Job Summary
Are you organised, approachable and ready to play a key role in supporting your local community? North Hykeham Town Council is seeking a proactive and reliable Admin Assistant to join our friendly team. You’ll be part of a small but dedicated team committed to making a real difference in the community of North Hykeham.
About the Role
The Admin Assistant is responsible for providing administrative and financial support to the Clerks and Services Team, including responsibility for day-to-day purchasing and sales ledger, procurement processes, and general reception and administrative duties. The postholder will ensure compliance with current UK legislation, the Council’s Financial Regulations, and internal and external audit standards. The role will also carry out a wide variety of administrative tasks relating to procurement, the maintenance of buildings, assets and Service Team operations on a day-to-day basis across all sites owned, managed or maintained by North Hykeham Town Council.
Key Responsibilities:
Financial Administration
- Maintain accurate purchasing and sales ledgers using Council-approved accounting software, ensure that all financial data is entered promptly and correctly into the financial software system.
- Record financial transactions, including invoices, payments, and receipts
- Issue invoices on behalf of the Council and assist the Deputy Clerk to follow up on any outstanding payments.
- Liaise with suppliers and service providers to resolve invoice or payment issues.
Procurement Support
- Process requests for orders, issuing purchase orders, invoices, and requesting payments in accordance with Council procedures.
- Process supplier invoices, ensuring correct coding and authorisation prior to payment.
- Maintain stock levels with regards to PPE equipment, staff uniform, and general consumables, as required by the Services Team. To order materials as required by the Services Team, subject to approval by the Services Team Manager and the Deputy Clerk, in accordance with the council’s Purchase Requisition procedures.
- Administer procurement procedures, ensuring value for money and compliance with Council regulations.
- Ensure compliance with the relevant legislation, including any associated statutory guidance.
- Maintain accurate records of procurement processes, contracts, and supplier agreements.
Administrative Support
- Provide administrative support to the Town Clerk, Deputy Clerk, and Assistant Clerk including correspondence, file management, and meeting documentation.
- Provide administrative support to the Services Team Manager with regards to the H&S and maintenance of all the Council’s open spaces, allotments, cemetery and buildings.
- Reviewing Council inspection sheets for significant defects and reporting them to the appropriate manager for further progression
- Ensuring that daily /weekly maintenance forms are completed by the Services Team and filed
- Respond to telephone and email enquiries in a professional and timely manner.
- Maintain accurate electronic and paper-based records in compliance with Data Protection legislation (GDPR).
- Support the coordination of inspections, events, and routine maintenance arrangements for Council assets.
- Compliance and Audit
- Ensure all financial and administrative procedures comply with internal control frameworks and audit requirements.
- Adhere to the Council’s Code of Conduct, Financial Regulations, and relevant policies.
General Duties
- Undertake any other duties appropriate to the post as directed by the Town Clerk, Deputy Clerk or Services Team Manager, including reception and customer service duties.
- To assist in the organisation of internal events
- Attend training and development opportunities as required and participate in staff development activities.
- Occasionally attend evening meetings or Council events.
Person Specification: Finance Administrator
Education/Qualifications:
Essential: GCSEs (A–C) or equivalent in English and Maths
Desireable: AAT Level 2 or similar finance qualification
Relevant administrative or finance training
Experience
Essential: Experience in an administrative role
Experience with purchase/sales ledger systems
Experience using financial software (e.g. Rialtas, Scribe)
Desirable: Experience in the public sector or local government
Knowledge and Skills
Essential: Good working knowledge of Microsoft Office (Excel, Word, Outlook)
Strong numeracy skills, including use of purchase and sales ledgers
Awareness of the Procurement Act 2023
Knowledge of UK GDPR and data protection principles
Desirable: Understanding of local government financial procedures
Personal Attributes
- Strong attention to detail and accuracy
- Excellent organisational and time management skills
- Good communication and interpersonal skills
- Ability to work both independently and as part of a team
- Flexible, proactive, and willing to learn
- Willingness to undertake training to improve finance-related skills and knowledge
- Willingness to work occasionally at attend evening meetings or town council events
- Committed to public service standards and confidentiality
This is an excellent opportunity for an individual who is looking to advance their career in administration and finance, within a supportive environment that values professional growth and development. The Town Council is an equal opportunities employer. The role is full time - 37hrs per week - Monday to Friday
Application forms must be submitted for this vacancy, and are available on our website: https://northhykehamtowncouncil.gov.uk/vacancies/admin-assistant
For further information, please call the Civic Offices on 01522 681537 or via email - [email protected]
Closing date for applications is noon on Thursday 9th July 2026. Interviews will be held on Wednesday 15th July in-person at the Civic Offices.
Job Types: Full-time, Permanent
Pay: £25,583.00 per year
Benefits:
- Company pension
- Free parking
- On-site parking
- Sick pay
Ability to commute/relocate:
- Lincoln LN6 8UZ: reliably commute or plan to relocate before starting work (required)
Education:
- GCSE or equivalent (required)
Experience:
- Administrative: 3 years (required)
- purchase and sales ledger: 3 years (required)
Work authorisation:
- United Kingdom (required)
Work Location: In person
