Job Description

Job Summary

Are you organised, approachable and ready to play a key role in supporting your local community? North Hykeham Town Council is seeking a proactive and reliable Admin Assistant to join our friendly team. You'll be part of a small but dedicated team committed to making a real difference in the community of North Hykeham.

About the Role

As Admin Assistant, you will provide vital clerical and administrative support to the Town Clerk and wider team. This is a varied role in which you'll be helping to ensure the smooth running of council services and communications. Typical duties include:

Responsibility for day-to-day purchasing and sales ledger data entry and procurement processes Answering telephone and email enquiries in a courteous and professional manner Preparing documents and letters Supporting the organisation of council meetings and community events Administrative support relating to the maintenance of buildings, assets and Service Team operations Maintaining accurate records, databases and filing systems Greeting visitors and handling general office duties

Key Responsibilities:

Financial Administration

Maintain and update the Council's financial records, ensuring accuracy and compliance with accounting regulations. Maintain accurate purchasing and sales ledgers using Council-approved accounting software, ensure that all financial data is entered promptly and correctly into the financial software system. Record financial transactions, including invoices, payments, and receipts Issue invoices on behalf of the Council and assist the Deputy Clerk to follow up on any outstanding payments. Assist the Town Clerk with bank reconciliations. Liaise with suppliers and service providers to resolve invoice or payment issues. Support budget tracking and assist with financial reporting.

Procurement Support

Process requests for orders, issuing purchase orders, invoices, and requesting payments in accordance with Council procedures. Process supplier invoices, ensuring correct coding and authorisation prior to payment. Maintain stock levels with regards to PPE equipment, staff uniform, and general consumables, as required by the Services Team. To order materials as required by the Services Team, subject to approval by the Services Team Manager and the Deputy Clerk, in accordance with the council's Purchase Requisition procedures. Administer procurement procedures, ensuring value for money and compliance with Council regulations. Ensure compliance with the relevant legislation, currently the Procurement Act 2023, including any associated statutory guidance. Maintain accurate records of procurement processes, contracts, and supplier agreements. Support the Deputy Clerk and Town Clerk in the preparation and issue of invitations to quote or tender and manage associated documentation.

Administrative Support

Provide administrative support to the Town Clerk, Deputy Clerk, and Assistant Clerk including correspondence, file management, and meeting documentation. Provide administrative support to the Services Team Manager with regards to the H&S and maintenance of all of the Council's open spaces, allotments, cemetery and buildings. Reviewing Council inspection sheets for significant defects and reporting them to the appropriate manager for further progression Ensuring that daily /weekly maintenance forms are completed by the Services Team and filed Respond to telephone and email enquiries in a professional and timely manner. Maintain accurate electronic and paper-based records in compliance with Data Protection legislation (GDPR). Support the coordination of inspections, events, and routine maintenance arrangements for Council assets.

Compliance and Audit

Ensure all financial and administrative procedures comply with internal control frameworks and audit requirements. Adhere to the Council's Code of Conduct, Financial Regulations, and relevant policies.

General Duties

Undertake any other duties appropriate to the post as directed by the Town Clerk, Deputy Clerk or Services Team Manager, including reception and customer service duties. To assist in the organisation of internal events including erection of Christmas trees and decorations. Attend training and development opportunities as required and participate in staff development activities. Occasionally attend evening meetings or Council events.

Person Specification: Finance Administrator

Education/Qualifications:

Essential: GCSEs (A-C) or equivalent in English and Maths

Desireable: AAT Level 2 or similar finance qualification

Relevant administrative or finance training

Experience

Essential: Experience in an administrative role

Experience with purchase/sales ledger systems

Experience using financial software (e.g. Rialtas, Scribe)

Desirable: Experience in the public sector or local government

Knowledge and Skills

Essential: Good working knowledge of Microsoft Office (Excel, Word, Outlook)

Strong numeracy skills, including use of purchase and sales ledgers

Awareness of the Procurement Act 2023

Knowledge of UK GDPR and data protection principles

Desirable: Understanding of local government financial procedures

Personal Attributes

Strong attention to detail and accuracy Excellent organisational and time management skills Good communication and interpersonal skills Ability to work both independently and as part of a team Flexible, proactive, and willing to learn Willingness to undertake training to improve finance-related skills and knowledge Willingness to work occasionally at attend evening meetings or town council events Committed to public service standards and confidentiality
This is an excellent opportunity for an individual who is looking to advance their career in administration and finance, within a supportive environment that values professional growth and development. The Town Council is an equal opportunities employer.

Application forms are available on our website: https://www.northhykehamtowncouncil.gov.uk/Vacancies.aspx

For further information, please call the Civic Offices on 01522 681537 or via email - townclerk@northhykeham-tc.gov.uk

Closing date for applications is noon on 14th July 2025. Interviews will be held 23rd/24th July 2025.

Job Types: Full-time, Permanent

Pay: 24,790.00 per year

Benefits:

Company pension Free parking On-site parking Sick pay
Schedule:

Monday to Friday
Work Location: In person

Application deadline: 14/07/2025
Reference ID: AAJun25