Friday, June 02, 2017

Oakham Town Council Job Vacancy for Clerk and Mayors Tea Maker Assistant Job Description

Oakham Town Council Job Vacancy for Clerk and Mayors Tea Maker

Oakham Town Council
Victoria Hall, 39 High Street, Oakham, Rutland, LE15 6AH
Telephone: 01572 723627       


An excellent opportunity has arisen for an Office Assistant to join our team based in Oakham, Rutland. The hours of work are                    18 hours per week

In return, we offer a competitive salary (SCP 13) in line with the Local Government pay scales, subject to experience and qualifications, 21 days’ holiday (pro-rata) plus bank holidays

The role of the Office Assistant is to support the                             Clerk to the Council and Town Mayor
Further details and job description can be found on
Applicants should apply with a full CV together with a covering letter to Clerk to the Council, Oakham Town Council, Victoria Hall,                 39 High Street, Oakham, Rutland LE15 6AH or via

Closing date is 16th June 2017

If your are familiar with the workings of a parish council you would be forgiven for thinking
this is a job advert for a Clerk.

Oakham Town Council employs a full time Clerk. Reading what the assistant is required to do I can't actually see what is going to fill the Clerks full time hours. Especially as we provide no 
public services and hold one meeting a month.

The current Clerk was originally employed to assist the previous clerk and she told he never gave her any any work to do, She often spent time just surfing the net and when I complained 
about that the council blanked out the window so the public could not see they were paying 
for some one to do nothing.

The Clerk is also are proper officer a legal requirement for the financial side of the council
so I am surprised to see the assistant is going to be carrying out those duties.



JOB TITLE: Office Assistant

GRADE: Scale SCP13 (equates to £8.57/hr)



PURPOSE OF JOB: To provide secretarial and administrative support to the Town Clerk, and Town Mayor

KEY RELATIONSHIPS: Town Clerk, Mayor, Councillors, Partners.


1. Responsible for dealing with all initial enquiries on behalf of the Town Clerk, including telephone calls, emails, letters, faxes and visitors to the office

2. To take responsibility for resolving a wide range of customer enquiries in a professional, efficient and sensitive manner by:
The provision of accurate information, advice and assistance.
Acting as the first point of contact dealing with face to face, telephone, letter, fax, email and web based enquiries.

3. To manage the Town Clerk’s diary to ensure the smooth running of daily schedules and appointments and to prepare papers for meetings.

4. Deal with correspondence on behalf of the Mayor, including co-ordination of the Mayor’s diary, and to provide information and liaise with the Mayor and Deputy Town Mayor regarding engagements.

5. Ensure that notices, Agendas, reports and minutes for the Council, Committees, and Working Groups and Advisory Groups (both electronic and hard copies) are published in accordance with the requires timescales, are printed and distributed as required and are filed and archived in accordance with the regulations.

6. Assist with the day to day operation of the Council’s financial affairs, including:
Processing of orders, invoices and payments in accordance with agreed procedures
Verify, code and enter (i.e. allocate to income and expenditure headings) receipts and payments,
Setting up suppliers and creditors for payment by internet banking

7. Ensure the implementation and maintenance of management information systems, administrative systems, record keeping, filing and archiving systems (both electronic and hard copy), including:
Planning Application Register and weekly planning applications list
Members Register of Interests and a record of Members attendance at meetings
Details of Councillors, their contact information and role and responsibilities,
Library of Publication Scheme documents
Personnel Records, including personal details, employment details, absence details (sickness, lateness, authorised / unauthorised(, training and appraisal records
Details of incidents and accidents
Details of assets and insurances
Records of safety checks
Undertaking weekly computer / server back-ups

8. To provide emergency, lunchtime and holiday cover, as and when required, for the Clerk

9. Maintain and updating records and filing systems (both electronic and hard copy) for the Town Clerk and assisting the Town Mayor

10. Maintaining and ordering stationery, equipment and supplies.

11. To attend occasional staff meetings / training sessions outside your normal hours of work

12. Update social media, Twitter and Facebook and Council web site

13. Assisting with any other duties that the Town Clerk may from time to time require.