|Role||Name||Email Address||Telephone Number|
|Town Clerk||Katherine Hieronsemail@example.com||01388 815276|
|Commercial and Facilities Manager||Colin Ransonfirstname.lastname@example.org||01388 815276|
|Finance Manager||Steven Moyesemail@example.com||01388 815276|
|Grounds and Estates Officer||Danny Boothfirstname.lastname@example.org||01388 815276|
|PA To Town Clerk and Town Mayor||Lisa Yorkeemail@example.com||01388 815276|
|Finance and Administration Assistants||Louise Holmes Vicky Nelson Joy Woodsfirstname.lastname@example.org email@example.com firstname.lastname@example.org||01388 815276|
|Facilities Assistants||Chris Davison Kingsley Forster Alf Wilson Rob Wilson||01388 815276|
|Parks & Grounds Assistants||Neil Parker Ian Truswell (casual)||01388 815276|
|Grounds & Estates Assistants||John Cheeseman Ralph Curry Peter Hodgson Stephen Hymer Martin Kay Michael Kay David Smith John Smith||01388 815276|
|Parks & Grounds Monitoring Assistant||Paul Edgcumbe||01388 815276|
|Cleaner/Key Holder||Ernie Spowart (casual)||01388 815276|
All members above can be contacted on the same telephone number (01388 815276) and email address email@example.com
Spennymoor Town Council
SPENNYMOOR TOWN COUNCIL
ARE LOOKING TO RECRUIT A
FINANCE AND ADMINISTRATION ASSISTANT
£20,444 – £22,571 (1st April 2022 pay award pending)
Part of Local Government Pension Scheme (Employer contributions currently 18.9%)
LOCATION: Spennymoor Town Hall, Spennymoor, County Durham, DL16 6DG
CONTRACT: Permanent – 37 hours per week (full time)
The role is based within the busy reception office at Spennymoor Town Hall. As well as standard reception duties the interesting and varied role includes tasks such as taking payments for goods and services, sorting incoming and outgoing post, raising sales orders, raising purchase orders, maintaining stationery cupboard supplies, room hire bookings, helping to arrange Town Hall weddings, and preparing official council meeting agendas and minuting those meetings on a rota basis.
Advanced tasks include allotment administration and cemetery administration, through to working with colleagues to help prepare, promote and deliver whole community events like “Party In The Park” and “Armed Forces Day”.
The successful candidate will have excellent attention to detail, be logical and methodical in their approach, be confident and competent with computers (we primarily use Excel, Word and Outlook), and hold strong written and verbal communication skills to help deliver excellent customer service.
Hours are 8.45am to 5pm Monday to Thursday, and 8.45am to 4.30pm on a Friday. Holidays will start at 26 days per year (plus Bank Holidays) increasing to 31 per year after 5 years service. A very small amount of evening and weekend work is required.
If you would like an application pack please contact us via email at firstname.lastname@example.org or by telephone on 01388 815276.
The closing date for applications is strictly 4:30m on Friday 27th May 2022 and interviews will take place on Wednesday 8th June 2022. Due to the expected volume of applications only shortlisted candidates will be contacted.
Current Job Descriptions
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, in particular, to serve or issue all the notifications required by law of a Local Authority’s Proper Officer. The 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 Clerk is expected to advise the Council on, and assist in the formation of overall policies to be followed in respect of the Council’s activities and, in particular, to produce all the information required for making effective decisions and to implement constructively all decisions.
The Clerk will be accountable to the Council for the effective management of all its resources and will report to them as and when required. The Clerk will be responsible for all the financial records of the Council and the careful administration of its finances.
- To manage the interface between the Council employees and Elected Members
- To advise Members on all policy and administration.
- To achieve and maintain Quality Council Status.
- To advise on and develop for consideration by Members, the Council’s Best Value Performance Plan and ensure that the associated action plans and performance indicators are achieved.
- To ensure that legal, statutory and other provisions governing or affecting the running of the Council are observed.
- To ensure that all aspects of the Data Protection Act are applied in respect of the Council’s Systems and procedures,
- To monitor and balance the Council’s accounts and prepare records for audit purposes and VAT.
