Vacancy for Parish Clerk and RFO
VACANCY FOR CLERK/RFO TO HOGSTHORPE PARISH COUNCIL
Working from Home
Flexible hours 12 per week
Salary range LC1 11-16, (£14.13 to £15.33 per hour) Apply in writing enclosing CV to: Kath Hayes, email: hogsthorpepcclerk@outlook.com
CLOSING DATE: 26TH AUGUST 2025
JOB DESCRIPTION – CLERK TO THE 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 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 Council’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. The Clerk will be the Responsible Financial Officer and responsible for all financial records of the Council and 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 monitor and balance the Council's accounts and prepare records for audit purposes and VAT.
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 for approval.
5. To attend all meetings of the Council and all 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.
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 their own initiative and 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 supervise any other members of staff as their line manager in keeping with the policies of the Council and to undertake all necessary activities in connection with the management of salaries, conditions of employment and work of other staff.
11. To monitor the implemented policies of the Council to ensure they are achieving the desired result and where appropriate suggest modifications.
12. To act as the representative of the Council as required.
13. 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.
14. To prepare, in consultation with the Chairman, press releases about the activities of, or decisions of, the Council.
15. To attend training courses or seminars on the work and role of the Clerk as required by the Council.
16. 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.
17. To continue to acquire the necessary professional knowledge required for the efficient management of the affairs of the Council: This may be enhanced through membership of your professional body The Society of Local Council Clerks.
18. To actively encourage council members to attend training as required.
19 To 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 as required.
Particular requirements as Hogsthorpe Parish Council Clerk
20. You will need to be computer literate and be capable of input of information on the Parish Web Site.
21. You will be aware of employment law regulations and required, in conjunction with the council members, to draw up your own contract of employment and to ensure that your legal obligations are met with regard to NI, PAYE and Pension rights.
22. This is a pivotal role within the council and you will need to be proactive and innovative and take an interest in all aspects of the village life.
23. The Parish Council are the sole Trustees of the Hogsthorpe Memorial Recreation and Playing Field Charity and as Secretary you will be expected to take an active part in the upkeep of the park and take the initiative and be involved in running of fundraising events. You will seek out and apply for grant funding for any requirements required by the playpark.
24. You will keep accounts for the charity and ensure that information is kept up to date with the Charity Commission.
25. The Parish Council has responsibility for the cemetery and your role will include keeping of accurate cemetery and burial records, liaising with funeral directors and family on burials and memorials, marking of plots and ensuring that the cemetery is kept clean and tidy.
26. The Allotments are run autonomously but you will be expected to liaise with them in any requirements they may have, ensure that fees are banked, annual rebate is returned and annual payment to the landlords is met.