Job vacancy – permanent, full-time administrator, 37.5 hours per week Monday – Friday, 8:30am – 5pm, with some evening meetings
Salary range SCP 12-13 (£29,542 - £30,023)
- 25 days annual leave, rising to 28 days after 5 years’ service, plus bank holidays
- Pension scheme
- Friendly and supportive team
- Employee Assistance Programme
JOB DESCRIPTION AND PERSON SPECIFICATION FOR ADMINISTRATOR
Job Purpose The administrator (reporting to the Clerk to the Parish Council) is responsible for the day-to-day operations of the Parish Council office, including customer service responsibilities, invoicing, ordering, complaint resolution and management of facilities bookings. The administrator will also be involved in the running of local government services which will include attending meetings, taking minutes, handling planning applications, burial arrangements, community grants and assistance with key document production. Training Whilst the postholder is expected to have relevant experience, comprehensive training will be given at induction, and regularly throughout the course of the postholder’s employment. The Council commits to developing its staff to reach their full potential. Probation The role will be subject to the satisfaction completion of a 3 month probationary period.
The postholder will:
- Ensure that enquiries for facilities bookings are acknowledged in a timely manner, bookings completed, invoices sent out and payments are received. The Administrator will be involved in credit control, escalating any debt recovery requirements to the Clerk
- Answer the office phones and deal with incoming correspondence by email and social media, including complaint handling
- Work in line with data protection requirements to digitalise historic records, shred, scan and file in line with document retentions procedures
- Attend meetings of the council, its committees and working groups, take minutes and follow up on actions required (some evening and weekend working will be required)
- Ensure statutory deadlines are met on planning application submissions, uploading of minutes and agendas to the website and responding to consultations
- Liaise with families and funeral directors to administrate a seamless and sensitive service to those looking to book burials or inter ashes, adhering to cemetery law and best practices
- Obtain quotes for products and services, producing reports and recommendations to the council and its committees
- Administer the process of awarding community grants, gathering information and presenting it the working group and committees in a coherent way
- Draft risk assessments and policies, working with the Clerk to keep key documentation up to date and in line with current legislation
- Book training for staff members, under direction of line managers
- Monitor revision timelines on key documents and flag these proactively with responsible parties
- Upload and monitor content on the Council website and social media Manage the office and individual diaries and calendar, booking meetings etc
- Manage the stocks and supplies of office materials including stationery and kitchen facilities
- Electoral services support with onboarding new councillors, liaising with the IT company to set them up and issue them with important documents
- Dealing with Freedom of Information and Subject Access Requests from members of the public or other organisations
- Opening and closing the office and Parish Hall for regular use, meetings, to give access to hirers and contractors
- Occasionally visiting other Parish Council owned sites, or attending training, seminars and events in other venues
- Undertake all essential and developmental training required of them, to achieve their full potential, including e-learning, face to face, internal and external sessions
- Supporting community engagement or civic events run by the Parish Council
- Any other ad hoc duty as given by the Clerk or Deputy Clerk
Key Responsibilities
A. Key holding responsibilities for the Parish Hall – keeping the building and assets secure
B. Ensuring data compliance across all operations
C. Meeting statutory deadlines
D. Ensuring compliance with health and safety and Council policy in all areas of work
E. Maintaining high reputational and customer service standards
F. Maintaining integrity and accuracy of the council’s IT and storage systems
PERSON SPECIFICATION
Knowledge, Skills & Experience
Essential
- Strong interpersonal skills, working well within a team and the general public
- Experience of meeting deadlines and hitting KPIs
- Experience of office administration, invoicing and customer service
- Ability to work independently without close supervision
- Experience of using Microsoft Office, including Word, Excel and Outlook
- Accurate record keeping skills and knowledge of data protection compliance
Desirable
- Local council experience (although applications from candidates with relevant experience in other sectors are welcomed)
- Uploading and managing content to websites and social media
- Taking meeting minutes
- Experience of working with risk assessments and company policy
- Experience of credit control and customer accounts management
- Report writing and production of presentation materials
- Experience liaising with contractors, booking work, and ensuring safety standards are maintained
- Competent use of advanced Microsoft Office software functions, specialist software and databases
Additional Requirements
Some evening or weekend work and flexible working will be required to attend meetings, events or meet statutory deadlines
Pay: £29,542.00-£30,023.00 per year
Benefits:
- Company pension
- Free parking
- Health & wellbeing programme
- On-site parking
- Sick pay
Work Location: In person
