Notice of Vacancy in Office of Parish Clerk
Job details
Vacancy – Clerk to Parish Council
High Street, Metheringham, LINCOLN, LN4 3DZ
Ideally the successful candidate will be a qualified clerk or prepared to study for and attain the CiLCA qualification and be able to demonstrate knowledge of local government procedures, finance and law, and have the ability to work independently and effectively with good IT skills.
Whilst most of the job will be office- based during the week there is a need to attend events outside of your normal office working hours including occasional weekends. There will be a requirement to work some evenings to accommodate Council & Committee meetings, which the postholder will be responsible for clerking.
We welcome applications from all sectors of the community and are willing to consider someone new to the role of Clerk who is dedicated to undertake the relevant training.
All we ask for is a “can do” attitude, enthusiasm, excellent organisation skills and a willingness to serve the community and the Council.
Please read the job description for more details on the role. If you think you would be suitable for this post please complete the application form and send it with your CV and covering letter to Metheringham Parish Office, High Street, Metheringham, LN4 3DZ or to the chair of the council at kparker@metheringham-pc.gov.uk
Salary is dependent on experience and qualifications but will be in line with levels SCP (27-32) of the Government Services Pay Agreement. All relevant training and subscriptions to relevant industry bodies will be paid by the Council. You have the ability to opt into the Parish Councils pension scheme.
The role is part time for 30 hours per week.
Salary
£35,745 to £40,221 dependant on experience and qualifications, pro rata. (SCP 27 – 32, pro rata) as of 1st April 23
Job type
Permanent 30 hours per week
Full Job Description
METHERINGHAM, SOTS HOLE AND TANVATS PARISH COUNCIL
Role Profile
(Metheringham Parish Council Clerk)
Grade/payscale
£35,745 to £40,221 dependant on experience and qualifications, pro rata. (SCP 27 – 32, pro rata) as of 1st April 23
Location
Metheringham Parish Council Office
Reporting to Parish Council
Employment type
Permanent – 30 hrs per week
Role Purpose
The purpose of the role 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.
Contribute to the continuous cycle of service evaluation to ensure that all aspects of the service to the Council and the Parish are working as efficiently and effectively as possible.
Main Duties
Activities may include
Roles responsibilities, accountabilities
• To prepare and submit invoices to the Council each month for approval at which time cheques will be signed or bank transfers approved.
• Be able to conduct financial risk assessments and maintain written records as required by Council Standing Orders.
• To ensure that statutory and other provisions governing or affecting the running of the Council are observed.
• To prepare, in consultation with appropriate members, agendas for meetings of the Council and committees. To attend such meetings and prepare minutes for approval, other than where such duties have been delegated.
• To attend all meetings of the Council and all meetings of its committees and sub-committees, other than where such duties have been delegated, to provide support and guidance and ensure accurate records of every event. To provide written reports to Council on any meetings held with outside bodies and organisations. To issue notices and minutes for the Parish Council and implement decisions as agreed by the Council.
• To receive correspondence and documents on behalf of the Council and to deal with the correspondence or documents in a timely manner and bring such items to the attention of the Council. To issue correspondence as a result of instructions from the Council or the known policy of the Council.
• To analyse reports and other data on activities of the Council. Where appropriate, conduct discussion of these matters with administrators and specialists in their specific fields of expertise and produce accurate reports for circulation and discussion by the Council.
• As a result of recommendations, proposals and actions by the Council, to provide advice on practicality, legality and likely effects of specific courses of action.
• To implement any new policies relevant to the Council.
• Continuous monitoring of implemented policies of the Council to ensure ongoing legality and fit for purpose. Where appropriate make suggestions for improvement.
• Positively raise the profile of the Council by personal representation to customers and other outside bodies
• Be able to conduct Risk Assessments and maintain written records, as required by H&S and Metheringham Parish Council
• To be aware of all funding available to Parish Councils and to apply for appropriate grant funding as and when required.
• To ensure that village events, both regular and others, are successful through planning and inform Council of critical dates, for example road closure requirements; Wreath ordering, room hire and Christmas tree ordering. Events will include the following, Annual village meeting; Armed forces day; Fayre and Feast; Remembrance Day service (in conjunction with local churches), Christmas lights and carol singing and any other event that the Council agree to undertake.
