Finance & Administration Officer

Post Title: Finance & Administration Officer
Reporting to: Town Clerk
Responsible for: None
Hours: 30 (Monday to Friday)
Salary: SCPs 14-19 – £23,484 to £25,927 fte (pro rata)
Place of work: The Manor House, Dawlish

Closing date:  5 p.m. on Friday, 5 August 2022

Main Purposes of Role

• To be the Council’s bookkeeper, ensuring that Council finances are kept on a professional basis, compliant with appropriate legislation and regulations
• Making and receiving payments, maintaining the council’s cash book, and ensuring management information is available in a timely and accurate manner
• Assist colleagues in project management, advising on budgets, liaising with suppliers, and assisting the Town Clerk & RFO with the internal and external audits
• Administer the Council’s allotment function
• Administer and clerk the Council’s Planning Committee

Main Duties

• ensure authorisation and payment of invoices
• prepare and manage invoices and receipts
• undertake bank reconciliations
• maintain the cashbook and other integral parts of the finance system
• submit quarterly VAT returns
• assist in the preparation and management of project, committee, and council budgets
• prepare budget monitoring reports, schedules of payments and other statements as required for the council and its committees
• assist in the preparation of the Council’s Annual Governance & Accountability Return (AGAR)
• operate the council’s grant programme
• attend council meetings as required
• maintain the Council’s asset register
• advise on matters relating to financial management and governance
• receive planning applications and prepare the three weekly planning committee agenda, clerk the Planning Committee and submit the Council’s responses to the planning authority
• administer the Council’s allotment scheme – e.g. prepare annual tenancies, maintain the waiting list, undertake quarterly allotment inspections
• provide general administrative support to the Council as and when required, including the covering of reception when the Administration Officers are not available.

General Duties

• to undertake such other duties and responsibilities as may be required and which are consistent with the general level of responsibility of this role and the needs of the Council
• to attend meetings of the Council and its Committees as appropriate
• to convene or attend meetings, as appropriate within the community to promote partnership working and effective communications
• to prepare and produce reports and associated supporting materials for Council meetings
• to maintain personal and professional development to meet the demands of the job
• to establish and maintain effective working relationships within and outside the organisation, always engendering a team spirit
• to uphold the Council’s core policies and procedures
• to maintain and process records accurately

Contacts

 

The postholder will be required to present an appropriate, positive image of the Town Council dealing with all contacts in a professional and respectful manner.

Internal contacts: Councillors, officers of the council

External contacts: contractors, suppliers, representatives of partner organisations and other local authorities, businesses, and members of the public

Notes

The Town Council reserves the right to alter the content of this job description, after consultation, to reflect to the job or services provided without altering the general character or level of responsibility.

PERSON SPECIFICATION

Qualifications

Essential

• Educated to A-level or above
• Undertake Introduction to Local Council Administration (ILCA), and Financial Introduction to Local Council Administration (FiLCA) within 12 months of employment

Desirable

• Educated to degree level
• Recognised accountancy or bookkeeping qualification at Level 3 or above

Experience / Knowledge

Essential

• Minimum 3 years’ experience in a financial or relevant field
• Knowledge of budget setting, monitoring process and controls and financial management reports

Desirable

• 5 years’ experience in similar job role without a degree
• Understanding of local government processes and procedures
• Knowledge of RBS Omega financial software for local authorities
• Experience of working in a political environment

Administration and Organisational Skills

Essential

• Good workload management skills.
• Successful project management
• Confident problem solver
• Time management skills
• Self-motivated, punctual, reliable, and able to maintain confidentiality
• Excellent attention to detail, organisational and administrative experience
• Experience of working on own initiative

Desirable

• Business perspective acumen

Communication

Essential

• Excellent inter-personal, written, oral, keyboarding and reporting skills.
• Effective communication with elected members, council officers, the public and the media

Desirable

• Experience of giving presentations to a wide audience

Flexibility and Responsiveness

Essential

• Attendance at regular evening meetings
• Willingness to work weekends be called out in emergencies.
• Ability to work as part of a team and cover for colleagues when required.
• Ability to work to deadlines

Desirable

• Flexibility to respond quickly to situations

Information Technology

Essential

• Computer literate, particularly with spreadsheets

Special requirements & employee screening checks required for successful applicant

Essential

• High numeracy and analytical skills
• Right to work in the UK
• Qualifications check
• References

General Requirements

Salary

The post is graded on an annual incremental scale, subject to satisfactory performance, as follows:

SCP14  £23,484
SCP15   £23,953
SCP16   £24,432
SCP17   £24,920
SCP18   £25,419
SCP19   £25,927

Terms and Conditions

The appointment will be subject to the terms and conditions laid down in the NJC for Local Government Services as supplemented by local agreements and by the rules of the organisation.

Annual Leave

The post attracts an annual leave entitlement of 22 days per year plus public holidays.  A further 4 days are added following 5 years continuous service.

Pensions

Dawlish Town Council is an “Admitted Body” to the Local Government Pension Scheme.

Medical Fitness

The person appointed will be required to complete a confidential medical declaration form and the appointment may be dependent on the issue of a satisfactory report from the Organisation’s medical adviser if necessary.

Probationary Period

The appointment is subject to a six-month probationary period pending satisfactory service.

Notice to Terminate Employment

The post holder is required to give 1 month notice of the termination of their employment.  The minimum period of notice to which the post holder is entitled is one month, increasing after four years’ service by one week for every subsequent year up to a maximum of 12 weeks.

Travel

Where you are required to use your vehicle for work purposes, you will be reimbursed business mileage at the prevailing Her Majesty’s Revenue & Customs rates of 45p for the first 10,000 miles.

Interview Date

Interviews will be held during week commencing 8 August 2022.