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New Parish Clerk wanted

LiLittle ShelfpParish Clerk Role & Responsibilities

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:

·         Preparation and circulation of the agenda.

·          Attend the bi-monthly meetings at Little Shelford Village Hall as well as the Annual Parish Meeting.

·         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.


Be the 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 audits.

·         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.



Responsibilities will include:

·         Forwarding any relevant material regarding planning applications to the Parish Councillor responsible for planning within 48 hours of its receipt.

·         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 deadline.

·         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 correspondence including:

·         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 relevant.


General administration


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, or letter.

·         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 business.


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.


The 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.



David Martin

Chairman, Little Shelford Parish Council


January 2013







David Martin,
3 Jan 2013, 11:46