LITTLEHAMPTON TOWN COUNCIL APPOINTMENT OF DEPUTY TOWN CLERK & RESPONSIBLE FINANCIAL OFFICER RECRUITMENT INFORMATION APRIL 2016
LITTLEHAMPTON TOWN COUNCIL Contents INFORMATION BOOKLET 1 Littlehampton Town Council 2 Advertisement 3 Job Description 4 Person Specification 5 Application Form (Separate Document) 6 Staffing Structure (Separate Document) 7 Meetings Calendar (Separate Document) If you require any further information please contact Peter Herbert, Town Clerk at the address below. If you have a disability and require any special arrangements in completing the application form or attending for interview please let me know. Littlehampton Town Council Manor House Church Street Littlehampton West Sussex BN17 5EW Tel: 01903 732063 Fax: 01903 731690 Email: ltc@littlehampton-tc.gov.uk CLOSING DATE FOR APPLICATIONS 4.30pm on Monday 23 rd May 2016 Completed applications should be marked Private & Confidential and addressed to the Town Clerk at the above address
LITTLEHAMPTON TOWN COUNCIL The Town of Littlehampton The town of Littlehampton lies on the south coast between Bognor Regis to the west and Worthing to the east. It has a resident population of more than 28,000, which as a result of new development, is likely to increase significantly over the next few years. With two award winning beaches, the beautiful river Arun and river walkway, a large seafront green and in close proximity to the South Downs National Park, tourism is a key part of the local economy. The Town Council working in partnership with the local community deliver a diverse range of events and activities throughout the year for residents and visitors which maximise these wonderful, natural facilities. The town centre is small, but busy with an active Traders Partnership which is supported by the Town Council. The secondary centre of Wick also has an active Traders Association. Although the town is growing it retains a very strong community identity which was emphasised during the consultation on the Littlehampton Neighbourhood Plan which was adopted in October 2014. The town has benefitted from an active regeneration programme over the years and although pockets of deprivation still remain, Littlehampton is very much on the up, with some iconic art projects that have received worldwide acclaim and significant infrastructure improvements to be delivered through new development.
The Town Council Littlehampton Town Council was created in 1974 following the reorganisation of local government and the disbanding of Littlehampton Urban District Council. It is, in financial terms, the largest parish in West Sussex with a precept of over 1 million. The residents are currently represented by 15 Councillors (covering 8 wards) each elected for a term of four years, the last election being in 2015. Each year the Council elects from amongst its members the Town Mayor and Deputy Town Mayor. The current political composition of the Councils is 7 Liberal Democrats, 3 Conservatives, 3 Labour and 2 Independent. The Council s Mission Statement is: The Members of Littlehampton Town Council, are committed to providing, maintaining and developing services and local initiatives, which will improve the quality of life of the residents of Littlehampton & Wick. Principal Aims The Town Council will serve the community by: Providing and maintaining a range of public services and seeking to develop effectively other services, either directly or by supporting local organisations and other providers. Actively pursuing their representative role. Beliefs and Values In carrying out the Council s aims, the Town Council will be guided by the following principles: Delivering services to the highest quality in terms of efficiency, effectiveness and value for money. Promoting a culture of continuous improvement. Conducting business openly, impartially and democratically and where necessary consulting widely with parishioners, all sections of the community and interested parties. Complying with the National Code of Local Government Conduct and the Nolan Principles in public life. Obtaining from contractors and partners the best possible service value whether from statutory bodies or subcontracted services. Acting in the best interests of local people in making representations to and entering into partnerships with: o Arun District and West Sussex County Councils o Outside Agencies o Central Government o Other appropriate private, public or voluntary sector groups Adopting a positive approach to resolving issues. Encouraging all staff to reach their full potential.
