Deputy Town Clerk in Huntingdon

Contract type: Permanent, 37 hours per week (some evenings and weekends)

Salary: LC4 - SCP 46 – 49 per annum (£58,523 - £62,852) (depending on experience and qualifications)

Benefits: Local Government Pension Scheme, generous annual leave allowance (up to 31 days plus bank holidays), flexi-time (within core hours) and support for professional development.

Huntingdon is a proud, historic market town with a strong civic identity, a diverse and growing community, and a deep sense of place. As we enter a period of organisational development and wider local government change, we are seeking an innovative, forward thinking and proactive Deputy Town Clerk to support the Town Clerk and the Council’s operations.

The Deputy Town Clerk will have shared responsibility for ensuring that the instructions of the Council are carried out and will work actively with elected members to help develop existing services. The Deputy Town Clerk will be expected to have a significant role in maintaining the Town Council’s Civic Traditions along with implementing the Corporate Plan and its impact on operations and staffing. The post holder will be responsible for ensuring the Council is up to date with policies, training, privacy and data protection compliance.

Applicants must be able to demonstrate that they have relevant experience: a track record of service achievement and innovation, commitment to public service, be motivated, community focused, and possess sound managerial, communication and organisational skills. Candidates should have a sound knowledge of local government law and procedures. A Certificate in Local Council Administration (CiLCA) qualification is required, as a minimum. Attendance at evening meetings and weekend events will be required, for which time off in lieu will be granted.

Purpose of Job

The post holder will be responsible to the Town Clerk and will deputise in their absence, carrying out the statutory and delegated functions of the Council. The post holder will, when necessary, prepare for and administer meetings of the Council, attend meetings of sub committees, record decisions and implement these within a framework agreed by the main committees of the Council, ensuring they are lawful.

Organisational Relationships

The post holder will have line management responsibility. There will be regular contact with The Mayor and Members of the Council, other staff members and local partners/stakeholders.

External Relationships

The post holder will have regular contact with suppliers of the Council, local community groups, representatives and stakeholders, tenants of the Council and members of the general public.

Duties and Responsibilities

• In the absence of the Town Clerk, to carry out any statutory and delegated functions and undertake Head of Service responsibility.
• To provide advice and support to elected Members and Committees of the Council, to ensure that all decisions made by the Council are lawful and are undertaken in accordance with local government legislation.
• To proactively assist with setting the annual Council meetings calendar, along with the creation of agendas, minutes, policies and reports for Council meetings.
• To communicate and promote meetings, activities and events of the Council with elected Members, partners, stakeholders and members of the general public.
• To Line Manage the Corporate, Amenities, Administration, Communications and Democratic Officers, ensuring safe & effective performance and conducting an annual appraisal which will include an analysis of training and development needs.
• To maintain ongoing communication with the Council’s Macebearer, the Mayor’s Chaplain and the Council’s photographer to ensure attendance at all necessary Civic and Community Town Council events.
• To manage and ensure all promotion relating to the business of the Council is updated and maintained in accordance with its policies.
• To assist the Town Clerk with developing and implementing the Council’s Corporate Plan, and to actively promote and support the activities and objectives of the plan and more widely, of the Council.
• To ensure the efficient running of the Town Hall office, reviewing and monitoring systems, processes and procedures and updating where appropriate to ensure best practices are exercised and maintained.
• To review, manage and maintain the Council’s annual training programme, to ensure all staff members are up to date with necessary training and qualifications.
• To assist with the creation of risk assessments and management of Council contracts where necessary.
• To assist the Town Clerk and Responsible Financial Officer (RFO) with the preparation and setting of the annual budget for Council’s consideration.
• To effectively manage the income and expenditure of budgets under the Deputy Town Clerk’s responsibility.
• To authorise and process payments when necessary, in accordance with the Council’s Financial Regulations and Internal Financial Controls.
• To support the Town Clerk in receiving correspondence and documents on behalf of the Council and where necessary, bringing items to the attention of the Council.
• To deal with residents of Huntingdon on a variety of issues in person, by telephone, letter and/or email.
• To attend training courses, conferences and seminars as required by the Council.
• To actively foster and develop relationships with third party organisations of all types, other tiers of local government, neighbouring councils and the voluntary sector to enhance Huntingdon as a positive place to live, work and visit.
• To take responsibility for the proper care, maintenance and security of all council records, whether computerised or manual, to ensure compliance with requirements under General Data Protection Regulation (GDPR) and the Freedom of Information legislation.
• To assist with and complete grant applications to secure external funding when necessary.
• To manage the Town Council’s archives and ensure all paperwork and records are kept in line with the Council’s Retention Policy.
• To assist the Town Clerk in any other matter relating to the business of the Council as may be determined from time to time.