Parish Clerk & Responsible Financial Officer (RFO)

Speen Parish Council

Employed role

Permanent role

Location: Home based -Speen Parish Council, with one evening meeting per month at Speen Pavilion, Speen Recreation Ground, Newbury, RG14 1UD.

Salary: Salary is based on the National Association of Local Councils pay scale SCP23 of £18.44 per hour (FTE: £34,434) + Working from home allowance.

Hours: The post is part-time (20 hours per week) worked flexibly from home and attending one evening meeting per month.

Our council and the role:

Speen Parish Council covers five distinct settlements – Speen, Bagnor, Marsh Benham, Stockcross and Woodspeen with a combined population of 2678. There are 10 Councillors and the annual precept is over £60,000.

The Council is seeking highly organised and committed applicants to undertake this key role which is responsible for all day-to-day organisation and management of the Council’s services, facilities and finances. You will therefore need to be enthusiastic, flexible and community-focussed with excellent leadership, management, administrative, inter-personal, accounting and IT skills in order to work successfully with Councillors, external organisations, stakeholders and the community.

The Clerk/RFO is responsible for ensuring that all legal, statutory, financial and other governing provisions relating to the Council are observed, all Council meetings are properly administered, and decisions effectively implemented.

Experience in a similar role would be preferred, as would an appropriate qualification however the Council will support an applicant following appointment to study for the Certificate of Local Council Administration (CILCA) qualification. The ideal applicant would have financial and administrative experience and an understanding of local government but training in all aspects will be provided

Duties will include:

1 To carry out all of the functions conferred on the Proper Officer by statute or otherwise.

2 To be responsible for ensuring that the statutory and other provisions governing the administration of the Council and its affairs are complied with.

3 To prepare the agendas and supporting documentation for meetings of the Council and its Committees and to attend such meetings and take and prepare the minutes of such meetings.

4 To receive correspondence and documents on behalf of the Council and deal with such or bring such items to the attention of the Council.

5 To study reports and other data on the activities of the Council and on matters bearing to those activities. Where appropriate to seek advice from NALC, HALC, Officers of the
Principal Authority, other specialists in particular fields or any other source the Clerk or the Council is of the opinion is appropriate.

6 The Clerk will be responsible for ensuring that all decisions of the Council and its Committees are carried out accurately and as promptly as possible.

7 If so required by Council or on his/her own initiative to review and report on the policies of the Council and how effectively they are being implemented having regard to value for money and benefit to the community and where appropriate suggest amendments.

8 To ensure the Council meets its responsibility for Risk Assessment and Risk Management

9 To be responsible for preparing and keeping up-to-date a register of the Council's assets and property ensuring that the property is regularly inspected and maintained and ensuring that it is covered by adequate insurance.

10 If so required by the Council the Clerk will prepare and issue information about the activities of the Council to the press and other media organisations. The Clerk will keep a register of all press releases given to the media.

11 To receive all information as may be required of members in respect of the Code of
Conduct.

12 To carry out functions arising out of authorities devolved to the Clerk.

13 To fulfil the role of Responsible Financial Officer as follows:

• Prepare financial reports for the Council and/or Committee to cover budget monitoring, expenditure and cashbook, bank reconciliations, receipts to date, payment of invoices and other relevant current matters.
• Prepare the draft annual budget
• Submit the precept to the billing authority
• Ensure all money due to the Council is invoiced and collected promptly
• Control payments
• Manage cash flow and control investments and bank transfers
• Make payments due to HMRC
• Make quarterly VAT reclaims
• Prepare and balance final accounts in accordance with the regulations and the Council requirements
• Produce accounts and records for Internal and External Audit in accordance with regulations
• Monitor compliance with the Council’s Financial Regulations.
• Manage insurance risk. To process claims as necessary and report annually to the Council on insurance risk.

14 To develop, manage and update as and when required the Council’s website

15 To apply for grant funding on behalf of the Council for the benefit of the community and manage the application and reporting process

16 To manage applications for S137 Grants

17 To produce Specifications of Works, administer the Council’s tendering process for contracts and manage contracts awarded.

18 To manage all contracts for the hire of the Council’s property.

19. To manage the maintenance of recreation grounds, play equipment and all other assets and obtain quotations repair and/or replacement as required.

18 To communicate effectively and sensitively with the public and to act as a first point for complaints, FOI and general enquiries resolving issues if possible or bringing to the attention of the Council in line with policy.

19 To attend training courses or seminars on the role of the Clerk as required by the Council.

20 To continue to acquire the necessary professional knowledge required for the efficient management of the Council’s affairs.

21 To store and archive all Council documentation as required by regulations.

The ideal candidate will have/be:

Education / Qualifications

Essential

• High level of numeracy and literacy (minimum GCSE English and Mathematics or equivalent).
• Holds or willing to obtain Certificate in Local Council Administration (CiLCA).

Desirable

• Degree or equivalent qualification.
• Other relevant recognised professional qualifications (for example administration, finance).

Work Experience

Essential

• Previous Parish Clerk experience or experience of providing administration support to a high standard.
• Experience in managing projects to deliver required outcomes.

Desirable

• Experience of agenda setting and taking minutes.
• Experience of undertaking risk assessments.

General Skills / Knowledge and Aptitude

Essential

• Experience of using computerised systems Microsoft suite of products including Word, Excel, PowerPoint and Outlook.
• Excellent administrative and organisational skills including ability to organise own work, meet strict deadlines, set priorities and self-motivate.

Desirable

• Experience in Local Government.
• Experience of using Zoom virtual meeting package.

Management Skills

• Budget management.
• Project management.
• Ability to organise effective meetings and events.

Communication Skills

• Ability to communicate in a clear confident manner.
• Ability to work well with members of the public and community leaders with tact and diplomacy.
• Ability to present to wide range of audiences.

Motivation

• Ability to maintain good relationships with councillors, contractors and the public.
• Self-reliant and self-motivated.
• Ability to grow with the role and undertake training.

Strategic Thinking

• Ability to consider the long-term consequences of Council decisions.
• Understanding of the cycle of strategic/tactical and operational management.

Personal Qualities

• Ability to be focused and take a wide view.
• Ability to have a calming influence in difficult situations but galvanise action when things are not happening.

Other

• Able and willing to work specified and ad hoc evening meetings as required.
• Full driving licence and ability to travel around the Parish for work and related meetings and events.
• Can demonstrate flexibility as required.

Additional requirement:
Due to the nature of the role and the rural location of the parish, all applicants will need to have access to their own vehicle and a full, clean driving licence

What we offer you in return:

How to find out more details and apply:

For further information or to apply, please send your CV and covering letter to clerk@speenparishcouncil.gov.uk
Please note that applications without a covering letter will not be accepted.

Closing date:

Friday 25^th September 2025