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Prodrive Recruitment Ltd are seeking a meticulous and organised individual to join our clients team as a Clerical Support Officer. This Part Time role involves providing administrative assistance and ensuring the smooth operation of office procedures associated with supporting the Town Clerk, Mayor and Town Councillors.

Basic Purpose

1. To assist in the provision of comprehensive and confidential administrative support to the Town Clerk, Mayor and Town Councillors.

2. To work within the framework of the Town Council’s policies and codes of practice.

3. To support all administration, caretaking/maintenance staff and contractors to ensure the smooth running of the Town Council’s services and activities.

4. To ensure that the Mayor and/or Deputy Mayor are kept fully appraised of all civic matters.

5. To deal with all invitations and civic correspondence.

MAIN DUTIES & RESPONSIBILITIES

1. To maintain and develop the Town Council’s physical and electronic filing system, ensuring data quality and as such the integrity of management information through the proper use and the safekeeping of data.

2. Organising the Town Council civic functions (including but not exclusively the Annual Town Council Meeting and Mayor Making ceremony, The Annual Town Meeting and Remembrance Sunday) and to arrange for catering to be provided as necessary. Working hours may include some evening and weekend working to facilitate the organisation of Civic functions.

3. To organise and administer all civic duties including;

· day to day contact with the Mayor/Deputy Mayor and ensure that they are kept fully appraised of all civic matters.

· dealing with correspondence and communication regarding Mayoral and Civic events;

· overseeing the Mayor’s diary and maintaining an up to date record of mayoral functions on the electronic calendar; and ensuring that all civic invitations and correspondence is given an acknowledgement with rsvp’s recorded in the civic diary (electronic and hard copy diaries are maintained).

· To regularly meet with the Mayor/Deputy Mayor to appraise of civic invitations and gather responses on attendance at such events.

· To organise and administer Mayor’s Charity events, with occasional attendance at such events.

· liaising with and advising on matters of civic etiquette and protocol;

· providing support at Civic and Town Council events;

· co-ordinating Mayoral and Civic Events; overseeing the upkeep and security of the civic regalia to ensure that it is maintained to a high standard.

· Liaison with the Voluntary civic roles (Macebearers, Town Constable and Parade Marshall) in preparation and attendance at civic events.

· Regular audit of Mayoral and Civic Robes and attire to ensure that all items are clean, pressed and in good order. An inventory should be maintained with allocation of robes and hats. Before every civic event where robes will be worn it is essential that a review is carried out to ensure that each councillor member has individual allocation of the correct civic attire.

· Regular audit of the Mayor’s Parlour and items contained within.

4. To assist in maintaining the inventory and insurance schedule of all council assets to include furniture and equipment, recording all acquisitions and disposals and accounting for same; including undertaking an annual stocktake and valuation as required by the Proper Officer and Council’s insurers.

5. Supply content, mainly civic / mayoral related for inclusion in the monthly independent town magazine – The Bewdley Bridge.

GENERAL DUTIES AND RESPONSIBILITIES

1. To provide main reception cover and deal with enquiries (by face to face, email, Facebook and telephone) from members of the public, Councillors and other stake holders.

2. To provide other office services as required, including photocopying, distribution of information, maintenance of stationery supplies, incoming and outgoing post, receiving monies and banking monies received.

3. Raise purchase orders and issue invoices on behalf of the Council for goods and services.

4. Assist the Town Clerk in ensuring that accurate agendas and reports are available for all meetings of the Council, its Committees and Working Groups including photocopying and the circulation of such.

5. When required take accurate and relevant minutes of meetings of the Council, its Committees and Working Groups.

6. To update and maintain the Council’s website and social media and ensure that these are regularly reviewed to provide accurate and up to date information.

7. To respond to enquiries daily from members of the public using the communication channels of the Council website contact form or social media platform.

8. To administer and maintain all council noticeboards, administering the booking calendar, and removing and replacing expired advertising material on a weekly basis.

9. To assist the Town Clerk in various projects and events as directed by the Council.

10. Act as a council representative as and when required.

11. To carry out any other general administrative duties as required by the Council or the Clerk.

12. To assist with obtaining quotations and tenders.

13. To assist with the administration of the Town Council’s Grant Funding process, collation of the correct and fully completed paperwork to present to the relevant committee for consideration.

Job Type: Part-time

Pay: £13.00-£14.00 per hour

Expected hours: 20 per week

Education:

* A-Level or equivalent (preferred)

Experience:

* Customer service: 3 years (required)

* Administrative experience: 3 years (required)

Language:

* English (required)

Licence/Certification:

* Driving Licence (required)

Work Location: In person