Parish Clerk / Responsible Financial Officer Job Vacancy

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Loughton & Great Holm Parish Council are seeking a

Parish Clerk / Responsible Financial Officer

28 hours a week, Local government spinal column points SCP 24 -30.

The salary will be between, £16,398.29p – £20,027.09p per annum, depending on experience, and membership of the local government pension scheme.

Responsible for all aspects of finance and administration of the Parish Council, providing advice and implementing decisions

Candidates need to be highly motivated and well organised, as well as able to demonstrate good knowledge of local government procedures, finance and law, with the ability to work independently and effectively.

Applicants will need good IT and computer skills. Candidates with CILCA qualification preferred although those already working towards qualification or committed to do so will be considered.

We are looking for a person with experience, enthusiasm, drive, vision and commitment for this post.

Closing date for applications: Thursday 21st September Interviews will be held week beginning Monday 2nd October.

A job application form is available from the the link below:

Application Form

The completed job application form should be returned to:-

Cllr Peter Todd

Chair of Loughton & Great Holm Parish Council

Telephone: 07824437466 Email: chairman@loughtonandgreatholm-pc.gov.uk

Parish Clerk / Responsible Financial Officer: Job Description

Overall Responsibilities

The Parish Clerk / Responsible Financial Officer to the Council is the Proper Officer and employee of the Council and as such is under a statutory duty to carry out all the functions of a local authority’s Proper Officer, and in particular to serve or issue all the notices required by law of the Proper Officer of the Parish Council.

The Parish Clerk / Responsible Financial Officer is responsible for ensuring that the lawful instructions of the Council in connection with its functions as a Local Authority are carried out.  The Parish Clerk / Responsible Financial Officer 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.

The Parish Clerk / Responsible Financial Officer is responsible for producing all the information required for making effective decisions and for implementing all decisions of the Parish Council.

The person appointed is accountable to the Parish Council for the effective management of all its resources and will report to the Parish Council on them as and when required.  The Parish Clerk is the Parish Council’s Responsible Finance Officer (RFO) and is responsible for all the financial records of the Parish Council and for the careful administration of its finances.

The Parish Clerk / Responsible Financial Officer is the responsible officer in respect of the Health and Safety at Work etc. Act 1974, in regard to his/her own safety, the safety of other employees and that of members of the public, customers or other persons visiting any of the Parish Council’s premises.

The Parish Clerk / Responsible Financial Officer reports to the Parish Council, day to day management and reporting is to the Chairman of the Parish Council.

Specific Responsibilities

  1. To ensure that legal, statutory and other provisions, governing or affecting the running of the Parish Council, are observed.
  2. To monitor and balance the Parish Council’s accounts and prepare records for audit purposes, and VAT. To include the annual budget and draft financial statements and monthly or quarterly management accounts and cash flow forecasts. To operate the Parish Council’s banking and investment deposit facilities.
  3. To ensure that the Parish Council’s obligations to insure are properly met.
  4. To prepare, in consultation with appropriate Parish Councillors as necessary, agendas for meetings of the Parish Council and its committees; to attend such meetings and prepare minutes for approval. To ensure notices of meetings, agendas, minutes and documents are published on the Parish Council notice boards and the Parish Council website.
  5. To receive correspondence and documents on behalf of the Parish Council and to deal with the correspondence or documents or bring such items to the attention of the Parish Council, and to issue correspondence, as a result of the instructions of, or the known policy of the Parish Council.
  6. To receive and report on invoices for goods and services to be paid for by the Parish Council and to ensure such accounts are met. To issue invoices on behalf of the Parish Council for goods and services to ensure payment is received.
  7. To study reports and other data on activities of the Parish Council and on matters bearing on those activities.  Where appropriate, to discuss such matters with administrators and specialists in relevant fields.
  8. To draw up both on his/her own initiative and as a result of suggestions by Parish Councillors proposals for consideration by the Parish Council and to advise on the practicability and the likely effects of specific courses of action.
  9. To manage and supervise any other members of staff in keeping with the policies of the Parish Council and to undertake all necessary activities in connection with the management of the salaries, conditions of employment, discipline and work of other staff in accordance with any current or future employment legislation at present there is no other employees.
  10. To manage any premises and facilities owned or operated by the Parish Council in accordance with the directions or policies of the Parish Council.
  11. To monitor the implemented policies of the Parish Council to ensure they are achieving the desired result and where appropriate suggest modifications.
  12. To act as a representative of the Parish Council as required.
  13. To issue notices and prepare agendas and minutes for the Annual Parish Meeting.
  14. To attend all meetings of the Parish Council and all meetings of its committees (which will be approximately two meetings a month).
  15. To open and close up the meeting venue and prepare the room before the start of each meeting.
  16. To prepare, in consultation with the Chairman, press releases about the activities or decisions of the Parish Council.
  17. To attend training courses on the work and role of the Parish Clerk / RFO as required by the Parish Council. To be responsible for the Parish Clerk’s own continuing professional development and to keep and update a training plan.
  18. To attend Conferences of the National Association of Local Councils (NALC), the Society of Local Council Clerks (SLCC), and other relevant bodies if required by the Parish Council.
  19. To be responsible as an officer and employee under the Health & Safety at Work Act for his/her safety at work and to take reasonable care for his/her health and safety and that of other persons who may be affected by his/her acts or omissions at work.
  20. To observe the requirements of the Data Protection Act 1999 and Freedom of Information Act 2000 and to deal with all requests arising under these statutes for disclosure of personal data and/or information.
  21. To assist in the management of the Parish Council allotments and to ensure the appropriate records are kept and policies of the Parish Council are observed.
  22. To build relationships with local stakeholders including schools, businesses, charities other tiers of local government and central government to promote the reputation of the Parish Council.
  23. To organise and manage the publication of the Parish Council newsletters and precept information leaflet.
  24. To keep the Parish Council website updated.
  25. To assist in the development of the neighbourhood development plan and to report to the Parish Council on planning applications, to advise and to draft and submit representations as directed by the Parish Council.

Parish Clerk / Responsible Financial Officer: Person Specification

Qualifications/ Experience/Skills 
Experience in local government administration.

 

Recognised Qualifications in these skill areas.

Essential

 

Desirable

A thorough understanding of current IT systems for the running of a modern office and experience in working with social media and websites.

 

Recognised Qualifications in this skill area.

 

Essential

 

 

Desirable

Experience of finance; preparing financial statements, bookkeeping, preparing cash flows and budgets. Essential
Excellent communication skills, both written and oral and a friendly, helpful and professional telephone manner. Essential
Ability to research and give accurate and clear advice on practice and procedure in local government. Essential
Ability to interpret and process large amounts of complex information, and to write detailed reports and analysis. Essential
Personal Attributes 
Self-motivated, able to work under own initiative. Trustworthy and reliable with a good sense of humour. Essential
A strategic thinker and planner with the ability to ensure that the Parish Council is fully prepared to meet the challenges of new legislation and the increased demands of the technology of the 21st Century. Essential
Able to work flexibly and to attend two evening meetings a month and any additional meeting(s) as and when required. Essential
Working with a small but dedicated staff you will need to be both flexible and personable and a team player and leader. Essential
To live in the Parish, and the ability to work from home, and willingness to work in an office environment, when the Parish Council obtains its own premises. Desirable
To adhere to deadlines, to manage workloads in own time. Essential
No criminal convictions on CRB check. Essential
Driving licence and own transport. Desirable
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