JOB DESCRIPTION - ASSISTANT CLERK  
Job Summary

1.	To assist the Clerk and Deputy Clerk with day-to-day delivery of the Council’s administration and services, and administration the Council’s Standing Orders and Financial Regulations and all relevant statutory requirements.
2.	To assist with the updating, maintenance and development of the Council’s website, Social Media and management of other communications arrangements.
3.	To support the Clerk and Deputy Clerk in terms of providing an effective service to the community of Welton in terms of dealing with enquiries, liaising with Councillors, providing information and positively promoting the work of the Council.
4.	To support the work of the Council and it’s Committees, including agenda management, preparation of reports, advice to Councillors, and taking all actions arising in respect of decisions taken at the meetings.
5.	To undertake responsibility for the day-to-day management of the Council’s land and property assets.

The Assistant Clerk will be responsible to the Clerk.

DUTIES:

1.	As delegated by the Clerk and/or Deputy Clerk and in consultation with appropriate members, to contribute to the preparation and distribution of agendas and papers for meetings of the Council, Committees and working groups (including preparation of detailed reports, associated documents and statistics in preparation for meetings) in accordance with all statutory requirements.

2.	To attend and prepare minutes for approval for Council and Committee meetings.

3.	To co-ordinate responses arising from meetings and forwarding to relevant recipients/bodies.

4.	To deal with enquiries and issues arising from the public in person or by telephone, email and letter.

5.	To draw up both on own initiative and as a result of suggestions by Councillors, any proposals for consideration by the Committees and Council and to advise on practicability and the likely effects of specific courses of action in consultation with the Clerk and/or Deputy Clerk.

6.	With the assistance of the Clerk and/or Deputy Clerk, to take responsibility for specific Council events and projects as requested. Attendance for some events may be required during evenings, weekends and Bank Holidays.

7.	In the absence of the Clerk and/or Deputy Clerk, assist with planning applications and enter them on the system and ensure that details of the applications are sent out to members and responses dealt with in the timescale given.

8.	To deal with the administration, operation, organising volunteers and arranging rotas for the running of the Library and Community SpeedWatch teams.

9.	To undertake other such duties as may be required from time to time commensurate with the level of the post and, in particular, to provide cover for other office staff and short-term cover for the Clerk and/or Deputy Clerk, in  the event of annual leave/sickness.

10.	To develop the necessary knowledge and proficiency required for the effective management of the Council’s affairs via attendance at training courses and by working towards the Certificate in Local Council Administration (CiLCA) within 12 months of registration with SLCC.

11.	To act as Line Manager in the absence of the Clerk and/or Deputy Clerk, for all staff.

Day to day management of Council owned facilities:

12.	To assist the Clerk and/or Deputy Clerk, with risk assessments and the general management of Council owned facilities on a daily basis, ensuring policies and guidelines laid down by the Council are followed.

13.	In the absence of the Deputy Clerk, to process bookings for Council owned facilities and to issue invoices on behalf of the Council for goods and services to ensure payment is received promptly.

14.	Under the supervision of and with the assistance of the Clerk and/or Deputy Clerk, to recommend, based on Council policies, pricing structures for bookings; monitor the charging structures of competing venues; provide management reports; and recommend new strategies where appropriate.

15.	Be an occasional “emergency” contact for Councillors and staff.

For all staff - You have specific responsibilities under Health & Safety legislation to ensure that you:

•	Take reasonable care for your own health and safety and for that of others affected by what you do, or do not do.
•	Co-operate on all issues involving health and safety.
•	Use work items and PPE provided for you correctly, and in accordance with training and instructions.
•	Report any health and safety concerns to the Clerk and/or Deputy Clerk, as soon as practicable.

Driving License 

 It is a condition of your employment that you hold a driving license valid to use in the United Kingdom appropriate to the classes of vehicle that you may need to drive in performing your duties. If you receive any endorsements or are disqualified from driving or otherwise lose your license, if you believe you may have any medical condition that may affect your ability to drive, you must inform the Employer immediately. If you lose your license or develop a medical condition that the Employer believes affects your ability to drive safely this contract may be terminated. 

Supervision and Guidance:

The job is essentially self-supervising within the administrative workload, which is planned and arranged to coincide with the dates and cycle of meetings.  The nature of the job means that it involves some evening and occasional weekend/Bank Holiday work.

Therefore priorities are set by the agenda and action required by the minutes of the meetings. There will be direct supervision on specific projects by the Clerk and/or Deputy Clerk. The post holder will also be required to liaise and be guided by certain specialist officers of local authorities to research/resolve complex aspects of any job.

Facilities owned by the Parish Council:
Manor Park Sports Club, off Hackthorn Road – Community Hub, library, pavilion and changing facilities, Children’s play area, Skate park, 2 x Multi Use Games Areas and Outdoor Gym Equipment
Ryland Road Playing Field, off Ryland Road - Children’s play area and sports field
Lincoln Road allotments (7 plots)
  Parish Office

Welton consists of some 2,500 homes and in excess of 5,500 residents, all of whom have direct access to the Clerk, Deputy Clerk and Assistant Clerk via the Parish Office.

This role will evolve as the village grows and this job description will be subject to review, at least annually or whenever necessary, in consultation with the post holder