New Role of Clerk’s Assistant

Are you the person who could help shape this new role of Clerk’s Assistant?

A unique opportunity has arisen to join the Parish Council’s Administrative Team to assist, support and provide cover for the Parish Clerk in all aspects of day-to-day management and operation of Council services.

The role is a permanent position, office and home based 12 hours per week (flexible and will include attending at least one evening meeting per month and attendance at community events which may take place at weekends).

Salary paid monthly at Local Government Scale SCP LC1 13-17 £11.97-£12.95 per hour with attractive holiday entitlement and pension scheme.

Can you bring these qualities with you?

Applicants must possess excellent communication skills, have experience of using Excel, Word, e-mail, have an eye for detail and be extremely well organised.

It is essential that the successful applicant for the Clerk’s Assistant role can work on their own and use their initiative. They would also be expected to undertake training where necessary.

How & When to Apply

For further details and how to apply contact the Parish Clerk at 80 Chapel Road, West Bergholt, Essex, CO6 3HL or by e-mail to [email protected]

The closing date for applications is 18th October 2022 with interviews being arranged shortly after closure.

Full Job Description

POST:	Clerk’s Assistant
RESPONSIBLE TO:	The Parish Clerk
JOB PURPOSE:	The overall purpose of the role is to assist, support and provide cover for the Parish Clerk at West Bergholt Parish Council in all aspects of day-to-day management and operation of Council services.
TERMS OF ROLE:	Permanent position, office & home based 12 hours per week (Flexible and will include attending at least one evening meeting per month and attendance at community events which may take place at weekends).
SALARY:	Local Government Scale SCP LC1 13-17 (£11.97 – £12.95 per hour) depending on experience and qualifications plus attractive pension scheme.

Qualifications/Requirements

Good communications skills (telephone and face to face)
Able to work with little supervision and use own
Possess a “can-do” attitude and proactive
Good knowledge of Planning Application System (or willingness to learn).
Good office administration
Ability to keep routine records and make
Ability to demonstrate adequate computer skills, email, internet, Word, Excel
Ability to manage Parish Council’s social media including Facebook page (or willingness to learn).
Must be able to work flexible hours with the ability to be called upon in case of emergency during and out of normal working hours.

Job Specifications/Main Responsibilities

Administration Duties

Answering questions and giving out requested information to members of the public.
Perform clerical, and record keeping duties including filing.
Opening post – dealing with as appropriate and bringing any relevant matters to the attention of the Clerk.
Opening and actioning/responding to e-mails, forwarding information to relevant authority/Parish Council and/or reporting issues to relevant authority/Parish Council.
Maintaining Parish Council social media and liaise with the webmaster of the West Bergholt Parish Council website.
Attending training sessions, workshops or seminars as deemed appropriate.
To deputise for the Clerk in their absence and fulfil any duties as required.
To undertake any necessary training.

Allotment Duties

Management and upkeep of the allotment register.
Issuing of annual invoices.
To be a point of contact for all allotment holders and refer any queries to the WB Allotment Association, via email and telephone.
Be responsible for all correspondence required during the year by WB Allotment Association inc. payment reminders.
Keep the plot inspection schedule up to date and send any of the standard letters required.

Planning Duties

Record all planning applications received and bring them to the attention of the WB Planning and Development Committee, together with any relevant background.
Maintain the Google Sheets linked to the West Bergholt Parish Council website.
Collate responses and comments and relay these to the Local Planning Authority (CBC) or County Council within deadlines.
Record and report any breaches of planning permission to the Enforcement Team at CBC and monitor follow-up.
Prepare agenda, attend, and take minutes for the monthly Planning Committee Meeting (held on the third Wednesday evening of the month at present).
Where necessary, attend Planning Meetings at CBC with Councillors in respect of applications being considered.
Record all consultation documents received and collate all comments and responses received.
Record appeals lodged and relay to the Planning Committee then respond as required.
Record all planning application decisions received from CBC and update the Decision schedule.

Terms Of Employment

Probation Period: A permanent contract will be offered after a successful six-month trial.

Salary: range £11.97 – £12.95 per Hour

Hours of work: 12 hours a week. Hours of work to be agreed and to include some flexibility to change patterns of work to suit the needs of the job and as agreed with the Clerk.

Overtime: Overtime to be agreed with the Clerk.

Holiday: 4 weeks per year based on full time (37 hours per week) Pro-rata for part time excluding public/bank holidays.

Pension: The Parish Council operates the Essex County Council Local Government Pension Scheme with contributions by the employee and the Parish Council. Pension to be offered following successful 6-month probationary period.

The intent of this job description is to provide a representative summary of duties and responsibilities that will be required of this position and shall not be construed as a declaration of the specific duties and responsibilities. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

How to apply:

Please send a CV and covering letter either by post to the Clerk at 80 Chapel Road, West Bergholt, Essex, CO6 3HL or by email to [email protected].

Deadline for applications: 18th October 2022

Candidates short listed for interview will be informed by: 31st October 2022

Interviews will take place: November 2022