Clerk

**Ely Group of Drainage Boards**

**Position Details**:

- **Job Title**: Clerk to the Ely Group of IDBs (10)

**Reports to**: The Board and Chairperson

**Responsible for**: Administrative, financial, and governance management of the Board’s affairs; supervision of office staff as appropriate.

**Location**: Boards’ Offices, Prickwillow

**Salary**:£50,000 p.a. together with Local Government Pension Scheme.

**Purpose of the Role**

The Clerk is the principal administrative officer of the Internal Drainage Boards (IDB). They are responsible for ensuring that the Boards’ statutory functions are carried out efficiently, transparently, and in accordance with relevant legislation, policies, and best practice. The Clerk acts as the main liaison between the Boards, their members, partner authorities and the public.

**Key Areas of Responsibility**

1. **Governance and Board Administration**
- Serve as the primary point of contact for Board members and stakeholders.
- Prepare agendas, reports, and supporting papers for Board and committee meetings.
- Attend meetings, record accurate minutes, and ensure follow-up on decisions.
- Advise the Board on its legal duties, Standing Orders, and Financial Regulations.
- Maintain statutory registers, records, and governance documents.
- Support the Chairs in ensuring effective decision-making and compliance.
- Clerk to the Downham Market Group of IDBs (6).
- Day to day administration services.

2. **Financial Management**
- Act as the Board’s Responsible Financial Officer.
- Prepare annual budgets, precepts, and rate demands.
- Manage income collection, payments, payroll, and bank reconciliation.
- Liaise with auditors and ensure timely production of Annual Governance and Accountability Returns (AGAR).
- Support the financial planning of capital works and asset replacement programmes.
- Monitor expenditure and produce financial reports for Board meetings.
- Liaise with the Boards’ Engineer.

3. **Human Resources and Staff Management**
- Line manages administrative and technical support staff where applicable.
- Liaise with the Engineer to oversee recruitment, training and performance appraisals.
- Maintain HR policies, contracts, and compliance with employment law in conjunction with the Boards’ HR Advisor.

4. **Policy, Compliance, and Reporting**
- Ensure compliance with the Land Drainage Act 1991, Byelaws, and Board policies.
- Prepare reports for Defra, the Environment Agency, and local authorities as required.
- Manage Freedom of Information and Data Protection compliance.
- Support risk management, audit processes, and internal control reviews.

5. **Stakeholder Engagement**
- Liaise with the Environment Agency, local councils, and other IDBs.
- Represent the Board at ADA (Association of Drainage Authorities) meetings and regional forums.
- Respond to public enquiries and ratepayer correspondence.
- Promote good public relations and awareness of the Board’s role in flood risk management.

6. **Strategic Planning and Project Support**
- Assisting the Engineer by contributing to the preparation and delivery of the Board’s Business Plan, Asset Management Plan, and Biodiversity Action Plan.
- Help secure external funding opportunities, including FDGiA and Local Levy.

**Person Specification**

**Essential**
- Financial management experience.
- Strong administrative and organisational skills.
- Experience in local government.
- Financial management and budgetary experience.
- Understanding of governance and statutory procedures.
- Excellent communication and report-writing skills.
- Relevant qualification (e.g. CiLCA, AAT, or management diploma).

**Desirable**
- Experience in drainage and environmental management.
- Knowledge of the Land Drainage Act 1991 and related legislation.
- Relevant qualification (e.g. CiLCA, AAT, or management diploma).

**Typical Task List**

**Governance**
- Draft agendas and minutes.
- Arrange Board meetings and issue notices.
- Maintain Standing Orders and ensure compliance with AGAR timelines.
- To administer the membership of the Boards and act as Returning Officer during elections.
- Make all statutory returns on behalf of all Boards i.e. NI, income tax, data protection, Environment Agency, Councils and DEFRA.

**Finance**
- Prepare rates and precepts.
- Raise invoices and process payments.
- Prepare monthly accounts and liaise with auditors.
- Prepare budget forecasts.
- Payroll (to include allocation of plant and time sheets)
- VAT

**Human Resources**
- Manage leave records and conduct appraisals.
- Assist with arranging training and maintain HR files.

**Compliance**
- Update risk register and ensure adequate insurance cover (in conjunction with the Engineer).
- Respond to FOI and GDPR requests.
- Maintain byelaw register and compliance documentation.

**Communication**
- Handle ratepayer queries and issue notices.

Pay: Up to £50,000.00 per year

**Benefits**:

- Company pension
- On-site parking

Work Location: In person