- To ensure that the Council’s obligations to insure are properly met.
- To prepare, in consultation with appropriate Members, agenda for meetings of the Council and its committees, to attend such meetings and prepare institutes for approval.
- 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 the instructions of, or known policy of, the Council.
- 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 to ensure payment is received.
- To study reports and other data on activities for the Council and on matters bearing on those activities. Where appropriate, to discuss such matters with administrations and specialists in particular fields.
- To draw up both on his/her own initiative and as a result of suggestions by councillors, proposals for consideration by the Council and to advise on practicability and the likely effects of specific courses of action.
- To develop training and development plans for staff and Elected Members, arrange the associated delivery and monitor its effectiveness.
- To supervise any other members of staff in keeping with the policies of the Council and to undertake all necessary activities in connection with the management of the salaries, conditions of employment and work of other staff, including the effective maintenance of standards of employee conduct.
- To ensure regular employee appraisal and progress reviews are undertaken in accordance with the Council’s performance management framework.
- To monitor the implemented policies of the Council to ensure they are achieving the desired result asid, where appropriate, suggest modifications.
- To act as representative of the Council as required.
- To issue policies and prepare agendas and minutes for the Annual Town Meeting, to attend the assemblies of the Town Meeting and to implement the decisions made at the assemblies.
- To attend meetings of the Council and its Committees, or arrange representation as appropriate.
- To prepare, in consultation with the Leader/Chairman, press releases about the activities of, or decisions of the Council.
Duties and responsibilities specific to this post:
- Deputise in the Town Clerks absence.
- Responsible for the development, monitoring and management of all appropriate procurement and partnership arrangements that support and enhance council’s services.
- Responsible for the management and monitoring of all relevant budgets and trading accounts.
- Responsible for the procurement of goods and services ensuring the council, public and customers receive a value for money service.
- Provide strategic and operational management of all front facing council service teams.
- To ensure appropriate land and property, building management, building maintenance, security and fire protection arrangements are in place for all council buildings and land.
- To be responsible for the security of all Council buildings.
- To arrange the management and maintenance of the Councils equipment, plant and vehicles.
- To set and monitor menu and room hire rates and terms, while maximising all commercial opportunities within the Town Hall and other Council buildings.
- To organisation and manage special projects and events on behalf of the council.
- Negotiate prices and others with Council partners.
- Develop the Art Gallery with regards to bookings of artists, sales and promotional activity.
- To work in and with the community to sell and promote council services and where necessary visit clients at their homes.
- To produce and present reports and briefing papers to the Town Clerk and members on the performance of the relevant service areas, trading accounts and information documents.
- To support the Finance Manager with the development of the medium term financial plan and budget setting and monitoring process.
- Provide relevant support to the councils committees and bodies.
- Responsible for the compliance of the relevant music, liquor and entertainment licencing arrangements.
- To develop invest to save initiatives, budget saving and income generation initiatives.
- Be committed to continuous professional development and undertake appropriate training and development for the improvement of our services and the business.
- Mining Museum – undertake the Council’s facilities management and client role regarding the Mining Museum
- Provide Business Planning Arrangements for the Town Hall hire, bar and catering and facilities management.
- Promote the Council services at all times and attend meetings and events presenting the Council in a positive and professional way.
- Maintain confidentiality of all Council information, records and financial information and data at all times.
- Undertake other such duties and responsibilities as directed by the Town Clerk and commensurate with the grade.
Duties and Responsibilities
· The Finance Manager will be responsible for the management of the Council’s finances and is designated as the ‘Responsible Finance Officer’.
· As part of the Senior Management Team to provide appropriate corporate support and advice as required.
· To manage a team of Finance and Administration Assistants.
· To develop and maintain the necessary range of best practice financial procedures, control systems and support processes to efficiently manage the Council’s resources to ensure that consideration is given at all times to achieving the most efficient, effective and customer friendly way of working.
· To monitor and balance the Council’s accounts and prepare records for audit purposes and Value Added Tax (VAT).
· To ensure, at all times, that the Town Council obtains value for money in all aspects of its operational requirements and arrangements, including but not limited to: staffing, premises, contracts, equipment, processes and procedures.
