Administrative Assistant - Rickmansworth, United Kingdom - Croxley Green Parish Council

Description

Job Title:
Administrative Assistant to the Clerk


Base:
The Council Offices, Community Way, Croxley Green, Rickmansworth, Herts, WD3 3SU


Responsible to:
The Clerk to the Council

In the event of absence by the Clerk to the Council you will report to the Chairman of the Council or any other Councillor nominated by him only.

Direct Staff When deputising for the Clerk liaison with the Rangers will be required.


Summary of Job

• Support the Clerk to the Council by providing a full and comprehensive clerical and administrative support service across the full range of the Council's activities.
• Attend and take minutes at Council and Committee meetings and other ad hoc meetings.
• Assist with duties to ensure that deadlines and timescales are adhered to and any other actions are taken.
• Act as the first point of contact for all callers and visitors ensuring they are dealt with promptly, efficiently and courteously.
• Assist in keeping the Council's records up to date including financial records.
• Assist the Clerk with all aspects of the Council's financial administration including preparation of budgets and monthly accounts.
• Deputise for the Clerk during periods of absence.

Duties

• To support the Clerk in ensuring that the Council operates within its statutory functions and in accordance with the Council's Standing Orders and Financial Regulations.
• To prepare reports for meetings under the direction of the Clerk.
• Prepare Agendas for meetings under the direction of the Clerk.
• Take Minutes at Council, Committee and other meetings and prepare draft Minutes for approval by the Clerk

(Note:

This will require attendance at evening meetings for which time off in-lieu will be granted at times determined by the Clerk consistent with business continuity).

• Assist in the implementation of decisions taken by the Council and Committees.
• Assist in progressing any projects being worked on.

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• Undertake day to day operation of the Council's SCRIBE computerized accounts and financial management system including inputting invoices, maintaining records, preparing lists of payments for approval at each Finance and Administration Committee meeting and filing all documents.
• Carry out banking on behalf of the Council.
• Assist the Clerk to prepare and maintain detailed financial management systems for adherence throughout the Council.
• Assist the Clerk with the budget arrangements and preparation of the annual budget and management of the budget throughout the year.
• To prepare Purchase Orders for suppliers with a delegated authority for expenditure of up to £500.
• To help maintain the Council's website.
• Assist in maintaining & developing the Council's social media platforms.
• Answer telephone calls and deal with enquiries from members of the public.
• To help develop and attend events held by the Council.
• To manage and maintain an office diary/appointment system.
• Maintain and update the Council's filing system (both electronic and paper) and archive material as necessary to ensure efficient retrieval.
• To record sickness absence/annual leave of Council staff.
• To ensure that stationery and office supplies are adequate and available.
• To provide holiday/sickness cover for tasks undertaken by the Clerk during his absence.
• Carry out any other reasonable duties as may be directed.

Salary:
From £24,054.00 per year


Schedule:

• Flexitime

Ability to commute/relocate:

• RICKMANSWORTH: reliably commute or plan to relocate before starting work (required)

Work Location:
Hybrid remote in RICKMANSWORTH

Application deadline: 25/08/2023

Expected start date: 25/09/2023