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Government Administrator
| Posting date: | 24 January 2025 |
|---|---|
| Salary: | £25,584 per year |
| Hours: | Full time |
| Closing date: | 07 February 2025 |
| Location: | Selsey, Chichester |
| Remote working: | On-site only |
| Company: | Selsey Town Council |
| Job type: | Permanent |
| Job reference: | Gov1 |
Summary
JOB TITLE: Governance Administrator/Officer
Grade SCP 7-10 (Progression up the scale to Governance Officer (SCP 10) is subject to satisfactory performance and qualifications obtained).
HOURS: 37 hours per week [with additional overtime
by prior arrangement with the Deputy Clerk]
BASE: Selsey Town Council
55 High Street, Selsey, West Sussex PO20 0RB
RESPONSIBLE TO: Deputy Clerk
PURPOSE:
To provide full-time operational administrative support to senior colleagues and the maintenance team, an enquiry service to members of the public and to assist in the day-to-day duties of the Town Council offices.
The person appointed will be expected to undertake training that will be valuable in developing a career in local council administration.
This role has no management responsibilities.
DUTIES AND RESPONSIBILITIES
General:
To provide general administrative support to include the processing of post, preparing and distributing letters, photocopying, maintenance of filing systems and databases, stationery and office equipment stocks, information, and resource library.
To ensure all literature and information provided to the public is up to date and replenish as required.
To signpost members of the public with enquiries and documentation on behalf of Selsey Town Council, Chichester District Council and West Sussex County Council.
To act as a point of enquiry for the public and a source of general tourist information.
To update & maintain a diary, manage the bookings software and generate invoices for the suite of halls available within the Town Hall complex to provide a comprehensive bookings service.
To ensure the booked halls are correctly laid out for the meetings or classes with enough tables, chairs, or equipment as appropriate.
To undertake accurate cash handling and reconciliation, including through direct sales to the public.
To administer the wedding bookings and assist clients as appropriate.
2
July 2024
To attend wedding ceremonies for two hours on the day (including weekends) and be the point of contact for the clients and the Registrars as part of a rota (once trained).
To participate in any relevant training provided by Selsey Town Council or an external training provider.
To adhere to the Town Council’s policies and procedures.
To provide cover during periods of staff absence including at the Selsey Centre if required.
As directed by and in support of the Clerk and Deputy Clerk
To provide administrative support for the Maintenance Team and the Festive Lighting Working Group
To maintain and schedule standard social media posts for day-to-day information relating to West Sussex County Council, Chichester District Council and Selsey Town Council
To minute meetings in support of the Clerk or Deputy Clerk (including evening meetings)
To arrange the distribution and display of Council documentation both in hard copy and upload documents on the website, including agendas, minutes, public notices, and finance information.
To provide the administrative support for the Annual Town Meeting.
To add/amend/delete Council assets on Parish Online.
Training
The post holder will undertake training and self-directed study from the second year with the Council (and for which appropriate time will be allocated) leading to the award of
i. The Introduction to Local Council Administration (ILCA) by the end of year 2
ii. The Financial Introduction to Local Council Administration (FILCA) by the end of year 3.
Funding for these qualifications will be provided by the Town Council.
General
To carry out such other duties as may be required, commensurate with the role.
To be responsible for the security of the premises, including safe custody of premises keys when necessary.
The job description will be reviewed as necessary and may be changed in the light of experience and in consultation with the post holder.
This document does not constitute a job specification and accordingly does not purport to represent an exhaustive list of all duties. It is intended to indicate the main areas of activity.
3
July 2024
Candidate Profile
Essential
Desirable
GCSE English Grade C/4 or above
E
GCSE Maths Grade C/4 or above
E
A willingness to undertake further study
E
Well organised
E
Able to attend regular evening meetings
E
Able to work on Saturdays occasionally
E
An understanding or knowledge of local government
D
Grade SCP 7-10 (Progression up the scale to Governance Officer (SCP 10) is subject to satisfactory performance and qualifications obtained).
HOURS: 37 hours per week [with additional overtime
by prior arrangement with the Deputy Clerk]
BASE: Selsey Town Council
55 High Street, Selsey, West Sussex PO20 0RB
RESPONSIBLE TO: Deputy Clerk
PURPOSE:
To provide full-time operational administrative support to senior colleagues and the maintenance team, an enquiry service to members of the public and to assist in the day-to-day duties of the Town Council offices.
The person appointed will be expected to undertake training that will be valuable in developing a career in local council administration.
This role has no management responsibilities.
DUTIES AND RESPONSIBILITIES
General:
To provide general administrative support to include the processing of post, preparing and distributing letters, photocopying, maintenance of filing systems and databases, stationery and office equipment stocks, information, and resource library.
To ensure all literature and information provided to the public is up to date and replenish as required.
To signpost members of the public with enquiries and documentation on behalf of Selsey Town Council, Chichester District Council and West Sussex County Council.
To act as a point of enquiry for the public and a source of general tourist information.
To update & maintain a diary, manage the bookings software and generate invoices for the suite of halls available within the Town Hall complex to provide a comprehensive bookings service.
To ensure the booked halls are correctly laid out for the meetings or classes with enough tables, chairs, or equipment as appropriate.
To undertake accurate cash handling and reconciliation, including through direct sales to the public.
To administer the wedding bookings and assist clients as appropriate.
2
July 2024
To attend wedding ceremonies for two hours on the day (including weekends) and be the point of contact for the clients and the Registrars as part of a rota (once trained).
To participate in any relevant training provided by Selsey Town Council or an external training provider.
To adhere to the Town Council’s policies and procedures.
To provide cover during periods of staff absence including at the Selsey Centre if required.
As directed by and in support of the Clerk and Deputy Clerk
To provide administrative support for the Maintenance Team and the Festive Lighting Working Group
To maintain and schedule standard social media posts for day-to-day information relating to West Sussex County Council, Chichester District Council and Selsey Town Council
To minute meetings in support of the Clerk or Deputy Clerk (including evening meetings)
To arrange the distribution and display of Council documentation both in hard copy and upload documents on the website, including agendas, minutes, public notices, and finance information.
To provide the administrative support for the Annual Town Meeting.
To add/amend/delete Council assets on Parish Online.
Training
The post holder will undertake training and self-directed study from the second year with the Council (and for which appropriate time will be allocated) leading to the award of
i. The Introduction to Local Council Administration (ILCA) by the end of year 2
ii. The Financial Introduction to Local Council Administration (FILCA) by the end of year 3.
Funding for these qualifications will be provided by the Town Council.
General
To carry out such other duties as may be required, commensurate with the role.
To be responsible for the security of the premises, including safe custody of premises keys when necessary.
The job description will be reviewed as necessary and may be changed in the light of experience and in consultation with the post holder.
This document does not constitute a job specification and accordingly does not purport to represent an exhaustive list of all duties. It is intended to indicate the main areas of activity.
3
July 2024
Candidate Profile
Essential
Desirable
GCSE English Grade C/4 or above
E
GCSE Maths Grade C/4 or above
E
A willingness to undertake further study
E
Well organised
E
Able to attend regular evening meetings
E
Able to work on Saturdays occasionally
E
An understanding or knowledge of local government
D