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Prodrive Recruitment Ltd are seeking a detail-oriented Administrative Assistant to join our clients team. To provide support to the Town Clerk with administrative duties in connection with its function as a Local Authority .

Specific Responsibilities

* To assist in preparation, in consultation with the Town Clerk, agendas for meetings of the Council and Committees.

* To issue notices from preparation of agendas, attend such meetings and prepare minutes for approval for Full Council, Committee Meetings of Finance and Facilities and Planning and to implement the decisions made from those meetings that are agreed by the Council, other than if this task has been delegated to another officer.

* Liaising with the District Council as the Local Planning Authority and with other relevant bodies (e.g. Worcestershire County Council, The Environment Agency) as necessary and or in conjunction with the above.

* To assist and support the Millennium Green Trust.

* To attend and administrate other meetings of the Council such as Working Groups and sub-committees other than where such duties have been delegated to another Officer.

* To arrange meetings with voluntary and project working groups (such as but not exclusively the Events Working Group, Projects Working Group, Flood Defence, Neighbourhood Planning Group, Friends’ groups and Road Safety).

* To produce reports on projects assigned to you for circulation and discussion by the Council.

* To assist in the development and implementation of the Council's policies, strategic plans and services, to ensure that the administration of the Council's statutory functions, financial affairs, and projects are carried out effectively and that business continuity is maintained.

Other Duties

* To assist the Accounts Administrative Assistant when required with the receipt of invoices and to record in the Council’s accounting software producing reports for the appropriate agenda for approval of payment.

* To assist the Accounts Administrative Assistant when required with operating the office petty cash system including cash recordings and reconciliations as required by the Town Clerk/RFO.

* To raise purchase orders and issue invoices on behalf of the Council for goods and services and ensure payment is made/received.

* To assist the Town Clerk in duties associated with the Council's obligations for risk assessment and that these risks are properly met.

* To assist in managing the Council’s Parks and Open Spaces including ensuring the appropriate regulatory requirements are met in the interests of keeping the public safe.

* To receive timesheets and checklists from the caretaker and ensure that any areas of concern highlighted in the check sheets are brought to the attention of the Town Clerk.

* To monitor and maintain the schedule of works for the caretaker and contracted Lengthsman.

* To be the first point of contact for maintenance of the Town Council’s physical assets (to include but not exclusively Wyre Hill Park Area, Riverside North Park, Millennium Green, Toilets, Notice Boards and Street Furniture).

* To receive correspondence and documents on behalf of the Council and to deal with the correspondence or documents or bring such items to the attention of the Town Clerk or Council/Committee. To issue correspondence resulting from instructions of, or the known policy of the Council.

* To meet with and request quotations from contractors in order to implement works agreed by the Council as required.

* To assist and prepare the creation of tender documentation and contract award.

* To manage the Grant Award Scheme and Civic Award Scheme administered by the Town Council in conjunction with the administrative team.

* To organise events and projects on behalf of the Town Council to include sourcing, road closure applications, booking acts and entertainment.

* To assist with bid writing and formal application of external grant funding.

* To assist with the organisation and preparation of civic, town and statutory events; Remembrance Sunday, Civic Sunday, The Annual Town Meeting and the Annual Town Council Meeting (Mayor Making) and Christmas Illuminations Switch On.

* Assist the Town Clerk to manage the council’s assets and to maintain and up to date Asset Register.

* To assist and/or prepare press releases about the activities of, or decisions of, the Council.

* When required 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.

* To prepare the monthly one-page submission to the Bewdley Bridge Magazine in conjunction with the Mayor, Committee Chairman and other officers who will each provide content for such.

* To attend training courses or seminars as required by the Council.

* To field enquiries from members of the public and other organisations and to act in a professional manner as appropriate for an officer of a Local Authority.

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

Job Type: Full-time

Pay: £13.00-£14.00 per hour

Expected hours: 40 per week

Work Location: In person