Leadership
• Managing a small number of staff to maintain the services and resources of the Parish Council and resources. To undertake all necessary activities in connection with conditions of employment and work of other staff, including contract staff and contractors.
• To work with the Finance,Staffing and communications committee to prepare contracts for all members of staff and contract staff in line with latest legislation
• Work in collaboration with the Council on providing a high performing service
• Provide guidance to the Council to support the delivery of objectives. Manage and engage with honesty and integrity, upholding the reputation of Metheringham Parish Council
Internal and External Relationships
• Building relationships with external users of the Council and productive working relationships are established and maintained
• To liaise along with Council representatives with the Village Hall Management Committee, Metheringham and District Swimming Pool Association, Bowls Club, other village organisations, principal authorities and community police team.
• To prepare, in consultation with the Chair, press releases about the activities of, or decisions of, the Council.
• To produce regular articles for the Limespring Hundred magazine and other available media such as the Parish facebook site, with relevant information regarding the activities of the Parish Council.
• To attend Parish Council Surgeries with a member of the Council periodically.
• Day to day relationships with the Council and Staffing Committee Chair to ensure delivery and reporting of the services and work conducted.
• Provide regular information and reports to the Council and Committees as required.
• Where required and instructed, to act as the representative of the Council as required.
Required Qualifications, Skills, Experience and Competencies
Qualification Requirements
Essential·
• Use of MS products, including Powerpoint, Word and Excel
• Create posts on social media platforms
• Be numerically proficient
• Ability to draft and write reports
• Experience of resource management
Desirable (if required)
Qualified Clerk (Certificate of Local Council Administration – CiLCA)
Member of a Professional body – The Society of Local Council Clerks or Institute of Local Council management
Any Other requirements
If not holding suitable qualifications at the time of appointment, the applicant must agree to undertake the necessary training and qualification/s.
Competencies (behaviours) – (examples shown for demonstration)
Changing and Improving
• Take initiative to suggest ideas for improvements, sharing this feedback with others in a constructive manner
• Help Councillors, colleagues, customers and corporate partners to understand changes and why they have been introduced
• Identify, resolve or escalate the positive and negative effects that change may have on own role/team
Making Effective Decisions
• Examine complex information and obtain further information to make accurate decisions
• Speak with the relevant people in order to obtain the most accurate information and get advice when unsure of how to proceed
• Explain clearly, verbally and in writing, how a decision has been reached
Leading and communicating
• Display enthusiasm around goals and activities – adopting a positive approach when interacting with others
• Express ideas effectively, both orally and in writing, and with sensitivity and respect for others
• Confront and deal promptly with inappropriate language or behaviours, including bullying, harassment or discrimination
Building Capability for All
• Take ownership of team and individual development by identifying capability needs and consistently achieving development objectives
• Take responsibility for the quality of own work and seeking opportunities for improvement through continuous learning
• To ensure continuous development of the role by undertaking training courses or seminars relating to the role of the Clerk.
• Proactively support the development plans of others
Delivery at Pace
• Be interested and positive about what they and the team are trying to achieve
• Take ownership of problems in their own area of responsibility
• Check own and team performance against outcomes, make improvements suggestions or take corrective action when problems are identified
Managing a Quality Service
• Work with Councillors and team to set priorities, create clear plans and manage all work to meet the needs of the customers and the Council
• Ensure delivery of professional excellence and expertise
• Promote adherence to relevant policies, procedures, regulations and legislation, including equality and diversity and health and safety
• Manage all village noticeboards ensuring the notices are all current and no advertising allowed either in or on the boards.
Further information may be obtained from the Chair of the Council
kparker@metheringham-pc.gov.uk
Any Other requirements
Must possess a driver’s licence and own vehicle.
Evening and weekend work will be required to suit Council meetings and other commitments.
Job Types: Permanent 30 hours
Salary: £35,745 to £40,221 dependant on experience and qualifications, pro rata. (SCP 27 – 32, pro rata) as of 1st April 23per year
Schedule:
• Weekend availability
Ability to commute/relocate:
• METHERINGHAM: reliably commute or plan to relocate before starting work (required)
Application deadline: 10th September 2024