Deputy Town Clerk/ Responsible Finance Officer

**Overview**

**Duties**
- **Deputy Clerk** to support, and assist the Town Clerk in ensuring that statutory duties of the Council are carried out and deputise in his absence.
- **Responsible Finance Officer (RFO)** to ensure that the office and financial systems are maintained efficiently and in good order and that information is easily accessible for the Town Clerk and elected members. This role has the support of the Council’s Administration Officer.

**Main Duty and Responsibilities - Deputy Clerk**

1. To assist the Clerk in ensuring that legal, statutory and other provisions governing or affecting the running of the Council are observed.

2. To prepare, in consultation with the Clerk and appropriate Members, agendas items for meetings of the Council and its Committees and to attend such meetings when necessary.

3. 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 Clerk.

4. To study reports and other data on activities of the Council and in matters bearing on those activities where necessary and/or appropriate to discuss such matters with the Clerk and specialists in particular fields.

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

6. To attend training courses on the work and role of a Deputy Clerk, and to be prepared to temporarily undertake the role of Clerk when, and if, necessary due to illness or absence.

7. To manage the Town Hall hirings and the work of the caretaker. This also include associated hiring fees.

8. Any other duties of a temporary nature which may be required from time to time to ensure the smooth running of the Councils affairs.

**Main Duty and Responsibilities - Planning Committee**

2. To direct the Committee Clerk who issues the Planning Committee Agenda on a three weekly basis.

3. To attend the meetings with the Committee Clerk acting at the Clerk to Council with the support of the Committee Clerk.

**Main Duty and Responsibilities - Responsible Finance Officer (RFO)**

1. Providing day-to-day financial management of the Council under the direction of the Town Clerk.

2. Managing the Council’s financial affairs within the legal framework for local authorities and to comply with current legislation, statements of recommended practice and accounting codes of practice.

3. Ensuring that the Council complies with the Standing Orders and Financial Regulations at all times.

**Specific Responsibilities**

1. To receive and report on invoices for goods and services to be paid for by the Council and to ensure such accounts are met.

2. To issue invoices on behalf of the Council for goods and services to ensure payment is received.

3. To deal with all necessary activities in connection with the management of the salaries, of all staff.

4. To manage the Council’s commitment to the Local Government Pension scheme and ensure that all staff pensions are managed appropriately and that the Town Council contributions are met.

5. To receive and report on invoices for goods and services to be paid for by the Council and ensure such accounts are met.

6. To ensure that the Council’s bank accounts are monitored and reconciled in accordance with the Council’s Financial Regulations.

7. To prepare for the bi-monthly Policy and Finance Committee, management accounts, bank reconciliations, investment reports and reserves summaries for presentation, together with explanations of major variances and details of all committed expenditure.

8. To ensure that all VAT (Value Added Tax) returns and other HMRC deductions are submitted correctly and on time.

9. To ensure that all staff are paid in a timely manner on the 28th of each month and all requirement for tax and national insurance are met and reported to HMRC.

10. To prepare annual revenue and capital estimates for the Council so to prepare and make recommendations to the Council for its annual budget and the amount needed to be precepted in the following year.

11. To prepare the Council’s annual Financial Statements in accordance with applicable legislation and guidelines and provide such information as the auditors may require when carrying out the annual internal and external audit.

12. To ensure that the Council’s Asset Register is maintained in a suitable manner to meet auditor’s requirements.

13. To prepare the annual Statement of Internal Control and seek the Council’s approval of such statement every year.

14. To review and monitor the Council’s internal control systems and ensure that proper checks and controls are in place. This includes investment policies and financial risk assessments.

15. To monitor and ensure implementation of all necessary procedures and documentation to ensure appropriate financial management across all the Council’s activities.

16. To work with the Clerk to devise and imp