Clerk/RFO Job Description
CLERK TO THE COUNCIL - JOB DESCRIPTION
Overall Responsibilities:
The Clerk to the Council will be the Proper Officer of the Council and as such is under a statutory duty to carry out all the functions, and to serve or issue all the notifications required by law of a local authority's Proper Officer.
The Clerk will be responsible for ensuring that the resolved instructions /agreements of the Council in connection with its function as a Local Authority are carried out.
The Clerk will be the Responsible Financial Officer (RFO), responsible for all financial records of the Council and the careful administration of its finances.
Specific Responsibilities:
1. To ensure that statutory and other provisions governing or affecting the running of the Council are observed, and that the Council conducts its business lawfully.
2. To monitor and balance the Council's accounts and prepare records for audit purposes and VAT as the Responsible Financial Officer.
3. To ensure that the Council's obligations for Risk Assessment are properly met.
4. To advise the Council on and assist in the formation of General Policies to be followed in respect of the Authority's activities and to advise the Council where additional policies or amendments are required or desirable. To schedule policies and procedures are updated and reviewed annually.
5. To ensure that the Council’s obligations under GDPR are properly met. To schedule that GDPR policies and procedures are updated and reviewed annually.
6. To prepare, in consultation with the Chairperson, agendas for meetings of the Council and Committees. To attend such meetings and prepare minutes for approval.
7. To issue agendas and other notices and ensure that all notices are posted in line with legislation.
8. To attend all meetings of the Council and all meetings of The Council’s committees and subcommittees.
9. To Administer all the Council’s paperwork and keep property registers and other legal documents.
10. To receive correspondence and documents on behalf of the Council and to deal with the correspondence or documents or bring such items to the attention of the Council. To issue correspondence because of instructions of, or the known policy of, the Council.
11. To receive and report on invoices for goods and services to be paid for by the Council and to ensure such accounts are met. To issue invoices on behalf of the Council for goods and services and to ensure payment is received.
12. To ensure the Website is kept up to date and all relevant documents are posted as required.
13. To study reports and other data on activities of the Council and on matters bearing on those activities. Where appropriate, to discuss such matters with administrators and specialists in particular fields and to produce reports for circulation and discussion by the Council.
14. To draw up both on their own initiative and at the request of the Parish Council proposals for consideration by the Council and to advise on practicability and likely effects of specific courses of action.
15. To undertake all necessary activities in connection with the management of salaries, conditions of employment for staff, where applicable.
16. To act as the representative of the Council as required.
17. To attend the assemblies of the Parish Council Meetings and to implement the decisions made at the assemblies that are agreed by the Council.
18. To prepare, in consultation with the Council, press releases and newsletters about the activities of, or decisions of, the Council.
19. To attend training courses or seminars on the work and role of the Clerk as required by the Council.
20. To work towards the achievement of the status of Qualified Clerk as a minimum requirement for effectiveness in the position of Clerk to the Council.
21. To continue to acquire the necessary professional knowledge required for the efficient management of the affairs of the Council: Suggested is membership of your professional body The Society of Local Council Clerks, at your own expense.
22. To understand the importance of handling confidential information.
Salary & Expenses
Salary is subject to experience and qualifications but will in line with the Local Government Services Pay Agreement. Salary is paid monthly in arrears.
All expenses, with receipts, incurred in the undertaking of the role will be made using the Parish Council Equals Card account.
Contract of employment
A contract of Employment will be provided,
Your probationary period will be no less than 13 weeks.
CLERK TO THE COUNCIL – PERSON SPECIFICATION
Essential.
Have high levels of literacy and numeracy skills, be computer literate and proficient in the use of word processing and spreadsheets. Internet access is essential
Be well organised, capable of working independently and using own initiative, have the ability to prioritise workload and work within agreed and legal timeframes but also be able to work collaboratively with a team
Have excellent communication skills both written & oral and must possess and be able to demonstrate professional and constructive communication skills with Councillors, members of the public, contractors and other public & private sector organisations
Desirable
CiLCA Qualified
Accounting qualifications.
Lives within reasonable travelling distance to the Parish.