Assistant Clerk

Home , Llanilid, Ynysmaerdy

Llanharan Community Council

APPOINTMENT

Assistant Clerk

RECRUITMENT INFORMATION & APPLICATION PACK

March 2019

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Llanharan Community Council

Information Booklet

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Contents ______

1. Llanharan Community Council

2. Job Advertisement

3. Job Description

4. Person Specification

5. Application Process

6. Selection Process

7. Application Form

8. Equal Opportunities Form

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CLOSING DATE FOR APPLICATIONS

Noon Friday 5th April 2019

Completed applications should be marked

PRIVATE & CONFIDENTIAL

and addressed to: Chair HR, Llanharan Community Council, 2 Chapel Road, Llanharan, CF72 9QA or emailed to: [email protected] Page 2 of 3

1. Llanharan Community Council

Llanharan Community Council is the local council for the areas of Llanharan, Brynna, Bryncae, Brynnau Gwynion, Llanilid and Ynysmaerdy based within Rhondda Cynon Taff

Llanharan lies at the south of Rhondda Cynon Taf and has a growing community.

The Council

Llanharan Community Council, has 14 Councillors over 3 wards

Responsibilities

The Community Council:  Sets a precept of £198,334 per annum  Assists with maintenance of 37 miles of public footpaths and manages 3 allotment sites, play parks and skateboard park.  Provides and maintains a large number of bus shelters and benches across the community  Provides financial support to community groups which apply through our grant scheme  Prides itself in supporting community events such as Brynna Carnival and the Firework display

Community Council Meetings

The Community Council meet on the third Thursday of each month, with the exception of August.

In addition there are regular sub committee meetings held monthly.

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2. JOB ADVERTISEMENT

Llanharan Community Council

Has a vacancy for Assistant Clerk 25 hours per week = 5 hours per day Monday – Friday 10am to 3pm

Salary : £19,171 -19,945 pro rata + Pension Scheme

We are a friendly enthusiastic Council, who are keen to make a positive difference to our Community. We now have a requirement for an assistant to our Clerk/Responsible Financial Officer.

As well as being friendly, enthusiastic, well organised and calm, we are looking for someone who:

• has excellent people skills, including the ability to work with Councillors, members of the public and third party organisations • is proficient with the use of email, Microsoft Word, Excel • is an accurate record keeper, well organised and able to meet deadlines • manage the Council’s Social Media and Website • with training and support, ensure the smooth running of the Community Council’s administrative functions and suggest new ideas or working practices • will undertake any other duties as may be reasonably required from time to time and which may involve additional evening or daytime meetings

The position will be carried out at our office on Chapel Road, Llanharan and the successful candidate will be expected to start working towards obtaining CiLCA (Certificate in Local Council Administration) on completion of a successful probation period but within 12 months.

Please contact Peter Davies, The Clerk to the Council via phone 01443 218154 or email [email protected] for an informal discussion about the job role.

The closing date for return of applications is strictly Noon Friday 5th April 2019. Interviews to be held 17 April 2019.

Please send applications to:

Chair of HR Llanharan Community Council 2 Chapel Road Llanharan CF72 9QA

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3. JOB DESCRIPTION

Assistant Clerk - Llanharan Community Council

Job Title Assistant to The Clerk/RFO

Reporting to The Clerk

Location Hours of Work 25 hrs per week

Pay scale £19,171 – 19,945 Pro rata

Overall Purpose of Role

The Assistant to the Clerk’s main responsibility is to provide support to the Clerk in his/her duties to ensure the smooth running of the Community Council.

Some evening and weekend work will be necessary. The post holder will cover for the Clerk during periods of annual leave/absence and must have the experience and confidence to deputise in this way.

Main Duties of the Post

To assist the Clerk of the Council in carrying out the work of the community council, especially administrative, clerical and secretarial duties

To use own initiative to carry out the specific responsibilities below; with minimal supervision. This post holder is accountable to the Clerk of the Community Council.

