received as directed.

27 Provide statements and lists of payments and receipts for presentation to the Council when required. Prepare and carry out banking of monies received.

**Other Duties**

28 Maintaining a clean and tidy working environment.

29 Assist with the management of allotment sites, including waiting lists, annual renewals, payments and the sending of associated correspondence.

30 Assist with the management of the Trailer Park including waiting lists, allocation of plots, regular inspections, annual renewals, and maintenance of payment records.

31 Assisting as required at Town Council and other community functions, including - setting up and maintaining road closures and other duties that may be reasonably required. Outside normal working hours

32 To undertake any other appropriate duties as determined from time to time by the Town Clerk to achieve the aims and requirements of the Council including covering other posts in times of absence**.**

**Code of Conduct**

33 The Office Administrator will be required to abide by any National Code of Conduct for Local Government Employees that may be adopted by the Council and shall at all times act in a manner such as will n