Role Summary
Haywards Heath Town Council is seeking an ambitious and highly organised professional to join its team as Deputy Town Clerk and Finance Manager.
This is an important role responsible for supporting the Town Clerk in the effective leadership, governance and financial management of the Council. The successful candidate will play a key role in ensuring strong financial control, robust governance, and high-quality council services. They will also deputise for the Town Clerk when required, acting as Proper Officer and supporting elected members when required.
The role offers an excellent opportunity for a motivated individual to contribute to the strategic development of a forward-thinking Town Council while leading on financial management and supporting the delivery of key council priorities.
Key Responsibilities
Governance and Democratic Services
· Support the Town Clerk in ensuring the Council operates lawfully and in compliance with all statutory requirements, including Standing Orders, Financial Regulations, and relevant legislation.
· Prepare agendas and reports for Full Council and its committees and attend meetings as required.
· Manage correspondence and ensure appropriate action is taken.
· Support the development, implementation and review of Council policies and procedures.
· Contribute to planning consultations and the development of council planning responses and policies.
Deputising Responsibilities
· Act as Proper Officer in the absence of the Town Clerk, exercising delegated authority as required.
· Support the overall management and administration of Council services and resources.
· Represent the Council at meetings, events and external engagements as required.
· Support and, where appropriate, lead on the day-to-day financial management of the Council in accordance with Financial Regulations.
· Monitor and reconcile Council bank accounts and oversee income and expenditure.
· Ensure invoices are processed, issued and paid promptly, and debtors are effectively managed.
· Assist with the preparation of regular budget monitoring reports for Council and committees.
Financial Management and Control
· Support the preparation of annual budgets, precept calculations, and financial forecasts.
· Assist with year-end accounts and the Annual Governance and Accountability Return (AGAR).
· Ensure VAT returns and HMRC submissions are accurate and completed on time.
· Maintain and review the Asset Register in line with audit requirements.
Audit, Risk and Compliance
· Maintain and review internal financial controls to ensure effective governance and accountability.
· Liaise with internal and external auditors and support audit processes.
· Support the development and annual review of the Council’s risk management framework.
· Maintain insurance records and oversee claims processes.
Systems, Projects and Continuous Improvement
· Lead the implementation of improvements in financial systems, including the transition to cloud-based accounting and paperless processes.
· Develop and document financial procedures and provide training to staff as required.
· Support procurement activities, including obtaining quotations and assisting with tender processes.
· Contribute to strategic reviews and service improvements to ensure value for money.
Operational Responsibilities
· Oversee Town Hall hirings and manage the work of relevant staff, including caretaking arrangements.
· Assist in the management of payroll processes in the absence of the Town Clerk & RFO.
· Undertake any other duties commensurate with the level of the role to ensure the efficient operation of the Council.
This job description contains the principal duties relating to this post and does not describe in detail all the tasks required to carry them out.
Job Type: Full-time
Pay: £35,412.00-£44,075.00 per year
Benefits:
- Company pension
- Free parking
- On-site parking
- Sick pay
Work Location: In person
