Job Vacancy – Parish Clerk

Nov 12, 2019 | Uncategorized

Great Broughton Parish Council have a vacancy for a Parish Clerk. The position is part time and paid. 

Please contact Councillor Michael O’Neill on 01642 715888 or email at mz_oneill88@hotmail.com for further information.

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 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 Authority’s activities and in particular to produce 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. *The Clerk will be the Responsible Financial Officer and 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.
2.To monitor and balance the Council’s accounts and prepare records for audit purposes and VAT.
3.To ensure that the Council’s obligations for Risk Assessment are properly met.
4.To prepare, in consultation with the Chairman or Vice Chairman, agendas for meetings of the Council. To attend such meetings and prepare minutes for approval.
5. To attend all meetings of the Council
6. 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.
7. 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.
8. 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.
9. To draw up both on her own initiative and as a result of suggestions by
Councillors proposals for consideration by the Council and to advise on practicability and likely effects of specific courses of action.
10. To monitor the implemented policies of the Council to ensure they are
achieving the desired result and where appropriate suggest modifications.
11. To act as the representative of the Council as required.
12. To prepare, in consultation with the Chairman, press releases about the activities of, or decisions of, the Council.
13. To attend training courses or seminars on the work and role of the Clerk as required by the Council.
ADDITIONAL REQUIREMENTS:
  • The Parish Clerk will be required to have a broadband connection for access to the internet.
  • This post requires the use of a computer for correspondence, emails and access to the internet.
  • Ideally the Candidate will have space to hold a small number of files at the Clerks place of work.
  • The candidate ideally will have an inkjet printer to allow correspondence to be circulated to the Councillors.
  • The candidate will be required to contribute to the update of the Parish Council website.
  • The candidate ideally would have experience of simple spreadsheet input and be willing to learn about the use and management of the Council’s budget spreadsheet.
  • The candidate will be required to liaise with the following external organisations as well as local residents: External payroll service, External Accountancy services, and manage online banking.

 

CONTRACT OF EMPLOYMENT and JOB DESCRIPTION – Example

CLERK to the PARISH COUNCIL

1. Introduction

This statement sets out particulars of your terms and conditions of employment with the Great and Little Broughton Parish Council, which are required to be given to you by law.

Your employment commenced on the date

2. Job Title

The title of the job for which you are employed is Clerk to the Great and Little Broughton Parish Council. The Council has employed you under the provisions of section 112 (1) and (2) of the Local Government Act 1972. The duties of the post are set out in the job description attached to this contract. 

The Council may from time to time wish to amend your job description and you may at any time be requested to undertake additional or other duties as necessary to meet the requirements of the Council.

3. Declaration of Other Employment

It is a condition of this Contract of Employment that you inform the Council of any alternative employment you undertake, in order to ensure that no tax or insurance liabilities will accrue to the Council. The Council also reserves the right to require that any other employment that you undertake does not conflict with the role or standards required to be undertaken or met in the public office of the Clerk to the Council.

4. Place of Work

Your usual place of work will be address.  

5. Salary

Your salary will be £2,639 per annum and will be the subject to an annual performance review conducted by the current Chair of the Parish Council. The review will take place as part of the annual budget setting process. 

An annual allowance of £432.00 will be paid in addition to the above salary.

This allowance is paid to account for the use of space, lighting, heating and electricity due to working from the private premises of the Clerk to the Council and for depreciation of the private computer used by the Clerk.

6. Your salary will be paid by cheque in monthly instalments, co-ordinated with necessary HMRC /payroll payments.

7. Expenses

Any travel, mileage, subsistence expenses incurred by you and approved by the Council will be paid at rates to be agreed between yourself and the Council from time to time.

The Council will reimburse the cost of all stationery and consumables and computer consumables against vouchers/invoices submitted to the Council.

The Council will reimburse all telephone call expenses incurred on a private line against an itemised account. 

8. You will make yourself available to members of the public during agreed hours at the designated address or alternatively at other accessible premises designated by the council.

9. Hours of Work

Your hours of work are likely to vary from week to week but it is expected that they will average 5 hours per week.

10. Annual Leave

The calculation of your annual leave commences from the first day of your employment. You are entitled, in addition to the normal bank and public holidays, to twenty working days’ leave in each leave year (pro rata for part time employees). The leave year runs from 1st April to 31st March.

Holidays must be taken at times agreed with the Council.  

11. Sickness Absence 

If you are absent from work on account of sickness or injury, you or someone on your behalf should inform the Council of the reason for your absence as soon as possible, but no later than the end of the working day on which the absence first occurs.

In respect of absence lasting up to seven calendar days, you are required to inform the Chairman/ Vice-Chairman and self-certificate your absence. 

In respect of absence relating to illness lasting more than seven calendar days, you must provide a medical certificate stating the reason for the absence and thereafter provide a consecutive medical certificate to cover any subsequent period of absence.

You will be paid your agreed basic remuneration in line with the scale of payment for any one year that runs from 1 April to 31st March. The Council will be responsible for reclaiming the Statutory Sick Pay element from HM Revenue & Customs.

Entitlement to payment is subject to notification of absence and production of   medical certificates as required above.

The Council reserves the right to require you at any time to submit to a medical examination by a medical practitioner nominated by the Council, subject to the provisions of the Access to Medical Reports Act 1988 where applicable. Any costs associated with the examination will be met by the Council

Whilst on absence due to sickness or incapacity you are not permitted to undertake any paid work for another employer or for any business established by you without express permission from the Council.

12.      Notice of Termination of Employment

The length of notice which you are obliged to give to the Council to terminate your employment is three months in writing.      

The length of notice which you are entitled to receive from the Council to terminate your employment is four weeks in writing until you have been continuously employed for four years and thereafter such notice entitlement increases by one week for each year of continuous service until you have completed twelve years of continuous employment after which time you will be entitled to twelve weeks’ notice.

Upon or within one week of written termination of your employment, you are required to surrender to the Council any documents or materials that you have been holding on behalf of the Council.

13. Health and Safety Regulations, Other Legislation & Council Policies

You are expected to familiarise yourself with all relevant Regulations, Legislation and Policies applying to or made by the Council and ensure that you comply with and ensure others comply with these as required.