P/t Administrative Assistant - Porth, United Kingdom - Tonyrefail & District Community Council

Description

Job Vacancy

P/T Administrative Assistant
Tonyrefail & District Community Council is seeking to appoint a
part-time Administrative Assistant on a permanent basis. The anticipated start date will be Monday, 2nd October 2023.

The post will primarily involve providing administrative support to the Clerk over 16 to 20 hours per week on Mondays, Tuesdays and Wednesdays.

You would be joining a small, friendly team who work well together and will be reporting to the Clerk.

With our current Deputy Clerk approaching retirement age, it is our intention that this position will progress into that role over the next three to five years.

We will provide all the training, both formal and in-house, you will need to develop your skills and knowledge, and set you up for a rewarding career in local government administration.

If the prospect of flexible working in a varied and interesting job sounds appealing and you have the desire to progress and grow, then we look forward to hearing from you
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Interviews will be held on 6th September 2023 and the successful applicant will be notified on the 8th September 2023._


Job Title:
Administrative Assistant


Grade / Salary:
SCP 6-7 / £ £11.63 per hour


Hours:
hours per week (Monday, Tuesday, Wednesday)


JOB OUTLINE

The main purpose of the post is to:

• provide administrative support to the Clerk in their duties to ensure the smooth running of the Community Council, and

- undertake training and in-house mentoring with the intent of progressing to the role of Deputy Clerk.
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The role will include some occasional evening and weekend work._


RESPONSIBILITIES:


Administrative and clerical tasks

• To carry out administrative, clerical, secretarial and other appropriate tasks in the office as directed by the Clerk,
• To act as first point of contact for telephone and in-person enquiries,
• To answer questions and give out requested information to members of the public,
• To answer routine telephone enquiries and respond to routine correspondence,
• To manage filing, photocopying, post, scanning and maintenance of records,
• To oversee supplies of stationery, cleaning materials and other sundries,
• To assist with updating the Council's website and social media accounts,
• To book training and maintain the Staff and Councillor Training Registers,
• To assist with the preparation of the Council's Annual, Wellbeing, Training, Biodiversity and other statutory Reports,
• To assist with preparation and publication of notices and posters, and management of noticeboards.

Council meetings

• To assist with the preparation, circulation and publication of meeting agendas, supporting papers and minutes,
• To attend Council and Committee meetings as and if required,
• To assist the Clerk with technical support at meetings as and if required,
• To assist with researching topics and sourcing quotations for presentation to Council,
• To assist with the implementation of decisions taken by Council.

Cemetery Administration

• To answer general enquiries regarding the Cemetery,
• To assist with the booking of interments,
• To attend appropriate Cemetery Management training,
• To assist with the upkeep of the Council's online Cemetery Management systems.

To assist with the administration of the Cemetery including:

• Preparing receipts for interments and memorials,
• Checking interment and memorial forms,
• Recording of interment forms in burial records and on the computer system,
• Completing Grant of Exclusive Right of Burial forms,
• Notifying owners of unsafe memorials,

Planning

• To draw up Council responses and comments following meetings and relay these to the Local Planning Authority within deadlines,
• To record and report any breaches of planning permission to the Enforcement Team at RCTCBC,
• To prepare Planning reports for Council meetings,
• To record appeals lodged and respond as required.

Events

• To take on the administration of the Events Committee, including meeting administration, event organisation and planning, publicity, sourcing of supplies, meeting with contractors and event health & safety management,
• To monitor event expenditure,
• To assist with the preparation of grant bids to fund events,
• To provide event management support to the Clerk for all Council events.

General

• To provide a professional service to the Community,
• To carry out duties in a safe manner and in accordance with the Council's Health & Safety Policy,
• To attend training sessions, workshops or seminars as deemed appropriate,
• To undertake any other duties as considered appropriate to the post, which may be assigned by the Clerk (or Deputy Clerk, in the Clerk's absence).

Person Specification
This post carries no essential criteria with regards to qualification.

We are looking for someone who is hard working, community minded and **willing to work towards development into