Llanharan Community Council APPOINTMENT Of Assistant Clerk RECRUITMENT INFORMATION & APPLICATION PACK March 2019 Page 1 of 3 Llanharan Community Council Information Booklet __________________________________________________________________ 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 ___________________________________________________________________ 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. Page 3 of 3 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 Page 4 of 3 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. Page 5 of 3 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. Page 6 of 3 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. 7 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. 8 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