NORFOLK PTS

Brief Overview of Hopton-on-Sea Parish Council:

The Parish Council is non-political and is made up of 11 Councillors and 1 Clerk/Responsible Finance Officer. There are 10 Councillors in the south ward and 1 Councillor in the north ward.

There are three Committees – Staffing, Policies & Finance, Planning and a Recreation Ground Working Party. An additional Working Party is being set up to investigate safety in the village.

The Parish Council meet in the Village Hall on a Monday evening, usually the second Monday each month, commencing at 7.30pm. Next meeting dates are 10 February, 10 March, 14 April, 12 May Annual Parish Council Meeting, 9 June, 14 July, 11 August, 8 September, 13 October, 10 November, 8 December.

All policies, including Standing Orders, Code of Conduct and Financial Regulations can be found on the Parish Council’s website at www.hopton-on-seapc.info This is where other relevant information regarding the Council, events and history can also be found.

The Council owns the Millennium Garden, which houses old St. Margaret’s Ruin on Coast Road, a Grade 11 Listed Building. The Council also maintains the Recreation Ground and Pavilion Building on Lowestoft Road.

There are 1650 homes in Hopton. Several housing developments are under construction with more anticipated in accordance with Great Yarmouth Borough Council Local Plan.

A monthly magazine is produced and distributed by the Parish Council which provides local information for all residents and businesses in the village.

Summary of Job: 

The Clerk is accountable to the Council for the effective management of all its resources, ensuring that the Council’s administrative functions and services are performed professionally, ensuring the instructions of the Council are carried out, and reporting to the Council as and when required.

As the Council’s Proper Officer to carry out all functions required by law, and in particular serve or issue all the statutory notifications required in a timely manner.

As the Council’s Responsible Finance Officer, to be responsible for and manage all financial procedures and records, and the administration of it’s finances, and exercise good stewardship of the Council’s assets in compliance with all statutory obligations or other laws, provisions and notices governing or affecting the running of the Council.

Duties:

The Clerk will develop and manage policy, strategy and operations working with Parish Councillors and external bodies to achieve the Council’s objectives.

Engage with Others

Foster good relations within the community in support of the Council’s objectives.

Ensure that the Council plays an informed and effective role in local issues.

Develop effective liaison and working partnerships with Great Yarmouth Borough Council and Norfolk County Council, statutory and voluntary organisations.

Advise the Council on matters of civic protocol.

Act as the official representative of the Council as required.

Meetings:

Ensure that statutory provision and other notices governing or affecting the running of the Council are observed.

Advise Councillors on meeting procedures and regulations.

Prepare agenda for meetings of the Council, Committees and any Sub-Committees.

Ensure all such meetings are serviced and the minutes prepared for approval.

Policy & Strategy

Advise the Council on, and assist in the formulation of, policies and procedures, keeping up to date with current and forthcoming changes in legislation, and ensuring that all Council policies and procedures meet statutory requirements.  Produce relevant information and advice to enable Councillors to make effective decisions.

Budgeting:

Prepare the annual budget estimates of income and expenditure and annual precept requirements for presentation to the Council.

Public Relations, Communication and Publicity:

Maintain positive and effective press and public relations.

Promote the Council’s activities through the website, updating the website on a regular basis.

Correspondence & Records:

Receive and deal with correspondence and documents on behalf of the Council when appropriate bringing relevant items to the attention of the Council.

Maintain such records and systems as are necessary for the effective administration of the affairs of the Council and ensure that they are kept in a safe and secure manner.

Activity & Business Management:

Organise and manage Council projects.

Keep services and activities under regular review.

Monitor and manage risk, including financial, operational and reputational risks ensuring that risk assessments are undertaken and updated regularly.

Manage planning applications and respond to the Borough Council with Councillor comments.

People Management:

Induct new Councillors into their role and support their continued training and development.

Property & Facilities:

Be responsible for the management, maintenance and security of Council property in association with the Council.

Financial Responsibility:

As the Council’s Responsible Finance Officer be responsible for:

The administration of the Council’s finances, and the proper maintenance and application of the Council’s Financial Regulations and relevant Standing Orders.

Ensuring the Council complies with internal and external audit requirements and VAT regulations.

Preparing and submitting the statutory Annual Return.

Other duties and responsibilities:

Continue to acquire the professional knowledge required for the efficient management of the affairs of the Council and to attend training courses or seminars on the work and role of the Clerk, Proper Officer and Responsible Finance Officer.

Undertake such other duties appropriate to the work, as may be required by the Council.