Policies

Helpringham Parish Council Clerk and Proper Officer Job Description

Clerk and Proper Officer

Job Description as at 8 May 24 

Review May 25

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 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.   To compile and process VAT submissions.
  3. To ensure that the Council’s obligations for Risk Assessment are properly met.
  4. To support the Council in management of the Church Clock.
  5. To liaise with the Council Insurance provider to ensure adequate annual insurance as agreed by the Council.
  6. To prepare, in consultation with appropriate members, agendas for meetings of the Council and Committees. To attend such meetings and prepare minutes for approval.
  7. To attend all meetings of the Council and all meetings of its committees and sub- committees.
  8. 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.
  9. 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.
  10. To ensure all planning matters forwarded to the Council are circulated without delay.
  11. To maintain the Council Asset Register.
  12. To support the Cemetery Officer in matters relating to the function, control and management of the cemetery.
  13. 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.
  14. To draw upon his/her 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.
  15. To monitor the implemented policies of the Council to ensure they are achieving the desired result and where appropriate suggest modifications.
  16. To act as the representative of the Council as required.
  17. 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.
  18. To prepare, in consultation with the Chair, press releases about the activities of, or decisions of, the Council.
  19. To attend training courses or seminars on the work and role of the Clerk as required by the Council.
  20. 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.
  21. 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.
  22. 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.
  23. To carry out other appropriate duties that may be essential to the operation of the Council.