 To assist the Clerk in issuing notices and preparing agendas of Community Council Meetings, when required to attend the Community Council Meeting, to draft Minutes of these meetings and to implement the decisions that are agreed by the Council.

 To assist the Clerk in preparing and filing records for audit and VAT purposes.

 To assist the Clerk by attending Council sub-group meetings and meetings (as required) and prepare notes or minutes of any such meetings.

 To assist the Clerk and Community Council sub committees in drawing up recommendations for consideration by the Council.

 To manage the filing of statutory paperwork

 Deputise for the Clerk when away from the office

 Carry out administrative, clerical, secretarial and other appropriate tasks in the office as directed by the clerk

 General office duties and use of the computer for processing task

 Manage filing, photocopying, post and maintaining records.

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 Provide the Clerk with a general office support function.

 Update the Council web site and social media account, management of the information management system.

 Study reports, legislation and other data on activities and interest of the council, feeding back as appropriate.

 Ensure the Councils compliance with the Freedom of Information Act and General Data Protection Regulation (GDPR)

 Assist with the preparation of accounts and financial matters.

 To enter and maintain the entire sales and purchase ledger.

 To manage all debtors and creditors and report discrepancies to the Clerk.

 Prepare monthly bank reconciliation for the Chair of the Audit committee to check and sign.

 Prepare the quarterly VAT claims for approval by the Clerk.

 Prepare monthly payment list for the Community Councils approval.

 Set up accounts for payment on the internet banking system for approval from the clerk and a Community Councillor.

 Any other tasks as deemed appropriate by the Clerk.

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4. ASSISTANT CLERK - PERSON SPECIFICATION

Criteria Essential Desirable Education A good standard of education A relevant local government qualification or a willingness to study for the certificate.

Work towards the accredited Town Clerks qualification (CiLCA) (within 12 months of appointment) Experience Previous administrative Minute taking and servicing of experience committees.

Experience of partnership work with voluntary and private sectors.

Grant funding applications. Skills and Knowledge Ability to plan and effectively Knowledge of Local carry out own work schedule Government. with minimal supervision. Intermediate Word, Excel, Advanced skills in web design. PowerPoint, Office 365 skills. Track record of continued learning and development. To be willing and comfortable with learning new systems and implementing, adapting to changes with the continued growth of the community council.

Experience of basic accounting functions. Personal Qualities Ability to work with a wide range Problem solving abilities. of people with diplomacy and tact. Welsh speaking.

Strong interpersonal skills. Methodical and thorough approach to task.

Ability to give full attention to what other people are saying and to actively look for ways to help people. Other Adaptability Availability to attend the occasional evening meeting if required. Full clean driving licence.

5. Application Process

The application and the covering letter should be placed in a sealed envelope marked “private and confidential

Chair of HR, Llanharan Community Council, 2 Chapel Road, Llanharan CF72 9QA

You must include in your application information which:

- Sets out how you meet the person specification - Gives clear examples of your previous achievements which link directly to the areas of responsibility in this post - Demonstrates the qualities you would bring to the role of Assistant Clerk

A CV is not required.

Your application must be returned no later than NOON Friday 5th April 2019

Canvassing of any Member of the Council will disqualify you from being appointed.

If you would like further information before submitting your application please contact Peter Davies Clerk/Responsible Financial Officer on 01443 218154 or Email: [email protected] for an informal discussion.

6. SELECTION PROCESS

The formal selection process by interview will take place in April on a date to be agreed The appointment will be made by the Appointment Panel, which will comprise two councillors and the current Clerk.

Interview

Candidates will be required to attend an interview at a time to be allocated individually. The interview will last up to an hour and will include a computer test.

References

Formal references will be taken up only following an offer of employment.

Disabled Candidates

Any candidate who is disabled should contact the Clerk of Llanharan Community Council, as above, in confidence, so that reasonable adjustments can be made to the recruitment process.

