Clerk in Warwick

Job Title

Clerk to the Council Financial Assistant

Responsible to

Chair of the Council

Responsible for

All Council staff, property and financial resources

Employment Status

• Full-time (37 hours per week) including some evening work
• Job Purpose

1. To ensure that the Council’s civic and administrative functions and services are performed professionally and in accordance with all relevant statutory obligations.

2. To carry out all the functions required by law of a local authority’s Proper Officer in a timely manner and to issue all statutory notifications.

3. To ensure that the Council’s Standing Orders and Financial Regulations are correctly observed and implemented.

4. To manage

• the Council’s employees effectively
• to be the Council’s principal adviser on policy matters,
• to be responsible for all aspects of Health and Safety, and ensure proper records are maintained
• manage the provision of Council services, buildings, land and resources and to be guardian of the defibrillators
• to promote the Council.

5. To be responsible

• for ensuring that the instructions of the Council in connection with its function as a Local Council are carried out
• to produce all the information required for making effective decisions
• to implement constructively all decisions.
• Key Duties and Responsibilities
• 1.

To ensure that statutory and other provisions and notices governing or affecting the running of the Council are observed and to advise the Councillors on all meeting procedures and regulations.

• 2.

To be the Council’s principal adviser on all policy issues, to keep services and activities under continuous review and to identify, plan and implement improvements in quality, efficiency and effectiveness.

• 3.

To keep up to date with changes in legislation and forthcoming changes and advise the Council accordingly ensuring that all Council policies and procedures meet statutory requirements.

• 4.

To prepare and publish, in consultation with appropriate Members of the Council, agendas for meetings of the Council and Committees in accordance with all statutory requirements and prepare minutes for approval, other than where such duties have been delegated to another Officer.

• 5.

To ensure that all meetings of the Council and all meetings of its Committees, Subcommittees and Working Parties are clerked, attending personally other than where such duties have been delegated to another Officer, and to maintain Councillors’ attendance records.

• 6.

To action all necessary and appropriate correspondence and documents on behalf of the Council as a result of the instructions, or the known policy of, the Council or, when appropriate, bring relevant items to the attention of the Council.

• 7. To sign, seal and deliver any agreements, contracts, conveyances, licences, consents, approvals etc in consultation with our legal advisors on behalf of the Council.
• 8. To ensure the Council’s planning obligations are met.
• 9.

To provide general advice to the Council on the budget preparation process and ensure that all Management Reports are presented to the Council and the statutory External Audit requirements are completed each year.

• 10. To ensure that the Council’s budget is prepared and balanced and accounts raised and invoices paid and prepare records for audit purposes and VAT.
• 11. To prepare and publish the Council’s Annual Report in consultation with the RFO.
• 12.

To study reports and other data on activities of the Council and on matters bearing on those activities and where appropriate, to discuss such matters with consultants and specialists in particular fields and to produce reports for circulation and discussion by the Council.

• 13.

To head the Council’s paid service and manage all other members of staff in keeping with the policies of the Council and employment law and to ensure they perform to expected standards.

• 14.

To arrange and/or undertake staff annual performance appraisals or reviews and deal with any redundancy, disciplinary, capability or grievance issues in accordance with the Council’s policies and procedures.

• 15. To undertake all necessary activities in connection with the management of salaries, conditions of employment and work of other staff.
• 16.

To apply the principles of equality and equal opportunities as embodied in the Council’s policies and practices in order to promote equality of opportunity and treatment and the appropriate attitude and behaviour for all employees.

• 17. To monitor the implemented policies of the Council to ensure they are achieving the desired result and where appropriate suggest modifications.
• 18.

To be responsible for the management, maintenance and use of all the Council’s properties and facilities, whether through direct management or through contracts, agreements or partnerships with other parties or providers.

• 19. To act as the official representative of the Council at meetings of other relevant organisations as required.
• 20. To issue notices and prepare agendas and minutes for the Annual Parish Meeting, attend the Annual Parish Meeting and to implement the decisions made by the Council.
• 21.

To maintain effective and positive press and public relations and prepare, in consultation with key Councillors, press releases about the activities of, or decisions of, the Council.

• 22.

To take appropriate public relations action to enhance the profile and image of the Council and promote and protect the views/interest of the Council with all relevant external organisations or individuals.

• 23.

To develop effective liaison and an effective working partnership with other relevant City/District/Borough/County Councils/Unitary Authorities, other public authorities, statutory and voluntary bodies and other agencies as the Council’s representative, to ensure that the Council plays a full and effective role in issues affecting the area.

• 24. To work to improve, develop and up-date the Council’s website.
• 25. To support, where necessary, the development and publication of the Neighbourhood Plan and produce a rolling business plan, as required.
• 26.

To understand planning and development issues as they affect the Council area, in particular Neighbourhood Plans, the Local Development Plan, the Local Strategic Partnership, economic strategies and the Emergency and Resilience Plan and advise Councillors accordingly.

• 27.

To ensure the casual vacancy process is followed when a Councillor vacancy arises.

To explain the requirements of Ordinary Elections to all Councillors and undertake publicity for recruitment.

• 28.

To ensure that the Council's obligations for financial risk assessment and insurance are properly met and that health and safety obligations under the Health and Safety at Work Act and other related legislation are met.

• 29. To support councillors when required especially when facing Code of Conduct complaints or general complaints
• 30. To be the principal adviser to the Council on matters of ceremony, civic protocol, and develop relevant cultural, community and commercial links.
• 31. To make appropriate arrangements for functions and occasions and attend the Council on any ceremonial occasions as deemed necessary.
• 32. To attend training courses or seminars on the work and role of the Clerk and the Council’s activities as required by the Council.
• 33. To obtain the Certificate in Local Council Administration (if not already gained) as a minimum requirement for effectiveness in the role.
• 34. To manage the arrangements to comply with the Data Protection Act 2018 and the General data Protection Regulations 2018
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