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BURNTWOOD TOWN COUNCIL
BTC01: TOWN CLERK
JOB DESCRIPTION
OVERALL RESPONSIBILITIES
The Town Clerk is the Proper Officer of the Council and as such is under a statutory duty to
carry out all the functions, and in particular to serve or issue all the notifications required by
law of a Local Authority's Proper Officer. The Town Clerk is totally responsible for ensuring
that the instructions of the Council in connection with its function as a Local Authority are
carried out. The Town Clerk is expected to advise the Council on, and assist in the
formation of, overall policies to be followed in respect of the Authority's activities and in
particular to produce all the information required for making effective decisions and to
implement constructively all decisions. The Town Clerk is accountable to the Council for the
effective management of all its resources and will report to it as and when required. The
Town Clerk is the Responsible Financial Officer and is responsible for all financial records of
the Council and the careful administration of its finances.
SPECIFIC RESPONSIBILITIES
1. To ensure that statutory and other provisions governing or affecting the running of the
Council are observed.
2. Responsible Financial Officer
To ensure that the financial administration operates according to Financial
Regulations and to bring to the attention of the Council any requirement to
undertake a review.
To prepare draft budgets for discussion and present reports to the Council in a
timely manner.
To submit the Precept request to the District Council in a timely manner.
To manage the cash flow, investments and bank transfers of all accounts.
To ensure that payments are made in accordance with policy, receipts are banked
promptly and an adequate system of internal controls is maintained.
To prepare accounts and relevant documents for audit and the annual return.
To maintain the asset register of the Council.
To take overall responsibility for the management of the payroll.
To arrange for the monitoring and balancing of the Council's accounts and
preparation of records for audit purposes and VAT.
3. To ensure that the Council's obligations for Risk Assessment are properly met and that
the Council is fully insured on advice from the Council's insurance company.
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4. To prepare, in consultation with appropriate Members, agendas for meetings of the
Council and Committees and attend such meetings and prepare minutes for approval.
5. To attend all meetings of the Council and all meetings of its committees, subcommittees
and working groups.
6. 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 Council. To
issue correspondence as a result of instructions of, or the known policy of the Council.
7. To study reports and other data on activities of the Council and on matters bearing on
those activities. Where appropriate, to discuss such matters with administrators and
specialists in particular fields and to produce reports for circulation and discussion by
the Council.
8. To draw up both on his/her own initiative and as a result of suggestions by Councillors
proposals for consideration by the Council and to advise on practicability and likely
effects of specific courses of action.
9. To supervise any other members of staff as their line manager in keeping with the
policies of the Council and to undertake all necessary activities in connection with the
management of salaries, conditions of employment and work of other staff.
10. To monitor the implemented policies of the Council to ensure they are achieving the
desired result and where appropriate suggest modifications.
11. To act as the representative of the Council as required.
12. To issue notices and prepare agendas and minutes for the Town Meeting; to attend the
assemblies of the Town Meeting and to implement the decisions made at the
assemblies that are agreed by the Council.
13. To act as Data Protection Manager and to ensure compliance with the Freedom of
Information Act, including the proper maintenance of the Council’s publication scheme.
14. To organise the annual Burntwood Wakes Festival in accordance with the Council's
direction.
15. To organise the annual Burntwood in Bloom Competition in accordance with the
Council’s direction.
16. To organise the annual Grant Aid Presentation Evening in accordance with the Council’s
direction.
17. To oversee arrangements for the Chairman’s Civic Service and Reception; Civic Carol
Service and any fundraising events which the Chairman may wish to hold during his/her
term of Office.
18. To oversee the implementation of the Burntwood Town Strategy in accordance with the
Council’s direction.
19. To act as the Council’s Competent Person with regard to Health and Safety matters and
to ensure that relevant legislation and Regulations are adhered to by the Council.
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20. To prepare, in consultation with the Chairman or Leader, press releases about the
activities of, or decisions of, the Council.
21. To attend training courses or seminars on the work and role of the Town Clerk as
required by the Council.
22. To maintain the Quality Parish Council status.
23. To continue to acquire the necessary professional knowledge required for the efficient
management of the affairs of the Council.
24. To attend conferences, seminars and events as a representative of the Council as
required.
25. To keep safely and conveniently in secure but accessible custody all deeds, plans,
records, letters, writings and other documents of or concerning the Council or its staff.
26. To act as Clerk and manage the affairs of the William Cadman Charity.
27. Such other duties and responsibilities as the Council may reasonably decide from time
to time.
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