Functions of the Town Council The only statutory function provided by the Town Council is ownership and management of 5 allotment sites. With two new, large housing developments currently under construction the number of allotments sites will significantly increase over the next 5 years. However, the Town Council also: Manages Littlehampton Museum which is based in the ground floor of the Town Council offices at the Manor House. Employs a direct workforce of 4 permanent staff, the A Team, who are responsible for the general maintenance of the Council s buildings and facilities assisted by casual staff in periods of high workload. The A Team also take care of the streetscene and graffiti removal. Owns and manages the Manor House (Town Council offices), Southfields Community Centre and Project 82 (based in Wick), which provides youth services. These are supported by caretaking services directly employed by the Council. It is also anticipated that the Town Council will own and manage another 2 community centres which will be funded through the sale of Town Council land and S106 funding relating to new development. Lists amongst its assets a wide range of street furniture, seating and shelters including an art project Stage by the Sea which is situated on the seafront and the War Memorial. In addition the Town Council supplies and maintains trees and floral displays and is currently investigating further art installations. Frequently works in Partnership with other authorities and local organisations in particular Arun District Council, whose Civic Centre is based in Littlehampton and West Sussex County Council who are based in Chichester. This is particularly highlighted by the joint work on the major housing developments in the town. The development of the Littlehampton Neighbourhood Plan strengthened the Town Council s links with the community and there are many active voluntary and resident groups with whom the Council regularly consults. Has an active grant programme, providing financial support to many community groups in the town. Supports local tourism, arts, sports, events and publicity campaigns to raise the profile of the town. The Town Council also produces and delivers a quarterly newsletter to every household, keeping residents informed about what is happening in their community. Meetings All the council meetings are held in the Millennium Chamber of the Manor House and normally commence at 6.30pm as set at the beginning of each Council year by each Committee. The Committee calendar for 2016 is set out in appendix 1. Staffing Structure The Council s staff implements the Council s policies and administers and operates the functions and services as set out above and as outlined in appendix 2.
Manor House, Church Street, Littlehampton, West Sussex BN17 5EW Telephone: 01903 732063, Facsimile: 01903 731690 ltc@littlehampton-tc.gov.uk, www.littlehampton-tc.gov.uk Deputy Town Clerk and Responsible Financial Officer (based at the Manor House) 34 hours per week NJC Salary Scale (SCP 44-47) 38,405-41,140 (pro rata) Littlehampton Town Council is seeking a highly motivated, experienced professional to support the Town Clerk in ensuring the smooth running of the Corporate Governance and Financial administration of the Council and oversee its central administration. Preferably with a recognised accounting qualification, you will be able to effectively manage the Council s finances, ensuring compliance in line with the Accounts and Audit Regulations. Experience of maintaining a small monthly payroll using Sage is also required. Other duties include deputising for the Clerk, attending occasional evening meetings; acting as Office Manager and managing several small teams and leading on HR, IT, Insurance and security. For further details and an application pack please contact: Peter Herbert Town Clerk Littlehampton Town Council, Manor House, Church Street, Littlehampton, West Sussex, BN17 5EW Tel: 01903 732063 Email: ltc@littlehampton-tc.gov.uk Closing date for the receipt of applications is 4:30pm on Monday 23 rd May 2016 The Town Council is an equal opportunities employer.
PERSON SPECIFICATION (To be assessed by application form, interview and reference). DEPUTY TOWN CLERK & RESPONSIBLE FINANCE OFFICER 34 hours per week ATTRIBUTES ESSENTIAL DESIRABLE Decision Making and Judgment Knowledge and Skills Work Demands Creativity, Innovation and Problem Solving A proven record of willingness and ability to make decisions that fall within level of responsibility Experience of working in a political, public sector environment Knowledge of the Town/Parish Council sector. Recent experience of the financial affairs of an organisation. Experience of liaising and working at a senior level with other organisations. Experience of working with Accounts at a high level. Experience of running a Payroll system. Good presentation, numerical and organisational skills. Good knowledge of organisational IT needs. Excellent communication skills (in plain English) both orally and written. Excellent interpersonal skills. Experience of leading an organisation s HR function. Working towards a recognised accounting qualification. Experience and ability to organise and time-manage workload. Ability to organise, conduct, chair and speak at Meetings. Ability to solve complex problems to tight deadlines. Ability to work flexibly within a team and contribute to team ideals. Experience of working for or with a Town/Parish Council. Experience of overseeing an organisation of insurance needs. Understanding of the key issues impacting local government, especially town and parish councils. Experience of drawing up and monitoring contracts and contractors. Ability to motivate a crossfunctional team and to ensure results are delivered. Part/fully qualified ACCA, CIPFA, ICA OR CIMA. Experience of working with SAGE Payroll Line 50. Experience of dealing with a wide range of correspondence and enquiries.
