JOB DESCRIPTION
Overall responsibilities
The Town Clerk will be the Proper Officer of the Council and the Responsible Finance
Officer and as such is under a statutory duty to carry out all the functions, and in particular to serve or issue all the notifications required by law of a local authorities Proper Officer, and have ultimate responsibility for the financial records of the Council and the management of its finances.
The Town Clerk will be totally responsible for ensuring that the instructions of the Council in connection with its function as a Local Authority are carried out. The Town Clerk is expected to advise the Council on, and assist in the formation of, overall policies to be followed in respect of the Authority’s activities and in particular to provide all the information required for making effective decisions and to implement constructively all decisions.The person appointed will be accountable to the Council for the effective management of all its resources and will report to them as and when required.
Statutory Functions
To act as Proper Officer of the Council and to conduct all the functions, and in particular to serve or issue all the notifications required by law of a local authority Proper Office.
To ensure that statutory and other provisions governing or affecting the running of the Council are observed.
Council Policies and Instructions
To have total responsibility for ensuring that the instructions of the Council in connection with its function as a Local Authority are carried out.
To prepare drafts of, recommend and advise the Council on overall policies to be followed in respect of the Authority’s activities and to produce all the information required for making effective decisions and to implement constructively all decisions.
Meetings
To prepare, in consultation with appropriate members and in accordance with Standing Orders, agendas for meetings of the Council and Committees. To attend such meetings and prepare minutes for approval, other than when such duties have been delegated to another Officer.
To issue notices and prepare agendas and minutes for the Town meeting: to attend the assemblies of the Town meeting and to implement the decisions made at the assemblies that are agreed by the Council.
Service Management
To manage the day-to-day operation of all services (external and internal) provided by the Council.
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 as a result of instructions of, or the known policy of the Council.
To monitor the implemented policies of the Council to ensure they are achieving the desired result and where appropriate suggest modifications.
To draw up both on his/her own initiative and as a result of suggestions by Councillors, proposals for considerations by the Council and to advise on practicability and likely effects of specific courses of action.
To agree and issue any licence for the use of land by a third party including but not limited to Allotments, provided the fee for such licence is either authorised by Council, competitively established or, where there is no effective competition based on precedent established by Council or on market rates.
Staff
To supervise other members of staff as their line manager in keeping with the policies of the Council and to undertake all necessary activities in connection with the management of salaries, conditions of employment and work of other staff.
To delegate tasks as deemed appropriate unless specifically mandated or prohibited by Council policy or law.
To make recommendations to the Council about the appointment, re-assignment or dismissal of permanent or temporary members of staff, having regard to the approved staffing budget, and employment and other law and provided that any permanent appointment will not have a material adverse effect on the precept requirement for the current or following year,
Responsible Finance Officer
To act as Responsible Finance Officer or to oversee the function if delegated to another member of staff. This includes:
To be responsible for all financial records of the Council and the careful administration of its finances.
To monitor and balance the Council’s accounts and prepare the records for audit purposes and VAT.
To receive and report on such invoices for goods and services to be paid for by the Council and to ensure that such accounts are met.
To issues invoices on behalf of the Council for goods and services and to ensure that payment is received.
To ensure that the Council’s obligations for Risk Assessment are properly met.
Periodically to review the Council’s investments and make prudent adjustments to optimise within the overall Treasury management policy.
To maintain asset registers for insurance and or accounting records. To report quarterly to the Council on expenditure against budget.
Other
To act as the representative of the Council as required to and on third party bodies.
To build effective relationships with a variety of statutory and non-statutory stakeholders.
To be accountable for the effective management of all its resources and will report to them as and when required.
To prepare, in consultation with the Mayor, press releases about the activities of, or decisions of, the Council.
To be responsible for any Trusts administered by the Council.
To take any proceedings or other steps as may be necessary to enforce and recover any debt owing or other obligation due to the Council.
To institute, defend and appear in any legal proceedings authorised by the Council.
To appear or make representation to any tribunal or public enquiry into any matter in which the Council has an interest.
To make any decisions necessary as a matter of urgency in accordance with applicable Standing Orders.
HOW TO APPLY
To apply please send CV and letter of application (500 words max) to info@aldeburghtowncouncil .co.uk. Applications must be received no later than 31 July 2023.
HOURS SALARY AND BENEFITS
37 Hours per week principally between 9am – 5pm Monday to Friday
Hours to be worked flexibly as the role demands to include evenings, typically 2 Mondays per month and occasional Saturdays/Sundays for events etc, on a time off in lieu basis
Salary c. £32 – £38k per annum (in accordance with NALC Pay Scale SCPs 26 – 32)
Sick benefit (after probationary period)
The Council operates a contributory Stakeholder pension which you are eligible to join on 1st January in any year.
Free parking
PERSON SPECIFICATION – TOWN CLERK & RFO
- Education / Qualification
Necessary | Desirable |
Hold or study for the Certificate in Local Council Administration (CiLCA) | Bachelors degree and/or relevant professional, financial or management qualification or management qualification e.g. MBA, DMS, Certificate in Local Council Administration |
- Skills, Knowledge and Experience
Necessary | Preferred |
Strategic management experience | Good appreciation of law. Ability to read and interpret legal documents and legislation |
Leadership skills and the ability to effectively manage a wide range of stakeholders | Understanding of local government democratic processes and civic protocol |
Resilient, determined, ability to ‘get things done,’ innovative problem-solver, willingness to challenge | Ability to demonstrate a working knowledge of local government or other public sector organisations |
Excellent communicator with good negotiation, influencing, networking and mediation skills | Marketing and social media skills |
Proven written, aural and verbal ability | |
Sensitive to both the immediate and wider political environment. Ability to be detached and to provide objective, rational advice and opinion | |
Ability to operate at strategic, operational and practical levels, switching seamlessly | |
Drive change management through effective communication | |
Ability to interpret and implement complex procedural guidelines and instruction | |
Good knowledge of employment law and Health & Safety legislation | |
Proven budget management and financial expertise | |
Fully conversant with Microsoft Office; able to learn other software | |
Ability to prioritise workload to deliver against deadlines | |
Flexible approach to working hours; willingness to undertake irregular hours and or additional responsibilities | |
Full UK driving license or an acceptable explanation of how the needs of the role can be met without one |
