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TITLE: Clerk to Banstead Commons
SALARY: Up to £15,500 p.a. ( ~ 2 days per week, flexible)
REPORTS TO: Chairman, Banstead Commons
REPORTING DIRECTLY TO THIS JOB: Commons
PURPOSE: To act as Chief Executive to the
BCC, overseeing all activities of the BCC, the Clerk responsible to the
Conservators and carries out all the administrative duties on their behalf.
This is a
part-time post with duties ranging from the run of the mill daily
correspondence, e-mails, and telephone calls from members of the general public
to specific requests from individuals and organisations. The Clerk has
delegated authority to deal with most aspects of running the commons but
investigates and refers the more unusual questions to the BCC at the quarterly
meetings when he also reports back on the regular liaison meetings held with
the Police, Council Officers and the Banstead Heath Consultative Group.
RESPONSIBILITIES/DUTIES OF THE JOB: These are the key responsibilities of the
job. On occasion the Clerk may be required to undertake other duties.
with incoming correspondence and communications by post, email and telephone,
dealing with most of them directly. Apart from enquiries from the general public
this includes attending regular meetings and liaison with Council Officers, the
Police and local Environmental Groups and other various ad-hoc meetings.
with consultation documents from local and central government as well as
completing applications for alternative funding from Natural England, the Rural
Payments Agency and source and investigate other possible income streams.
agendas for and organise the BCC’s own Quarterly Meetings and the bi-annual
Meetings of the Banstead Heath Consultative Group. Attend the meetings and
prepare and distribute the Minutes. Prepare the BCC’s Annual Report.
the weekly Planning Application schedule and comment on any Applications
affecting the Commons. Monitor the
adequacy of all Insurance Policies, effect their renewals and deals with any
Financial: Manage the
finances in accordance with the agreed budgets.
the accounts, checking and paying all invoices.
the payroll and pension scheme for the staff including reporting to the Inland
Revenue, both routine administration and annual returns.
annual budgets and financial statements for BCC Meetings. Prepare the Annual Accounts (to accompany the
Annual Report) including the independent inspection by external Audit.
applications for external funding to Natural England, Rural Payments Agency, DEFRA
Resources: Deal with all matters involving the Warden and
Keepers, mostly in conjunction with the Warden.
paperwork regarding employment including keeping apprised of current employment
Liaise with the Warden regarding the preparation of the Annual Work
programme. The Warden is responsible for the day to day implementation of the
work and supervision of the Keepers and Contractors.
with both voluntary and statutory organisations, in conjunction with the
Warden, with the ability to understand and monitor the technical requirements
of Site Management Plans and Stewardship Schemes.
the purchase of vehicles and equipment and place orders for contractors.
Legal: Have a working
knowledge of the law, especially the Law of Commons, so as to ensure the
enforcement of the terms and conditions of the Conservators empowering Act of
1893 and subsequent legislation and to keep apprised of ongoing changes in the
with RBBC Legal Department on all matters, including land exchange.
possible action in connection with encroachments, enclosures, boundary
disputes, byelaws, and take action, as appropriate to resolve such disputes.
Maintain and update the Safety Manual, Risk Assessments and COSHH
apprised of changes in Legislation affecting Health & Safety and ensure
that working practices and procedures comply with all statutory requirements,
including at the Depot.
EXTERNAL WORKING RELATIONSHIPS:
Borough of Reigate and Banstead; Natural England; Contractors/suppliers.
The Clerk will be expected to work from home and to house the necessary
computer equipment and store all the BCC’s filing and other paperwork for which
a monthly payment is made.
and other expenses are re-imbursed on production of appropriate receipts and
schedules, payments being made a month in arrears. The payments/repayments are
all made by The Clerk and, although subject to Audit, trust and honesty are