Kemble and Ewen Parish Council are seeking a CILCA qualified clerk and RFO.
Overall Responsibilities: The Clerk to the Council serves as the Proper Officer and Responsible Financial Officer of Kemble & Ewen Parish Council, entrusted with managing the Council’s affairs to the highest standards of statutory compliance and professional excellence. This role demands strong leadership to foster a culture of accountability, continuous improvement, and efficient service delivery. The Clerk will play a pivotal role in driving the Council’s strategic initiatives, overseeing the effective management of staff and resources, and ensuring the seamless execution of all Council objectives. The Clerk will also act as a key advisor to the Council, providing impartial, accurate, and timely information to support informed decision-making
Accountable to: The Council, as a Corporate Body
Line Management: The Clerk will report to the Staffing Committee for day-to-day management, with the Chair of the Staffing Committee acting as the designated line manager on behalf of the Council.
Hours of work: 9 per week within variable hours contract.
DUTIES
Legal and Statutory Responsibilities
- Act as the Proper Officer of the Council, taking all necessary actions required by this
- role, including serving statutory notices and ensuring the Council meets its legal
obligations. - Ensure compliance with all statutory duties while proactively identifying opportunities to
improve Council processes, enhance efficiency, and deliver greater value to the
community. Provide innovative, constructive solutions to help the Council achieve its
objectives without infringing any legal or regulatory requirements. - Provide clear, impartial, and well-informed advice to the Council, ensuring that decisions
are both legally sound and aligned with the Council’s strategic priorities. Where potential
risks or deficiencies arise, propose practical actions to address them. - Maintain up-to-date knowledge of relevant legislation, case law, and regulatory
changes. Implement necessary actions to keep the Council compliant while fostering a
culture of continuous improvement and forward-thinking governance. - Ensure that all Council decisions, policies, and actions are fully aligned with its adopted
Standing Orders, Financial Regulations, and other governing frameworks, while seeking
opportunities to streamline and modernise these processes where appropriate.
Administration of Meetings
- Organise and convene meetings of the Council, committees, and other relevant
gatherings, ensuring agendas are accurately prepared, distributed promptly, and reflect
the Council’s priorities. Engage with stakeholders as necessary to ensure
comprehensive preparation. - Attend all required meetings, ensuring accurate recording, timely approval, and efficient
circulation of minutes that clearly outline decisions, actions, and responsibilities. - Proactively identify and present key issues, opportunities, and matters requiring
consideration to Council members, ensuring that all relevant facts and information are
provided impartially and comprehensively, without personal bias or influence. - Prepare and deliver concise, well-informed reports to meetings, presenting factual
information and balanced advice to support councillors in making informed decisions.
Explicitly delineate between providing advice and making decisions, ensuring the
Clerk’s role remains advisory. - Implement Council decisions and policies diligently, ensuring actions are completed
effectively and in alignment with agreed priorities. - Coordinate all aspects of the Annual Parish Meeting, ensuring it is conducted in
compliance with statutory requirements and supported by well-organised
documentation. Attend the meeting and manage associated follow-up actions efficiently.
Administrative Functions and Responsibilities
- Oversee and manage all administrative functions of the Council to ensure they are
carried out with precision, efficiency, and in alignment with the Council’s strategic
priorities. Establish and uphold high standards of professionalism in all office activities. - Manage all correspondence, documents, and reports received by the Council, ensuring
they are reviewed promptly, responded to appropriately, and escalated to the Council
where policy decisions are required.
Financial Responsibilities
- Act as the Responsible Financial Officer (RFO) as defined by the Accounts and Audit
Regulations, with full responsibility for maintaining accurate and compliant financial
records and ensuring the careful, transparent administration of the Council’s finances. - Monitor and balance the Council’s accounts, ensuring all financial transactions are
accurate, traceable, and comply with statutory and regulatory requirements. Prepare all
necessary records for Audit, HMRC, and VAT submissions, meeting all deadlines. - Review and process invoices for goods and services received by the Council, ensuring
they are verified for accuracy before authorisation. Ensure timely payment of accounts
and issue invoices for services provided by the Council, ensuring prompt and accurate
receipt of payments. - Implement robust financial controls and checks to prevent errors and ensure financial
integrity. Regularly review and update financial procedures, providing the Council with
assurances on their effectiveness. - Prepare detailed, accurate financial reports and forecasts for the Council, ensuring
members have a clear understanding of the Council’s financial position. Highlight risks,
discrepancies, or significant changes, proactively offering solutions to mitigate financial
risks. - Maintain a high standard of accuracy in all financial operations, ensuring meticulous
attention to detail to prevent errors or oversights that could impact the Council’s financial
health or reputation.
Liaison, Communication and Relationship Management - Build and maintain effective working relationships with key external stakeholders, such
as Cotswold District Council, Glocuestershire County Council, and other relevant agencies or organisations. Ensure that all communications
represent the collective views of the Council, with the aim of achieving the best possible
outcomes for the Parish and its community. - Act as the Council’s primary point of contact for public relations, ensuring clear,
accurate, and consistent communication with the media. Always convey the Council’s
views and policies, refraining from personal opinions, and reinforcing the Council’s
commitment to serving the community’s best interests. - Attend relevant training courses, seminars, and conferences as required by the Council,
maintaining up-to-date knowledge of best practices, local government developments,
and community engagement strategies. - Engage with the local community regularly, seeking
feedback, addressing concerns, and ensuring that the views and needs of the public
are accurately conveyed to the Council. - Facilitate open communication channels with
the community to promote transparency, inclusivity, and the effective delivery of
services.
Interested parties should send a CV to clerk@kembleandewen-pc.gov.uk. The council will consider applications from those willing to undertake the CILCA qualification and training and starting as a Deputy Clerk working with the current clerk during a transition period.