Job Description - Assistant Town Clerk
JOB DESCRIPTION
JOB TITLE:Assistant Town Clerk
Reporting to:Town Clerk
PURPOSE OF JOB:To work with and support the Town Clerk
in the execution of the town council’s business
RESPONSIBILITIES
1.To manage incoming post / emails / phone calls and action accordingly.
2.To carry out routine administrative tasks; such as collating information, photocopying, and filing, and any other similar work.
3.To assist with the recording and banking of monies; such as cash and cheques as and when required.
4.To assist in the preparation of papers for both meetings of the Full Council and Committees as and when required.
5.To attend meetings where necessary, take the minutes of those meetings
and execute the decisions contained within those minutes when required.
6.To deal with ad-hoc projects when asked to do so by the Town Clerk.
7.To organise civic functions; including the civic dinner and civic service,
and also liaise with the Mayor over invitations received from other
councils / organisations, and send out appropriate correspondence.
8.To deal with bookings for the Phil Grundy Community & Sports Centre; including the drawing up of a schedule of bookings for each month,
the issuing of invoices, the collection and recording of income from
such bookings, and the chasing up of any outstanding monies.
9.To clerk meetings of the Allotments Committee; including preparation of the agenda and publication of the public notice for the meetings, and distribution of the relevant paperwork.
10.To administer the allotments on Brigg Road; including the preparation of allotment agreements for allotment holders, the issuing of invoices for allotment rents, the collection and recording of income from such rents,
and the chasing up of any outstanding monies.
11.To carry out duties to do with the management of the cemetery; including the organising of burials, the issuing of invoices, the collection and recording of income and the chasing up of any outstanding monies, and the completion
of the appropriate entries in the burial books.
12.To maintain wages, sickness and holiday records for members of staff.
13.To behave in a manner appropriate to the post.
14.To deal with general enquiries from members of the public.
15.To observe and respect the confidentiality of information and personal data
to which the postholder will become privy.
16.To attend courses as required by the town council.
17.To carry out other duties as required by the Town Clerk.
18.To deputise for the Town Clerk as and when necessary,
especially in their absence.
19.To be aware of and and adhere to the Council’s Policy on Equal Opportunities at all times.
20.To carry out all duties with an awareness of Health & Safety issues
and always work safely.
Note:
This list of duties in the job description is not to be regarded as exclusive or exhaustive, and as a term of your employment you will be required to undertake other duties and requirements associated with your job or other duties which may
be reasonably be required of you.
REQUIREMENTS
- Numerate and Literate
- Administrative Skills
- Computer Literate - email / word processing / spreadsheets / accounts packages
- Experience of working in an office environment
- Knowledge of Local Government
- Communication Skills - verbal and non-verbal
- Ability to work independently and also as part of a team
- Capable of working under pressure and to strict deadlines