The Clerk to the Council will be the Proper Officer of the Council, and as such has a statutory duty to carry out all the functions, and in particular to serve or issue all the notifications, required by law of a Local Authority’s Proper Officer. This includes responsibility for ensuring that the instructions of the Council in connection with its function as a Local Authority are carried out in a timely and appropriate manner.
The Clerk is expected to advise the Council on, and assist in the formation of, overall policies to be followed in respect of the Authority’s activities, and in particular to produce all the information required for making effective decisions and to implement constructively all such decisions, once they are made.
The Clerk is accountable to the Council for the effective management of all its resources and will report to it as and when required. The Clerk is responsible for all aspects of current legislation, including Health & Safety and Data Protection, as they affect formal Council business and the administration of Council assets and associated personnel. The Clerk will also be the Responsible Financial Officer, with responsibility for all financial records of the Council and the careful administration of its finances.
- To ensure that statutory and other provisions governing or affecting the running of the Council and its meetings are observed. In particular, to ensure that the Council’s Standing Orders and Financial Regulations are correctly observed and implemented.
- To be the Council’s principal advisor on policy matters, and to be responsible for all aspects of Health and Safety, Data Protection and other appropriate legislation, as they affect Council business, recommending improvements in quality, efficiency and effectiveness where appropriate.
- To attend all meetings of the Council and meetings of its committees and sub-committees, as appropriate.
- To prepare, in consultation with appropriate members, agendas for meetings of the Council and committees, including the Annual Parish Meeting and to prepare and publish appropriate advance public notices. To attend such meetings, prepare and publish minutes, once approved, via appropriate media.
- To receive correspondence and documents on behalf of the Council, to deal with such items and to bring them to the attention of the Council. To issue correspondence, including official documentation, as a result of instructions of, or the known policy of, the Council, and to secure planning and other consents on behalf of the Council as authorised.
- To work and liaise with the parties who administer the Council’s major assets, specifically:
- The Cemeteries, the burial administrator in overseeing the smooth running of the cemetery, maintenance, grasscutting etc;
- The Allotments: the Allotment Association;
- Ryhall Meadows Playing Fields: the committee, providing secretarial support.
- To prepare and publish, in consultation with the Chairman, press releases about the activities of, or decisions of, the Council.
- To be responsible for the maintenance, effectiveness and active upkeep of the Council’s website.
- 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 monitor and balance the Council’s accounts and prepare records for audit purposes and VAT.
- To study reports and other data on activities of the Council and on matters bearing on those activities. Where appropriate, to discuss such matters with administrators and specialists in particular fields and to produce reports for circulation and discussion by the Council.
- To lead the development and publication of the Parish Four Year Plan and to draw up, when appropriate, both on their own initiative and as a result of suggestions by Councillors, proposals for consideration by the Council and advice on the practicability and likely effect of specific courses of action.
- To monitor the implemented policies of the Council, to ensure they are achieving the desired results, and where appropriate, suggest modifications.
- To act as the representative of the Council as required, particularly in liaision with other Councils and agencies, e.g Rutland County Council, Leicestershire and Rutland Association of Local Councils (LRALC), National Association of Local Councils (NALC).
- To attend training courses or seminars on the work and role of the Clerk as required by the Council. In particular, to work towards the achievement of the status of Qualified Clerk, if not already gained, as a minimum requirement for effectiveness in the position of Clerk to the Council.
- To continue to acquire the necessary professional knowledge required for
- The efficient management of the affairs of the Council.
- To be responsible for ensuring all Council and County Council elections are arranged and conducted successfully.
- To perform the role of Responsible Financial Officer, responsible for all financial procedures and records, and the careful administration of Council finances, in compliance with all statutory obligations or other laws, provisions and notices governing or affecting the running of the Council.
Specific responsibilities of the Responsible Financial Officer include:
- Preparing, in conjunction with the Council’s lead on Finance, the annual budget estimates of income and expenditure and annual Precept requirements;
- Monitoring and managing the Council’s budget expenditure and income, and providing the Council and Committees with a regular update;
- Monitoring and ensuring that the Council’s accounts are controlled and that the Council is informed of the ongoing financial situation;
- Ensuring all necessary records are prepared for audit and VAT purposes;
- Ensuring that an annual equipment inventory and asset register are in place;
- Advising the Council on, and assisting in, the raising of funds by way of grants by following the necessary consultations and processes;
- Ensuring that all surplus Council funds are invested securely and income maximized.