ATTRIBUTES ESSENTIAL DESIRABLE Representing the Town Council Professionalism in representing an organisation to colleagues, other organisations and the public. A good understanding of the issues facing Littlehampton Town Council. Other Requirements Excellent IT skills, (Microsoft Office). Ability to attend evening meetings. Ability to work flexibly and on own initiative; managing changing and conflicting priorities. Flexibility to undertake very occasional weekend work.
JOB DESCRIPTION JOB TITLE: RESPONSIBLE TO: RESPONSIBLE FOR: Deputy Town Clerk and Responsible Financial Officer (P/T) Town Clerk Finance Assistant (P/T); Personal Assistant to the Town Clerk; Mayor s Secretary and Amenity Team Coordinator PRINCIPAL DUTIES: (a) Manage and administer the Council s financial affairs in accordance with the Accounts and Audit regulations 2015. (b) To advise the Clerk and Members on matters relating to the budget, income and expenditure, including procedures, methods and protocol. (c) Deputise for the Town Clerk in his/her absence. (e) To manage and administer the Council s payroll and pension policy. (f) To manage the Town Council's Administration Team, ensuring that proper and accurate records and filing systems are maintained, the office is staffed at all times the Town Council is open to the public and that all procedures relating to best office management practices are followed. (g) Assist the Town Clerk in meeting the legal, financial and administrative obligations of the Council, providing advice and information as requested by the Town Clerk and the Councillors. (h) Attend committees and meetings as agreed with the Town Clerk. Advise the Council in matters relating to committees, specifically Policy & Finance and Governance & Audit. (i) To assist all other heads of service in the exercising of their duties and provide cover as necessary in their absence, to include organising training and staff development. (j) To manage the Town Council s insurance and security matters. (k) To advise the Town Clerk on all human resources matters and lead on related day to day matters. (l) To advise the Town Clerk on all IT and telephony matters and lead on related day to day matters. (m) To oversee the management of the Amenity Team.
RESPONSIBILITIES 1. To effectively manage and monitor the Councils finances and to advise the Council on its financial strategy and policies, to include investment, cash flow and bank transfers. 2. In conjunction with the Town Clerk, prepare and advise on the annual estimates of income and expenditure for revenue services (Revenue Budget) and advice on the capital budget programme. 3. To provide the Committees of the Council with a regular monitoring statement as per Financial Regulations. 4. To review and ensure compliance with the Council s Financial Regulations and recommend any necessary amendments to the Policy and Finance Committee. To attend such committee or other as may prove necessary. 5. To ensure the production and publishing of the annual Statement of Accounts in accordance with the requirements of the Accounts and Audit Regulations 2015 for larger councils. 6. To manage staff payroll and the Local Government Pension Scheme and ensure staff are paid by the 20th of each month. 7. To complete all statutory and financial returns including PAYE, NIC, VAT and Pension Scheme. 8. Establish and maintain a cost centre based accounting system. 9. Review and implement the Internal Audit role. 11. To manage insurance risk, process claims as necessary and maintain the property and asset register and report annually to the Policy and Finance Committee on insurance risk covered. 12. To supervise the administrative staff and ensure the keeping accurate of up to date committee records and filing systems. 13. To oversee the preparation of work schedules and the repair and maintenance programmes for civic buildings and facilities owned by the Town Council, to include recreation grounds, open spaces and street furniture, through the Amenity Team Coordinator. 14. Maintain personnel records, keeping appropriate details of annual and flexi leave and sickness records for all staff. 15. In the absence of the Proper Officer to assist in the provision of the legal and prescribed duties of the Proper Officer as Deputy Town Clerk. 17. To maintain detailed Health and Safety and Fire Protection and security systems within the Council and to supervise health and safety matters as they relate to the Offices. 18. To assist in the provision of an emergency call out service on behalf of the Council, acting as key holder as necessary. 19. To maintain contracts in line with the Council s Standing Orders and Financial Regulations. 20. To manage and monitor compliance with the Council s Procurement Policy. 21. To review and update the Councils Risk Registers. 22. To undertake any other duties that may be required by the Town Clerk from time to time appropriate to the grade and designation of the post.