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Thursday 4th July 2024

Vacancy for the position of Clerk to Wrotham Parish Council

Wrotham Parish Council (WPC) is seeking to employ a Parish Clerk to initially report to the Responsible Financial Officer (RFO), who will provide training and support. The ultimate aim being to take over full clerking and financial management control.

WPC seeks an organised, efficient and self-reliant individual to serve as Clerk to the PC. In this position, you will play a vital role in ensuring the smooth functioning of the Council’s administrative functions.  You will be responsible for managing Council meetings, taking accurate minutes, venue hire, allotment management, updating the website, maintaining official records, providing administrative support and facilitating effective communication between Council members and the community. You will report to and be supported by the RFO. The role of Clerk will be split into the following stages.

Probationary Period of 3 months, working part-time 17 hours per week, followed by a review.

Clerk to the Council, working part-time 17 hours per week, through to 31 March 2025, including monthly evening meetings and ad-hoc committee meetings, as required. Salary scale in accordance with (LC2 18-23 NALC pay scales £29,269 – £32,076 pro-rata), £15.21 – £16.67 depending on experience Plus – Local Government Pension Scheme.

Clerk to the Council, gradually increasing weekly hours, similar responsibilities as before but with training to use SAGE Accounting Software from the current Clerk and RFO. This will lead up to managing the council accounts, VAT, producing budgets, and preparation for Internal and External Parish Council Audits. Taking on increasing responsibility and additional hours, through to 31 March 2026.

Clerk and Responsible Financial Officer to WPC from April 1st, 2026, working 33 hours per week.

Applicants are requested to read the following, review the website and send an appropriate application letter to wrothampc@btinternet.com Successful applications will be invited to interview.

Summary of responsibilities: –

  • The Clerk is responsible for issuing required notifications, administering the Council’s work and ensuring that decisions and instructions are carried out.
  • The Clerk is required to assist the Council and advise on the formation of policy, providing the necessary information to support decision-making.
  • To maintain up-to-date knowledge of relevant legislation and ensure compliance with statutory obligations.

Duties and responsibilities to include: –

  • Collaborate with Councillors to prepare and publish agendas for meetings of the Council.
  • Publication of agendas on community noticeboards and Council website.
  • Effective meeting administration and minute taking, distribution of prepared minutes and publication on Council website.
  • Receiving correspondence and documents, drawing these to the attention of Councillors.
  • Respond in a timely manner to correspondence and requests for information.
  • Ensuring that all planning applications received are dealt with in a timely manner.
  • Build effective relationships with Councillors, members of the public and outside agencies/local District Council.
  • Keep up to date with legislative changes which affect the Parish Council and ensure that Council policies and procedures meet statutory requirements.
  • In case of need, to ensure that co-option of Councillors is arranged effectively,

Personal Development:-

  • To improve personal effectiveness as Clerk through commitment to attending courses, training and attaining qualifications as appropriate. The Council will fund CiLCA course for new Clerk.

Responsible Financial Officer: –

  • The Council’s RFO holds a position of responsibility and accountability for all financial procedures, audit activities and record keeping, and the diligent and correct administration of Council finances, including:-

○ Generation and maintenance of income and expenditure accounts, and ensuring sufficient funds are in the current account to cover the Council’s expenditure commitments.

○ Preparation of end of year financial Annual Return together with associated paperwork for review and liaison with Internal and External Auditors.

○ To receive and deal with invoices for goods and services to be paid by the Council.

○ Administer and manage payment of Clerk’s salary, and account through HMRC software on a monthly basis.

○ Deal with appropriate pension payments for Clerk in line with statutory obligations.

○ Deal with regular VAT Returns to HMRC.

○ Acquire and manage appropriate insurance for the Council’s properties and activities.

○ Maintain and update asset register.

○ Manage all deeds, leases, contracts, conveyances, licences and other documents, ensuring that they are kept in a safe and secure manner.

○ Budget preparation and monitoring.

Requirements:-

  • Good general standard of education.
  • Prepared to work towards obtaining CiLCA qualification.
  • Prior experience in a similar administrative role, preferably within a local government or community-based organisation.
  • Strong organisation and time management skills, with ability to draft clear and concise documents.
  • Proficiency in using office software including word processing, spreadsheets and presentation applications.
  • Ability to work independently, exercise discretion and maintain confidentiality when handling sensitive information.
  • Effective interpersonal skills.
  • Ability to work with technology – Google Chrome, website, spreadsheets, etc.
  • Driving licence would be desirable to attend evening meetings.
  • Flexibility to attend evening meetings and occasional community events outside of regular business hours.