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Parish Clerk Vacancy

Poulshot Parish Council is seeking a new Clerk.

Poulshot is a small but active village of around 400 people, just outside Devizes. The Parish Council consists of 7 councillors, all newly elected, and is responsible for making decisions on behalf of the residents of Poulshot. The Parish Council receives an annual precept funding of just over £12,000 and is responsible for managing that budget. The money is used to improve facilities and services for local people. As councillors in Poulshot we act to deliver protection and maintenance of the village, a large village green, to consider planning matters and applications, as well as supporting many village societies and events. Poulshot is fortunate to have a separate community fund, managed by the Parish Council, which is available for community projects.

The councillors bring a variety of skills and experience and are looking for a new Parish Clerk to support us in our roles and to provide the best support we can to our village community. A Parish Clerk is a critical role for the smooth running any parish council.  Assuming the duties of the Proper Officer, the Parish Clerk is the single executive staff officer supporting the Council’s outputs. An outline of the duties of the Parish Clerk will include:

  • Organising and attending up to 12 meetings per annum. Held on a weekday evening and lasting approximately 2 hours.
  • Responsibility for meeting notifications, agenda drafting, minute taking and producing an associated record of full minutes and decisions.
  • Maintaining records of all financial transactions and produce the annual reconciliation of accounts and reports for audit.
  • Monitoring all correspondence sent to the Parish Council, then responding or forwarding to Councillors for their action.
  • Liaison with Wiltshire Association of Local Councils (WALC) including on matters of compliance, policy or training.
  • Liaison with Councillors to advise and ensure the Council complies with the appropriate legal processes and procedures.

It is anticipated that this will involve 5 – 6 hours a week, at a time suitable to the applicant, paid at national pay scales. Training and support are available, and will be provided, through the Wiltshire Association of Local Councils.

If you are organised, numerate and have an interest in supporting our community please consider applying.

Full details of the role and duties of the Clerk are attached. If you are interested in this post, please send a CV and covering letter indicating why you are interested in this post and what competencies you would bring to the role to ppc@poulshot.org.uk by  29th June 2022.

We look forward to hearing from you.


JOB DESCRIPTION – CLERK TO THE POULSHOT PARISH COUNCIL

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 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 will be the Responsible Financial Officer and responsible for all financial records of the Council and the careful administration of its finances and banking administration.

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. To monitor the annual budget reporting on spend profile no less than quarterly.
  3. To ensure that the Council’s obligations for Risk Assessment are properly met.
  4. To prepare, in consultation with appropriate members, agendas for meetings of the Council and Committees. To attend such meetings and prepare minutes and record of decisions for approval.
  5. To attend all full meetings of the Council and occasional meetings of its committees and sub-committees.
  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. To keep detailed records of all transactions for regular review by the Finance and Audit sub-committee.
  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 your own initiative or 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 issue notices and prepare agendas and minutes for the Parish Meeting: to attend the assemblies of the Parish Meeting and to implement the decisions made at the assemblies that are agreed by the Council.
  13. To prepare, in consultation with the Chairman, press releases about the activities of, or decisions of, the Council.
  14. To attend training courses or seminars on the work and role of the Clerk as required by the Council.
  15. To work towards the achievement of the status of Qualified Clerk as a minimum requirement for effectiveness in the position of Clerk to the Council.
  16. To continue to acquire the necessary professional knowledge required for the efficient management of the affairs of the Council: Suggested is membership of your professional body The Society of Local Council Clerks.
  17. With agreement of the Chairman and councillors attend the Conference of the National Association of Local Councils, Society of Local Council Clerks, and other relevant bodies, as a representative of the Council.