Clerk to Community Council

CLERK TO EWENNY AND ST BRIDE’S MAJOR COMMUNITY COUNCILS \- JOB DESCRIPTION

Job Title: Clerk and Responsible Financial Officer (RFO) to the Community Councils

Responsible to: Full Community Council

Responsible for: All Council staff, property and financial resources

Employment Status: Part\-time. 20 hours per week up to 31 August 2027, 14 hours per week from 1 September 2027 to include some evening work and occasional weekend hours

Salary scale: NALC salary scale SCP 24 \- 28 £18\.35 \- £20\.29 per hour (£35,412 – £39,152 per annum pro rata). Starting salary and scale point dependent on competence, qualifications and experience.

Introduction

St Brides Major Community Council and Ewenny Community Council are small rural communities close to the coast in western Vale of Glamorgan. At present they are separate neighbouring community councils with their own councillors and clerk support. However both councils will be merging in May 2027 to create a new and larger community Council which is to be called Ewenny and St Brides Community Council.

In preparation for the merger in May 2027 both community councils have agreed to recruit a Clerk who would work for both community councils up to May 2027, and then TUPE transfer to the new merged community council at the end of May 2027\.

The merged Community Council will from May 2027 consist of 13 Community Councillors and one Clerk. The successful candidate will be employed by St Bride’s Major CC and work for both St Brides Major and for Ewenny community councils up until 27 May 2027, and will then TUPE transfer to the newly established Ewenny and St Brides Community Council which will come into being at the end of May 2027\.

Job Purpose: The Clerk is the sole employee of the Community Council and undertakes both the role of Community Council Clerk and Responsible Financial Officer (hereafter referred to as the Clerk). The Clerk must develop and manage policy, strategy, and crucially, operations across the Community Council’s remit, by working with Community Councillors, external bodies, and members of the public to drive positive change. As the Responsible Financial Officer, the Clerk must also maintain functions required by law, including providing practical support, legal advice, and seeking opportunities to develop the Community Council’s services and facilities to meet the needs of the community. The responsibilities for Clerk and Responsible Financial Officer are outlined separately for clarity.

Job Purpose:

1\. To ensure that the Council’s civic and administrative functions and services are performed professionally and in accordance with all relevant statutory obligations.

2\. To carry out all the functions required by law of a local authority’s Proper Officer in a timely manner and to issue all statutory notifications.

3\. To ensure that the Council’s Standing Orders and Financial Regulations are correctly

observed and implemented.

4\. To manage the Council’s employees effectively and to be the Council’s principal adviser

on policy matters, to be responsible for all aspects of Health and Safety, manage the

provision of Council services, buildings, land and resources and to promote the Council.

5\. To be responsible for ensuring that the instructions of the Council in connection with its

function as a Local Council are carried out and to produce all the information required for

making effective decisions and to constructively implement all decisions.

Duties and Responsibilities \- Clerk

1\. To ensure that statutory and other provisions and notices governing or affecting the

running of the Council are observed and to advise the Councillors on all meeting procedures and regulations.

2\. To be the Council’s principal adviser on all policy issues, to keep services and activities

under continuous review and to identify, plan and implement improvements in quality,

efficiency and effectiveness.

3\. To keep up to date with changes in legislation and forthcoming changes and advise the

Council accordingly ensuring that all Council policies and procedures meet statutory

requirements.

4\. To prepare and publish, in consultation with appropriate Members of the Council, agendas for meetings of the Council and Committees in accordance with all statutory requirements and prepare minutes for approval, other than where such duties have been delegated to another Officer.

5\. To ensure all meetings of the Council and all meetings of its Committees, Sub

Committees and Working Parties are clerked, attending personally other than where such

duties have been delegated to another Officer, and to maintain Councillor’s attendance

records.

6\. To action all necessary and appropriate correspondence and documents on behalf of the

Council as a result of the instructions, or the known policy of, the Council or, when

appropriate, bring relevant items to the attention of the Council.

