Administration Assistant - Spilsby, United Kingdom - Spilsby Town Council

Description

To assist the Town Clerk in the smooth running of the office in relation to the Town Council business including but not limited to the Cemetery, Allotments, Spilsby Explorer magazine and day to day Council business.

• To assist the Town Clerk in preparation for meetings.
• To assist the Town Clerk in carrying out any necessary administration work relating to any business of the Town Council.
• To liaise and work with local groups, businesses and organisations.
• To organise and oversee the erection of the Christmas Lights.
• To draw up both on initiative and as a result of suggestions from Councillors, any proposals for consideration by the Committees and Council; and to advise on practicability and the likely effects of specific courses of action in consultation with the Town Clerk.
• With the assistance of the Town Clerk, to take responsibility for specific Council events and projects as requested.
• To assist the Town Clerk with Budget reports, Payment of accounts, receipts, Payroll and other relevant current matters.
• Attendance for some events/meetings may be required during evenings and at weekends.
• To provide cover for the Town Clerk for annual leave and in the event of sickness.
• To receive correspondence and documents on behalf of the Council and to deal with the correspondence or documents or bring such items to the attention of the Council. To issue correspondence as a result of instructions of, or the known policy of the Council.
• To receive and report on invoices for goods and services to be paid for by the Council and to ensure such accounts are met.
• To issue invoices on behalf of the Council for goods and services and to ensure payment is received.
• To act as the representative of the Council as required.
• To attend training courses or seminars on the work and role of the Clerk as required by the Council.
• To work towards the achievement of the status of Qualified Clerk.
• Maintaining the filing system within the Clerk's office including archiving of information and storage of information under the Data Protection and the Freedom of Information Act.
• To order stationery and office machinery consumables, keeping within the specified budget.

• Manage the paperwork in terms of the interment certificate, burials register and Cemetery plan.

• Manage the paperwork in terms of memorial regulations, memorial register/book, invoice and memorial permit.
• Liaise with monumental masons as necessary.

• Manage the paperwork in terms of reservations register, burials book and cemetery plan, invoice and reservation certificate

• Manage the paperwork in terms of maintaining the allotment holders' register, allocation of allotments, breaches of regulations, receipt of annual rentals and new allotment holders' deposits.
• Conduct a monthly allotment inspection to check how the plots are being maintained and follow up any issues with allotment holders.

• To compile and edit the Spilsby Explorer Magazine.
• To contact local businesses offering advertising space, and issue invoices.
• Liaise with printers over publication of the magazine.
• Liaise with Councillors over the delivery.

You will need to have regard for current health and safety legislation and to comply with Town Council Health & Safety Policies.

The Council reserves the right to vary or amend the duties and responsibilities of the post holder at any time according to the needs of the Council's requirements.

You may be required to perform other duties relating to Town Council business in addition to what it listed in this job description.

• Company pension
• Cycle to work scheme
• Employee mentoring programme
• Flexitime
• Sick pay

• Day shift
• Flexitime

• Spilsby: reliably commute or plan to relocate before starting work (preferred)

• GCSE or equivalent (preferred)