Parish Clerk and Responsible Finance Officer – Minster Lovell Parish Council.
Minster Lovell Parish Council is looking for a confident self-starter to take on the role of Clerk and Responsible Finance Officer. The Parish Council is made up of 7 Councillors dedicated to serving the needs of our residents and maintaining the beauty of this historic Village. You will work from home in your role, with some travel for meetings and activities, which are held in Minster Lovell.
The role is flexible at 15 hours per week and involves attendance at Parish Council meetings, which are held on the third Monday of each month. The successful applicant will prepare agendas and supporting documentation, produce the Minutes of the meetings, carry out actions from the Minutes, and give advice on council policies and procedures.
As Responsible Financial Officer you will keep the financial records, deal with invoices and payments, create the annual budget and complete and submit internal and external audits.
This is a wide ranging and interesting role which is pivotal to the smooth running of the Parish Council. The successful candidate will work closely with Councillors, residents and contractors.
The parish council is looking for someone who is confident, highly motivated and an excellent communicator, with good organisational and administrative abilities who can comfortably work alone. They must be IT literate. A laptop, printer and mobile phone will be provided.
In addition to a very competitive salary, LC2 (18-23) £29,269 - £32,076 p.a. pro rata, we can offer a work from home annual allowance, up to 28 days annual leave pro rata, auto enrolment pension scheme, funded training courses and you will also have the opportunity of ongoing professional development if you so wish
To apply please send your CV and a covering letter of no more than two sides of A4, saying how you meet the selection criteria to clerk@minsterlovell-pc.gov.uk. Informal discussions on the role with the Council Chairman and/or current clerk are also offered. CLOSING DATE 8 NOVEMBER 2023.
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 functions as a Local Authority are carried out.
The Clerk is expected to advise the Council, 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 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 is also the Responsible Financial Officer (RFO), and therefore responsible for all financial records of the Council and is responsible for 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 be familiar with and to advise upon the current Standing Orders.
3. To be the first point of contact for Council members and residents with regard to all Council matters.
4. To be responsible for the day to day management of the Council’s Contractors, including managing the delivery of services and fulfilment of service level agreements, as well as all financial aspects of these contractual relationships.
5. To prepare, in consultation with appropriate Members, agendas for meetings of the Council and its Committees. To attend such meetings or ensure that such meetings are Clerked, the minutes prepared for approval and the actions followed through.
6. To ensure the confidentiality of those Council matters which are not in the public domain; to ensure compliance with the Data Protection (General Data Protection Requirements GDPR) and Freedom of Information (FOI) Acts.
7. As RFO, to manage the finances of the Council, including: the preparation of annual budgets; the monitoring and balancing of the Council’s accounts; the maintenance of all records including those for audit, VAT, and income tax purposes; the processing and issuing of invoices; receipt of payments due to the Council; payment of wages and statutory deduction schemes. To receive and report in respect of goods and services to be paid for by the Council and to ensure such accounts are met in accordance with the policies of the Council.
8. To manage the Council’s tendering procedure and award of contracts, ensuring that the procedures followed are strictly in accordance with the Standing Orders of the Council and its Financial Regulations.
9. To ensure that all decisions of the Council, its Committees and Sub-Committees are carried out promptly and accurately.
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 as a result of the instructions of, or the known policy of the Council.
11. To evaluate reports and other data on activities of the Council and on matters relating to 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.
12. To ensure that the Council’s obligations for risk management including risk assessments are properly met and where necessary risks are properly insured. To arrange risk assessments and other health and safety obligations to be conducted.
13. To issue notices and prepare agendas and minutes for monthly Council meetings, the Annual General Meeting, the Annual Parish Meeting, additional meetings and sub-committee meetings called by the Chairperson of the Council.
14. To monitor the implemented policies of the Council to ensure they are achieving the desired result and where appropriate, suggest modifications.
15. To support Councillors in their duties and to act as a representative of the Council as required: to build effective relationships with the public, other Local Authorities (particularly West Oxfordshire District Council and Oxfordshire County Council) and outside bodies and organisations including the media.
16. To promote the Council through its website and to ensure information is regularly and accurately updated.
17. To maintain all deeds, leases contracts and other legal or confidential documentation in a safe and secure manner appertaining to the Council.
18. To maintain such records and systems as are necessary for the effective administration and management of the affairs 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 continue to acquire the necessary professional knowledge required for the efficient management of the affairs of the Council. Membership of the Society of Local Council Clerks is required (Employee becomes a member at the commencement of employment paid for by the Council).
21. Any other duties commensurate with the post, as notified and agreed by the Council.
Essential Qualifications
5 or more GCSE’s or equivalent including Maths and English
Desirable Qualifications
Financial qualification
Local Government or Ci LCA qualifications/accreditations.
Essential Previous Experience
Effective administrative skills and organisation
Experience of managing financial packages and accounts.
Experience of interacting positively with the public.
Desirable previous experience
Previous Local Government experience.
Project and activity management
Essential Competancies
Strong numeracy and literary skills
Computer literate with experience of Microsoft Office applications or equivalent, including spreadsheets
Excellent time management skills with the ability to prioritise, work to deadlines and problem solve
Able to maintain good relationships with a diverse range of people at all levels
Good report writing skills and ability to produce accurate meeting notes, minutes and financial reports
Desirable Competancies
General presentation/public speaking abilities
Experience of using:
GIS Webmapping,
Website content management systems.
Personal qualities
Self-starter with ability to work with minimal supervision
Ability to be flexible
Motivated with good attention to detail
Other Essential
The Right to legally work in the UK
Able to work from home
Ability to store Council files as necessary.
Ability to work flexibly when required, to meet the needs of the Council.
Other Desirable
Full driving licence and transport
Job Types: Part-time, Permanent
Expected hours: 15 per week
Benefits:

• Flexitime
• Work from home

Schedule:

• Monday to Friday

Application question(s):

• Excellent time management skills with the ability to prioritise, work to deadlines and problem solve

Education:

• GCSE or equivalent (required)

Experience:

• Accounting: 1 year (preferred)
• Administrative: 1 year (required)
• of managing financial packages and accounts.: 1 year (required)

Work authorisation:

• United Kingdom (required)

Work Location: Remote
Application deadline: 08/11/2024
Reference ID: MLPC
Expected start date: 01/01/2025