7\. To sign, seal and deliver any agreements, contracts, conveyances, licenses, consents,

approvals etc. on behalf of the Council. To ensure the Council’s planning obligations are

met.

8\. To provide general advice to the Council on the budget preparation process and ensure

that all management reports are presented to the Council and the statutory External Audit

requirements are completed each year.

9\. To ensure that Council’s budget is prepared and balanced and accounts raised and

invoices paid, and prepare records for audit purposes and VAT.

10\. To prepare and publish the Council’s Annual Report.

11\. To study reports and other data on activities of the Council and on matters bearing on

those activities and where appropriate, to discuss such matters with consultants and

specialists in particular fields and to produce reports for circulation and discussion by the

Council.

12\. To manage all other members of staff in keeping with the policies of the Council and employment law and to ensure they perform to expected standards.

13\. To arrange and/or undertake staff annual performance appraisals or reviews and deal

with any redundancy, disciplinary, capability or grievance issues in accordance with the

Council’s policies and procedures.

14\. To undertake all necessary activities in connection with the management of salaries,

conditions of employment and work of other staff.

15\. To apply the principles of equality and equal opportunities as embodied in the Council’s

policies and practices in order to promote equality of opportunity and treatment and the

appropriate attitude and behaviour for all employees.

16\. To monitor the implemented policies of the Council to ensure they are achieving the

desired result and where appropriate suggest modifications.

17\. To be responsible for the management, maintenance and use of all the Council’s

properties and facilities, whether through direct management or through contracts,

agreements or partnerships with other parties or providers.

18\. To act as the official representative of the Council at meetings of other relevant

organisations as required.

19\. To issue notices and prepare agendas and minutes for the Annual Council Meeting,

attend the Annual Council Meeting and to implement the decisions made by the Council.

20\. To maintain effective and positive press and public relations and prepare, in consultation

with key Councillors, press releases about the activities of, or decisions of, the Council.

21\. To take appropriate public relations action to enhance the profile and image of the

Council and promote and protect the views/interest of the Council with all relevant external

organisations or individuals.

22\. To develop effective liaison and working partnerships with other relevant Local Authorities, public authorities, statutory and voluntary bodies and other agencies as the Council’s representative, to ensure the Council is effective in issues affecting the area.

23\. To work to improve, develop and up\-date the Council’s website.

24\. To lead the development and publication of the Council Plan and produce a rolling

business plan, as required.

25\. To have an understanding of planning and development issues as they affect the Council area, in particular Neighbourhood Plans, the Local Development Plan, Local Strategic Partnerships, and advise Councillors accordingly.

26\. To ensure the casual vacancy process is followed when a Councillor vacancy arises. To

explain the requirements of Ordinary Elections to all Councillors and undertake publicity for

recruitment.

27\. To ensure the Council's obligations for financial risk assessment and insurance are

properly met and that H\&S obligations under the Health and Safety at Work Act and other related legislation are met.

28\. To be the principal adviser to the Council on matters of ceremony, civic protocol, and

develop relevant cultural, community and commercial links.

29\. To make appropriate arrangements for civic functions and occasions and attend the

Council on any ceremonial occasions.

30\. To attend training courses on the work and role of the Clerk and the Council’s activities.

31\. To obtain the Certificate in Local Council Administration (if not already gained) as a

minimum requirement for effectiveness in the role.

32\. To manage the arrangements to comply with the Data Protection Act 2018 and the

General data Protection Regulations 2018\.

33\. To manage the Council’s burial service (allocation of burial plots) using Scribe accounting software.

34\. To effectively manage the merger of Ewenny and St Brides Major community councils. To ensure systems, processes and plans are in place to ensure the merger is successful.

Duties and Responsibilities

1\. As the Council’s Responsible Financial Officer to be responsible for all financial

procedures and records, and the careful administration of its finances, in compliance with

all statutory obligations or othe

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