Little Shelford Parish Council
Parish Clerk – job description
Undertake all administration in relation to Parish Council meetings in
liaison with the Chairman and in a timely manner including:
circulation of the agenda.
bi-monthly meetings at Little Shelford Village Hall as well as the Annual
Take, produce and
circulate brief minutes of the meeting.
Advise the Parish Council and produce all the information
required to make effective decisions.
Implement constructively all decisions.
Responsible Financial Officer and manage all financial transactions including:
maintaining all the accounts and financial records of
the Parish Council including the preparation of the Account Books, End of
Year Return and prepare and provide any documents associated with internal and external
Liaising with the internal auditor, Chairman and Vice
Chairman to prepare an annual budget each January.
Reporting on the financial position in summary at
each Parish Council meeting.
Preparing, receiving and despatching any required payments
including those to contractors and to the Parish Clerk.
Forwarding any relevant material regarding planning applications to
the Parish Councillor responsible for planning within 48 hours of its
Liaising with the Parish
Councillor responsible for planning and ensuring that the Parish Council’s
comments are sent to South Cambridgeshire District Council by any given
Filing and keeping
securely all relevant paperwork, or electronic copies.
Pursuing any Section 106
payments from South Cambridgeshire District Council.
Be responsible for managing all Parish Council
Receiving, sending and
responding to all correspondence as required.
Keeping the Chairman and
any appropriate councillor(s)
informed of any correspondence, forwarding said correspondence as
You will act as the representative of the
Council as required:
Be the primary point of
contact for Little Shelford parishioners, during reasonable hours, to
receive information and answer queries either in person, by phone, email,
Be in regular
communication with the Parish Council Chairman.
Provide a brief
fortnightly email digest for Parish Councillors.
Liaise with contractors
either by phone, by email or in person where necessary.
Correspond or liaise with
the contractor regarding the upkeep of the Wale Recreation Ground, grass
verges and agreed footpaths and any other work required in the Parish.
Be the Parish Council’s
liaison point with Andrew Lansley MP, Cambridgeshire County Council, South
Cambridgeshire District Council, All Saints Church, the Village Hall
committee and any other organisations in connection with Parish Council
General administrative duties will include:
Maintainiing, developing and controlling effective
security measures and systems for all Council records (including computer
systems) and ensuring that adequate and secure back-up plans are in place and operate efficiently
in compliance with all aspects of the Data Protection Act.
Ensuring that the Council's annual Risk Assessments are carried out and documented.
Ensuring that the Council
has adequate insurance.
Advising the Parish
Council and maintaining and updating documents pertaining to legal
legislation, such as Freedom of Information Act, Data Protection Act,
Declaration and Register of Interests, Elections
and formal notices of Audit Inspection.
The post-holder will
be required to:
Attend other meetings,
occasionally called by the Council, when necessary.
Attend training sessions.
Maintain confidentiality of information in
an independent, objective and professional manner.
Carry out any other duties
when reasonably required, at the request of the Parish Council.
Clerk to the Council will be the Proper Officer of the Council and as such
is under a statutory duty to carry out all the functions, and in particular
to serve or issue all the notifications required by law of a local
authority’s Proper Officer.
Little Shelford Parish Council