· This is an exciting time within Southborough Town Council with its new multi-million-pound Civic Centre now completed and the many new opportunities this will bring. It incorporates a variety of services including Council Offices, Multi-function Hall and Community Rooms, Library, GP Surgery, Retail unit and Sports Pavilion.

· Southborough Town Council is currently looking for a motivated individual to act as our Office Administrator.

· You will need to be able to effectively communicate by telephone, in writing and face to face when safe to do so within the current crisis.

· Ideally candidates should have experience in local government although this is not essential.

· You will need a sound knowledge of both Microsoft Word and Excel. Facilities experience would also be an advantage.

· The Council considers this to be a customer focused role and good spoken English is fundamental to the role.

This is a Full-time role

(Due to the current situation interviews may be conducted virtually)

Salary is from £21,322 per annum.

For a job description and application form please contact the Town Clerk clerk@southboroughcouncil.co.uk.Tel. 01892 529176 or visit the Councils website www.southborough-tc.gov.uk

CV’s will only be accepted if attached to a completed application form.

Closing date for applications is Friday 2nd July 2021.

Responsible to

The Town Clerk.

Objectives

To work with the Town Clerk to provide the Council with high quality administrative support. To ensure that the Council’s services are delivered in an efficient fashion whether provided by staff or by an external contractor.

Current Specific Responsibilities.

To liaise with the Town Clerk regularly, regarding all relevant issues.

To act as the first point of contact for members of the public contacting the Council in person, email, or by telephone, and ensure that any queries are dealt with quickly and in a polite and helpful manner.

To be responsible for all basic administration procedures within the office, i.e., post, banking, ordering of supplies, invoicing, and working with the Council’s Finance Officer in controlling the various sites utility costs etc.

To act as Committee Clerk to the Planning and Transportation Committee, responsible for writing the agenda, attending the meetings, writing accurate minutes, and uploading the committee’s decisions to the planning portal promptly, and where appropriate, to follow up any other matters as required.

To administer all day-to-day cemetery matters including liaison with the Cemetery Keeper, funeral directors, and bereaved families with care and understanding. To register burials and interments in an accurate and timely fashion, to maintain the various registers online and to issue certificates.

To administer allotment matters including the letting, upkeep of plots by weekly site visits, upkeep of registers and production of quit notices as required. Maintain the database of allotment tenants and deal with all related correspondence, including invoicing and the collection of fees. To build good working relationships with tenants and the local allotment association and to identify any problems, as well as monitor site maintenance issues.

To take bookings, raise invoices, and deal with general hirers’ questions for the Civic Centre Buildings and the Crundwell Community Centre, including obtaining all relevant documentation and liaising with the Facilities Staff.

To administer all the Town Council’s wayleaves, including the collection of fees and maintain a register.

To assist the Town Clerk with the administration of all Annual Events.

To assist the Deputy Town Clerk with the Town Council’s social media sites and website when required.

To assist with the Communications Group, which includes agendas, minutes, advertising space, and the preparation of articles, working with local organisations on their submissions to the Newsletter.

To assist the Town Clerk in implementing the decisions of the Council and its committees as and when required.

To maintain an accurate filing system for all Town Council documents, invoices, deeds, land registrations, burial records etc.

To attend training courses and conferences as required by the Council.

To carry out any other duties as required by, or for, the Council, including working flexibly with other staff to ensure suitable staff cover etc, which is likely to involve having a good working knowledge of the work of other staff.

NB This job description is not intended to be an exhaustive list of all the tasks and responsibilities of the post. In line with Service needs, some tasks may need to change, and any changes will be made in consultation with the post holder.