JOB SUMMARY

Groby Parish Council are looking for a highly organised and detail-orientated Administrative Assistant to join our Parish Council Office team. This role is vital to the efficient operation of our Parish providing support to the Parish Clerk/Responsible Financial Officer in delivering the proper administration of Groby Parish Council. Although reporting directly to the Clerk, the Administrative Assistant will be expected to take responsibility for sections of the work and to be ready to develop further with training. There will be promotional opportunities to progress to the role of Deputy Clerk.

SKILLS

• Good level of general education to GCSE (or equivalent) standard, including English and Maths
• Proven organisational and administrative experience
• Experience of dealing with members of the public with tact and diplomacy
• Computer literate with proficient use of Microsoft Office (Excel, Word, Outlook)
• Excellent written and verbal communication skills and ability to develop and maintain good relationships with staff, councillors, external bodies and the public
• Preferably experience of working within a Parish Council or Local Government organisation
• Preferably experience of website and social media content management
• Ability to keep accurate records
• Ability to work alone or as part of a team
• Ability to prioritise own work and meet deadlines
• Trustworthy with confidential information
• Willingness to attend occasional evening meetings and to attend occasional events outside of normal working hours.
  Job Type: Part-time
  Pay: £13.47-£14.35 per hour
  Expected hours: 25 per week

Benefits:

• Company pension
• Free parking
• On-site parking
• Sick pay

Language:

• English (required)

Work authorisation:

• United Kingdom (required)

Work Location: In perso

RESPONSIBILITIES

• General office support including day-to-day administrative tasks ensuring records and filing systems are kept orderly and up-to-date.
• To provide an effective service as the first point of contact for enquiries and issues arising from the public by telephone, email, letter or in person.
• To assist in the preparation and distribution of agendas and papers for meetings of the Council including preparation of reports/associated documentation.
• To attend some Council and Committee meetings and prepare draft minutes.
• To coordinate responses arising from meetings and update the relevant action lists.
• To support the Clerk with the organisation of events and projects.
• Understanding the implications of GDPR regulations and handling information appropriately to ensure confidentiality of records and information is maintained.
• To support the Clerk in the production and review of Council policies and documentation.
• To support the Clerk in reviewing and implementing actions identified in Council’s Health & Safety Compliance Audit, including production of risk assessment reports.
• To support the Clerk in the maintenance of Council’s Register of Property and Assets.
• To cover other duties in the event of the Parish Clerk’s absence.
• To support the Clerk in the completion of Cemetery administration duties in a timely manner, liaising with funeral directors, stone masons and members of the public to establish and maintain a high level, quality service to the bereaved, whilst ensuring that accurate data and burial records are kept and maintained in accordance with legislation and Council’s policies.
• To assist the Parish Clerk/RFO to maintain Council’s finances on a day-to-day basis including but not limited to: (i) Issuing of purchase orders; (ii) Issuing of invoices in relation to cemetery services and other revenue activities; (iii) Issue receipts for income received; (iv) Recording invoices for payment in preparation for authorisation by the Council; (v) Recording details of all cash, cheques, online payments received onto the Council’s accounting system.
• To make enquiries with suppliers and seek quotes for works as directed by the Clerk.
• To support the Clerk with the production of any Council newsletters.
• To support the Clerk with maintaining and updating Council’s website, noticeboards and social media.
• To monitor social media, bring to the attention of the Clerk any pertinent issues and post appropriate items as instructed
• To positively promote the Council and its work within the community

OTHER DUTIES

This job description indicates the broad areas of activity of the post and is not a definitive list of duties and responsibilities. From time-to-time other duties may be required but these will be commensurate with the general areas of responsibility and grade of post.