· To receive and report on invoices for goods and services to be paid for by the Town Council and to ensure such accounts are met. To ensure invoices on behalf of the Council for all goods and services are issued and paid as appropriate.
· To ensure that the Town Council’s obligations to insure are properly met.
· To ensure preparation and presentation of the Town Council’s annual accounts.
· To develop and manage the Council’s risk management framework.
· To provide performance and financial management information reports to the Town Clerk, including production of the Annual Budget, production of monthly budget management and control reports to the Town Clerk and the Council, as well as income and expenditure, cash flow, cash at bank, treasury management and investment performance reports.
· To ensure that all deadlines are met in relation to the annual budget, budget forecasting, closure of accounts, VAT returns, reconciliations of the financial system and development of the financial systems.
· To contribute towards the reviews of the utilisation of financial information and administration systems and to look for continuous improvement.
· To produce the Council’s final accounts
· Production of the Medium-term Financial Plan.
· To develop and maintain the Council’s Asset Register and Asset Management Plan.
· In consultation with the Town Clerk, to co-ordinate and support the external and internal Audit Processes.
· In consultation with the Town Clerk to provide support to the Policy and Resources and Facilities and Recreation Committees.
· To effectively manage all aspects of the Council’s insurance arrangements.
· To develop and manage a best practice procurement policy and associated processes, in accordance with the Council’s Financial Regulations and Standing Orders.
· To periodically review the Council’s Financial Regulations in accordance with recognised best practice.
· To identify sources of additional funding and secure funds through the preparation and submission of grant applications to finance new service development initiatives.
· To support the Town Clerk in the effective implementation and monitoring of the Town Council’s performance review arrangements.
· To manage the Council’s payroll services.
· In conjunction with the Town Clerk, to deploy the workload of the staff within the Finance & Administration team.
· The above is not exhaustive and the post holder will be expected to undertake any duties which may reasonably fall within the level of responsibility and competence of the post as directed by the Town Clerk as head of the Council’s Paid Service.
COMMON DUTIES AND RESPONSIBILITIES
In conjunction with the Town Clerk, to set, monitor and evaluate standards of individuals, team performance and service quality so that the user and the Service’s requirements are met and that the highest standards are maintained. To establish and monitor appropriate procedures to ensure that quality data are reported and used in decision making processes, and to demonstrate through behaviour and actions a firm commitment to data security and confidentiality as appropriate.
In conjunction with the Town Clerk, to establish and manage the team communications systems ensuring that the Finance and Administration Service’s procedures, policies, strategies and objectives are effectively communicated to all team members.
To ensure that professional practice in the team is carried out to the highest standards and developed in line with the Service’s stated objectives of continual improvement in the quality of its services to internal and external customers.
Health and Safety
To ensure that the Health and Safety policy, organisation arrangements and procedures as they relate to areas, activities and personnel under your control are understood, implemented and monitored.
To provide vision and leadership to staff within the Finance and Administration team, ensuring that effective systems are in place for workload allocation and management, the application of the Town Council’s policies and procedures, including those relating to equality, supervision and appraisal and all aspects of their performance, personal development, health and welfare.
To manage a designated budget (as required) ensuring that the Service achieves value for money in all circumstances through the monitoring and control of expenditure and the early identification of any financial irregularity.
All members of staff will receive appraisals and it is the responsibility of each member of staff to follow guidance on the appraisal process.
Equality and Diversity
As an organisation we are committed to promoting a just society that gives everyone an equal chance to learn, work and live free from discrimination and prejudice. To ensure our commitment is put into practice we are developing policies which will seek to remove any barriers to equality of opportunity and to eliminate unfair and unlawful discrimination.
These policies apply to all employees of Spennymoor Town Council.
All members of staff are required to undertake that they will not divulge to anyone, personal and/or confidential information to which they may have access during the course of their work.
All members of staff must be aware that they have explicit responsibility for the confidentiality and security of information received and imported in the course of work and using Council information assets.
The Council has in place an induction programme designed to help new employees to become effective in their roles and to find their way in the organisation.