Sunninghill & Ascot Parish Council - Vacancy for Clerk & RFO

Name of recruiting organisation

Sunninghill & Ascot Parish Council

Employed role/Volunteer role

Employed

Permanent role/Fixed term role 

Permanent

Location:

Hybrid - Home and office based

Salary:

£46,731 - £55,367 pa

Hours:

37 hours per week, worked flexibly.  Clerking meetings in evenings 1-2 times per month.

Our council and the role:

The role is as Clerk & Responsible Financial Officer for the parish council.  The Clerk’s key role in advising the council, and Councillors, on governance, ethical and procedural matters.

Sunninghill & Ascot Parish encompasses the villages of Cheapside, South Ascot, Sunninghill and the larger community of Ascot and North Ascot – approximately 12,000 residents in total.  There are 16 councillors and the precept for 2025/26 is £400,000.

The council employs four further, part-time, officers – an Assistant Clerk, a Projects Administrator, an Events & Finance Administrator and an Administrative Assistant. The council office is currently open in the mornings from Monday to Thursday, therefore hybrid working is expected - working in the office when it is open to the public and from home the remainder of the time. 

The council maintains four play parks, two wildlife areas, one cemetery and one set of allotments.  Maintenance is carried out by two local companies under contract.  Two football pitches are hired out to a local team and a small pavilion is hired out on an ad-hoc basis. 

Full council meets seven times per year.  There are three committees: Finance & Personnel (meeting four times per year); Leisure & Cultural (meeting five times per year); Planning (meeting monthly – currently clerked by another officer).

Duties will include:

  • To ensure that statutory and other provisions governing or affecting the running of the Council are observed.
  • To monitor and balance the Council's accounts and prepare records for audit purposes and VAT (an external bookkeeper is currently contracted and this arrangement could continue if necessary).
  • To ensure that the Council's obligations for Risk Assessment are properly met.
  • To prepare agendas for meetings of the Council and Committees and to ensure such backing papers as may be necessary are made available to members in a timely fashion. To attend such meetings and prepare minutes for approval, other than where such duties have been delegated to another Officer.
  • To attend all meetings of the Council and all meetings of its committees and sub-committees, other than where such duties have been delegated to another Officer.
  • 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.
  • To receive and report on invoices for goods and services to be paid for by the Council and to ensure such accounts are met.  To issue invoices on behalf of the Council for goods and services and to ensure payment is received.
  • 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.
  • 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.
  • 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.
  • To monitor the implemented policies of the Council to ensure they are achieving the desired result and, where appropriate, suggest modifications.
  • To act as the representative of the Council as required.
  • To issue notices and prepare agendas and minutes for the Parish Meeting: to attend the assemblies of the Parish Meeting and to implement the decisions made at the assemblies that are agreed by the Council.
  • To prepare, in consultation with the Chairman, press releases about the activities of, or decisions of, the Council.
  • To attend training courses or seminars on the work and role of the Clerk as required by the Council.
  • To work towards the achievement of the status of Qualified Clerk as a minimum requirement for effectiveness in the position of Clerk to the Council.
  • To continue to acquire the necessary professional knowledge required for the efficient management of the affairs of the Council:  Suggested is membership of your professional body The Society of Local Council Clerks.
  • To attend the Conference of the National Association of Local Councils, Society of Local Council Clerks, and other relevant bodies, as a representative of the Council as required.

The ideal candidate will have/be:

Key Criteria

Essential

Desirable

Education and

Qualifications

High level of numeracy and literacy.

Degree or equivalent qualification.

Holds, or willing to obtain, the Certificate in Local Council Administration (CiLCA)

Other relevant, recognized professional qualifications (for example in administration, finance, health & safety).

Competences

(Knowledge, abilities,

skills, experience)

Ability to manage projects, delivering results to an agreed timescale and within budget.

Good oral communication

Ability to analyse and communicate complex data, write clear and accurate reports and correspondence.

Ability to take clear and accurate

minutes of meetings

Ability to research and identify relevant information and act on it in a timely way.

Experience of leading and developing a small staff team

Ability to manage land, buildings and other resources

Experience of financial management including budget setting and budget monitoring

Proactive and confident in the use of IT, particularly Microsoft Office; but also remote meetings, website management and a range of social media

Ability to build trust and understanding within a complex area or organisation.

Interest in community and grass-roots local government

Experience of project management

Experience of Committee administration

A working knowledge of the principles of bookkeeping and ability to use a computer accounting package

Experience of community engagement.

A working knowledge and understanding of local government structure and practices.

Other requirements

Willingness to work evenings when Council or committees meet.

Willingness to undertake training and take responsibility for own professional development.

Able to move around the Parish

Council area to attend meetings and engage with residents and others.

What we offer you in return:

  • Flexibility in working hours and hybrid working;
  • Support to achieve appropriate qualifications and ongoing training;
  • A large council with multiple sites meaning a varied and interesting role;
  • Councillors who are engaged and active in the community and a chairman who is very supportive and proactive;
  • A friendly, competent and supportive team of officers to work with;
  • Joining the parish council at an exciting time as the Ascot rejuvenation planning is underway.

How to find out more details and apply:

See the parish council website https://sunninghillandascotparishcouncil.co.uk/clerk-and-rfo-vacancy/ or email enquiries@s-a-pc.com.

Applicants are invited to send their CV with a covering letter to Maryann Morgan at enquiries@s-a-pc.com.

Closing date:

18th April 2025