Vacancy for Assistant Blofield Parish Clerk

*** Updated 13th September to reflect revised closing date for Applications ***

Blofield Parish Council is seeking an Assistant Parish Clerk to start no later than January 2018.

The Assistant Parish Clerk should have good communication, IT and organisational skills. The post is for 20 hours per week, working from home, and includes attendance at various meetings, often in an evening.

The Assistant Clerk will work in partnership with the Parish Clerk, who is responsible for financial management. The Clerk and Assistant Clerk will be expected to cover for each other’s absences.

Pay will be in line with national SCP scales from £8.61/hour up to £12.32/hour according to experience and qualifications.

After successful completion of a period of probation the Assistant Clerk will be eligible to join the pension scheme.

Duties as Assistant Clerk include

  • Managing specific projects on behalf of the council and providing regular progress reports on all projects to the council.
  • Dealing with enquiries from parishioners in a professional and helpful manner and being the central point of contact for the Council.
  • Preparing / organising venues for meetings
  • Completing all actions from meetings efficiently and within agreed times.
  • Completing and distributing draft minutes from a meeting within 1 week of the meeting.
  • Overseeing the use and development of the website, liaising with the webmaster.
  • When suitably experienced being able to provide holiday / emergency cover the Clerk.
  • Undertake training and development activity as required.
  • Working closely and effectively with the Clerk and councillors to help deliver a good service to the parish.

Full details of the post, including a detailed job description and Key Attributes sought are available below.

For further details or an informal chat please contact Sarah Osbaldeston (Parish Clerk) on 01603 270819 or blofieldpc2@nullgmail.com, or Rob Christie (Chair of the Council) on 01603 714226 or robc@nullblofield.net

Applications in writing with an up-to-date CV and details of two referees should be submitted to the Chair, Rob Christie at 5A Church Road, Blofield, Norwich, NR13 4NA. The closing date for receipt of applications is 12 noon on Monday 25th September 2017. Interviews will be arranged for early October and will assess candidates against the Key Attributes. Referees will not be contacted until after the interview.

 

Key Attributes

Interpersonal skills

  • Works well as member of a small team
  • Communicates effectively both orally and in writing with organisations, the public and councillors
  • Liaises effectively with other bodies, groups, councils etc
  • Deals appropriately with difficult issues and individuals
  • Seeks advice and help when needed

Project Management

  • Able to draft a budget and to monitor expenditure against it
  • Maintains management records and produces accurate reports to time
  • Monitors progress against timetable, identifies slippage and informs council
  • Seeks specialist advice where appropriate

Planning & Organisation

  • Plans own work and prioritises appropriately
  • Creates agendas to facilitate effective meetings and produces accurate minutes
  • Aware of deadlines and meets them
  • Works closely with the Clerk
  • Identifies opportunities to improve processes or procedures

Specialist knowledge

  • IT literate, experience in use of MS Office
  • Able to support councillors in their use of IT
  • Willing to undertake training and development activity

 

Allocation of Tasks and Responsibilities for an Assistant Clerk

20 hours a week worked as appropriate.

  1. Planning matters including : agenda for Planning Group meetings, attendance at Planning Group and preparation of recommendation to the Parish Council – written the day after the Planning Group meeting.
  2. Managing projects / initiatives including working with nominated councillors and providing information and reports to the council.
  3. Attendance at monthly Parish Council meetings, initially for experience but likely to be desirable as issues relating to areas of responsibility discussed.
  4. Communications: contact point for general public.
  5. Referring calls / emails to the Clerk, if appropriate, for follow-up
  6. Dealing with telephone calls / correspondence / emails as appropriate
  7. Web site : responsible for the Parish Council website including updates and liaison with the webmaster
  8. Attending other meetings – with councillors and / or third parties
  9. Allotments including attending regular liaison meetings and the AGM to collect rents.
  10. Highways
  11. Attending essential training / update sessions
  12. Work effectively with the Parish Clerk and provide emergency or planned cover for the Clerk.

Applicable to both Clerk and Assistant Clerk

  • Plan and hold short telephone briefing conversations on a regular pattern. Inform the chair of the arrangements put in place
  • Support each other to ensure work flows are managed efficiently
  • Share information : maintain arrangements for shared email and cloud storage for files. Inform Councillors of changes to the arrangements in place
  • Meet with Chairman at agreed frequency, on a Wednesday, to review working arrangements and consider revisions.

Chair of Parish Council

  • Line manages both clerks
    • agree job descriptions
    • discuss and identify training needs
    • discuss and agree performance indicators
    • undertake regular performance reviews, report to the Council and recommend pay progression
  • Set up regular meetings on Wednesday to review working arrangements and consider revisions
  • Be supportive

Assumptions

  • Both roles will claim an allowance for use of home as office
  • Both roles will claim mileage and any other out of pocket expenses
  • There will be a need for formal training and mentoring / support of the Assistant Clerk
  • There will be flexibility in terms of who does what to ensure work flows are managed efficiently