Deputy town clerk

Middlewich Town Council

The deputy town clerk will be an officer of the council and in the absence of the town clerk (proper officer) is under a statutory duty to carry out all the functions, and to serve or issue all the notifications required by law of the local authority’s proper officer.

Main Purpose 

• To assist, support and deputise for the town clerk in all aspects of the day to day management and operation of council services and resources as delegated by the town clerk, and 
• Additionally support the town clerk and the responsible financial officer in the careful application and administration of its finances, as per the council’s Financial Regulations and Standing Orders and policies and procedures.  

The deputy town clerk will be accountable to the town clerk and will be the person to undertake the activities and statutory responsibility of the proper officer, town clerk and responsible finanical officer in the absence of the town clerk and responsible financial officer. Any decisions exercised under this delegation shall be recorded in a delegations register. 

Finance and Purchasing 
To assist the town clerk with oversight and appropriate responsibility for the daily activities of the responsible finanical officer regarding the financial operation of the town council. This includes but is not limited to 

• Assisting in the preparation of estimates and budgets. 
• Assisting the town clerk and the responsible financial officer with continued compliance with the town council’s financial regulations. 
• Assistance to the responsible financial officer with the preparation of End of Year Accounts and submission for annual audit where required. 
• Work alongside the town clerk and responsible financial officer to maximise income generation within the ethos of the town council. 
• Assisting in the production of tender documents for contract work, invitation of tenders, acceptance and subsequentissue of contract documents and management of contract disputes. 
• Assist in, or where delegated, research relevant grant and CIL/S106 opportunities in order to fund elements of town council work and submitting/managing applications. 

Human Resources and Health and Safety 

• Daily operational management and supervision of those members of staff identified in the organisational structure of the town council. 
• Responsible for the implementation of Health and Safety Regulations where required, and the development and maintenance of all risk assessments and their annual review for the approval of the town clerk. 
• Ensure ongoing staff compliance with the councils Staff Handbook, and where necessary assist the town clerk in the management of grievance and disciplinary matters in accordance with the council’s grievance and disciplinary rules. 

Marketing, Communication and Events 

• Assist the town clerk in promoting the work of the town council and its appointed mayor through newsletters, annual reports, social media, noticeboards, and the town council website in accordance with relevant policies. 
• Identify any opportunities to improve the reputation of the town council and its appointed mayor to the town clerk. 
• To plan, organise and co-ordinate council events in conjunction with the Councils Events Committee and as directed by the council. 
• Maintain and participate in effective public relations and internal and external communication at all times. 

Administrative Responsibilities 
To assist the town clerk with all town council services and functions, including: 

• Attendance at town council, Committees, Sub-Committee, the Annual Town meetings where required 
• To take responsibility for signing off the summons, agendas and reports, and the keeping of minutes and records for meetings of the town council and its Committees and Sub Committees where delegated or required by the town clerk. 
• In the absence of the town clerk, provision of advice and support to the mayor, chair of Committees and members of the town council. 
• The efficient operation of the town council buildings, town ranger scheme and other employees. 

Return to listing