Administration and Finance Assistant
Exminster Parish Council is seeking an enthusiastic, flexible, and self-motivated individual to join the team for this new role.
The Parish consists of three main settlements – Exminster, Matford and Peamore.
The role is mainly home-based and is part-time working Monday to Friday, normally fifteen hours per week but with the need to cover peaks and troughs in the workload (minimum of sixty hours and a maximum of eighty hours per month) including some evening meetings. Further hours may potentially be available for the right candidate. Applicants should live within the Parish or within 5 miles of Exminster Village so as to be able to perform some duties.
The starting hourly rate LC1 (SCP 7-12) is £12.63 with five annual increments, subject to satisfactory performance, can rise to £13.73 per hour.
If the successful applicant gains the CiLCA qualification and subject to satisfactory performance, they will be promoted to LC1 (SCP13-17) starting at £13.97 with four annual increments subject to satisfactory performance to £14.95 per hour.
A laptop and printer will be provided for work use.
Main purposes of Role:
To carry out a varied range of day-to-day clerical and financial support reporting to the Responsible Financial Officer.
Main duties:
- Record the financial transactions of the Council in accounting software
- Prepare payments to be approved by the Council including entering payments into Online banking and sending remittance advices once approved
- Undertake regular safety inspections of the Council’s play equipment and open spaces in Exminster settlement
- Maintain the Parish information recorded on the “Parish Online” system
- Maintain Parish Council notice boards in the settlements
- Provide support for holiday and sickness for the Parish Clerk and the Responsible Financial Officer
- Provide support with printing, publishing and posting papers for Council meetings and occasionally take minutes at meetings.
Key requirements:
- Minimum GCSE English Language and Mathematics at grades A – C, or equivalent
- Work experience in an administrative and finance setting with good literacy and numeracy skills
- Sound working experience of using Microsoft Windows, Office 365 (Word and Excel), Teams and Outlook mail
- Dedicated, focussed with attention to detail and reliable
- Excellent communication skills, written and oral
- Ability and comfortable to work in a home-based environment
If you would like an informal discussion about the post, please contact the Responsible Financial Officer on: 07977 797972.
Closing date: Noon on Friday 5 July 2024
Interviews will be held during the week beginning 15 July.
To apply, please send a letter outlining why you are interested in the role, a copy of your CV and a completed Person Specification Form indicating how you meet the essential requirements in the person specification, to [email protected] by the closing date.
Job Description
Overall Responsibilities:
The Administration and Finance Assistant provides support to the Parish Council. They report to the Responsible Financial Officer (RFO) and assists them with their responsibility for the administration of the Parish’s accounts, alongside other general administration duties.
Specific Responsibilities:
- Attend Parish Council and relevant Working Parties to provide support as required.
- Publish the agenda and associated papers for Parish Council meetings.
- Take minutes of meetings as and when required.
- Under the direction of the RFO, accurately record the financial transactions of the Council in accounting software.
- Prepare payments to be approved by Council including entering payments into Online banking and sending remittance advices once approved.
- Issue invoices on behalf of the Council and ensure payment is received.
- Undertake regular safety inspections of the Council’s play equipment and open spaces.
- Maintain the Parish information recorded on the “Parish Online” system.
- Administer the Parish Cemetery according to agreed procedures.
- Update information published on the Parish Council website.
- Post information as directed on the Parish Council social media.
- Maintain information on Parish Council notice boards.
- Provide support for the Parish Council review of planning applications, including receipt and checking of the weekly planning list, support to the Lead Councillor Planning review, recording council decisions and responding to Planning Authorities.
- Obtain quotes from suppliers for property related works, and issue purchase orders.
- Maintain the timetable of reviews for all Council policies and procedures and initiate the timely review of documents.
- Provide support when the Clerk or RFO are absent.
- Attend training courses or seminars on the work and role of the Clerk and RFO as required by the Council.
Person Specification
| Area | Essential | Desirable |
|---|---|---|
Education |
Good Levels of numeracy and literacy
Minimum GCSE English Language and Mathematics at grades A to C, or equivalent |
|
Work experience |
Administrative support in an office setting | Book-keeping or working in a finance setting
Agenda preparation, the issuing of papers and minute taking |
Skills and Abilities |
Ability to work accurately and efficiently, following instructions and procedures to meet deadlines, but also work on own initiative at times.
Sound working experience of using Microsoft Windows and Office 365 (Word, Excel, Outlook and Teams) |
Experience of updating Social media.
Ability to form and maintain sound working relationships with key internal and external stakeholders Ability to problem solve |
Communication Skills |
Excellent communication skills, both written and oral | Previous experience of dealing with members of the public |
Personal Circumstances |
Able and comfortable to work in a home-based environment
Able to attend evening meetings and to be flexible around the Council’s requirements Live within 5 miles of Exminster village so as to perform some duties Commitment to undertake further training as required |
Desire to study and obtain qualifications in Local Council Administration
Driving license and own transport when required Lives in Parish |