Charwelton Parish Meeting – Parish Clerk Job Specification

Start date 1st July 2016 or as soon as reasonably possible

Location Administration work at home 2 – 3 meetings per annum plus occasional extraordinary meetings Occasional meetings with Chairman in Charwelton May also attend other meetings with DDC/NCC or other bodies if deemed necessary You will need to supply your own computer and printer

Time There is no maximum, as events in the village dictate required time From experience expect 6 – 8 hours a week to fully communicate

Remuneration A small payment can be claimed – in the region of £1000 per annum which covers 2 hours per week, any additonal hours would be on a volunteer basis.

Skillset Accurate Numeracy skills, and understanding of accounting processes Experience of managing internal and external audits Computer literate – substantial amount of business is conducted via e-mail Good listening and communication skills – confidence in talking to public Organised and able to take initiative and follow instructions

Responsibilities and Tasks

Meetings Organise and provide secretarial support for public meetings Agree Agenda with Chairman for Parish Meeting Issue agenda via 'villagers' group list on Hotmail Account Write minutes, send to Chairman for editing Circulate minutes via e-mail to parishioners in PDF format

Accounts Administer finances of the Parish Meeting Receive incoming invoices Log in cashbook payments and receipts (including Direct Debits) Check bank statement against balance in cash book Draw up cheques and obtain signature from Chairman (Clerk co-signs) (Approval is obtained via the financial reports – usually after the event due to the size of the Parish Meeting) Post out cheques Prepare financials for annual audit Arrange audit and approval by external auditors Report findings (if any)

Asset and Insurance Hold asset register – street furniture (lights) bus shelter, war memorial, Speed indicator device Oversee maintenance of assets Ensure insurance of assets Manage e-mail Regularly update e-mail addresses (add to villager list if requested) Monitor incoming e-mail Identify emails that should be forwarded to Parishioners for information purposes Forward relevant emails to Chairman Forward planning email to planning officer (David Shelton) Forward Highways/Footpaths emails to Highways Officer (Derek Durrant) Send group emails as appropriate (villagers) via BCC

Other Deal with local events – such as flooding – communicate what is happening to the villagers Assist in village events such as street parties by raising awareness Let Graham White (local correspondent) know of any events or meetings so that he can make a report in the local Daventry paper David Pound (correspondent) can also help with 'The Link' magazine which is distributed to the Knightley parishes (Badby, Newnham, Charwelton, Fawsley and Preston Capes) Respond to villagers requests received as appropriate (lost cats, found keys etc)

Communication is King!!