Code of Conduct

The post holder will be required to observe the requirements of the Council’s Code of Conduct for employees and any national provisions in this respect. Any potential conflict of interest which arises during the course of employment should be brought to the attention of Llanharan Community Council and entered in the Register of Officers’ Interests.

Criminal Convictions

Failure to declare an unspent criminal conviction may lead to an appointment being terminated.

The successful candidate must also disclose any subsequent conviction to the Chair of the Council.

Pre – Employment Checks

Any offer of employment will be subject to two satisfactory references being received (one from the present or previous employer).

Application Form

Please complete in black ink and print where possible

Position applied for: Closing date and source of application:

Surname: First names and title:

Address: Telephone:

Mobile:

Email:

National Insurance Number:

Personal Details: Do you require a work permit to take up employment in the UK? Yes No

Are you legally eligible for employment in the UK? Yes No

Do you hold a current clean driving licence? Yes No Please give details of any driving offences currently under endorsement:

Please give details of any unspent criminal convictions that you may have (in accordance with the Rehabilitation of Offenders Act 1974).

If offered this position will you continue to work in any other capacity? Yes No

Employment History Please list all employment in reverse chronological order, starting with your present or last position. Please continue on a separate sheet if you need to.

EMPLOYMENT HISTORY in reverse chronological order, please Dates From To Name, address and Position(s) held & brief Final salary and description of employer details of duties reason for leaving

Education and Qualifications (including Membership of Professional Bodies)

Date From/To Name of School, College or Qualifications Gained University

Training Please list the relevant training courses attended below:

Hobbies/Volunteering Please give details of your main hobbies and any volunteering you undertake:

Additional Competency Information Please explain how you believe that your current skills, experience and qualifications enable you to meet the essential requirements that we have set for this post.

Please give details of any outside interests or other additional information you feel will support your application:

References Please give the names and addresses of two referees. One should be your present or last employer if possible.

Referee 1 Referee 2 Name Name

Address Address

Email: Email:

Are you related to any member or employee of this Council? Yes No

If yes, please give full details:

IMPORTANT NOTICE Failure to answer all the questions on this application or failure to reveal information which might influence a decision on whether or not to employ you will automatically invalidate the application and the offer of employment, and where employment has commenced, to dismissal.

DECLARATION I, the undersigned, declare that the information given by me on this application and any other form (including at interview) to the best of my knowledge is correct, and that I have not knowingly withheld any fact or circumstance which, if disclosed, would influence a decision to employ or not employ me. Signature Date

Llanharan Community Council – Equal Opportunities

We are committed to our equal opportunities policy. The aim of our policy is to ensure that no job applicant or employee receives less favourable treatment on the grounds of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (including colour, nationality, ethnic or national origin), religion or belief, sex, sexual orientation, or is disadvantaged by conditions or requirements which cannot be shown to be justifiable. Suitability to the job is our sole criterion for selection or promotion in IES. All employees are given opportunity to develop and are encouraged to progress within the organisation. In order to monitor our policy it would be very helpful if you would complete the details below. Completing this page forms no part of our selection procedure. For the purposes of compliance with the Data protection Act 1998, I hereby confirm that by completing this form I give my consent to IES processing the data supplied on this form for the purposes of equal opportunities monitoring. Please tick the box Job applied for Date Ethnicity What is your ethnic group? Choose ONE section from A to E, then tick the appropriate box to indicate your cultural background. Classification recommended by the Equality and Human Rights Commission (EHRC) A. Asian or Asian British Bangladeshi Indian Pakistani

Any other Asian background Please write in

B. Black or Black British African Caribbean Any other Black background Please write in C. Chinese or other ethnic group Chinese Any other Please write in D. Mixed heritage White and Black Caribbean White and Black African White and Asian Any other mixed background Please write in E. White

British English Irish Scottish Welsh

Any other Please write in F. Prefer not to say