Job Description

Job Overview

We are seeking a dedicated and dynamic Civic Officer to join our team.

The Civic Officer plays a pivotal role in the efficiency of the Town Council through vital support to the Town Clerk and the Mayor. The Civic Officer manages the Council's incident database and the Jubilee Sensory Garden. Thatcham Town Council embraces collaboration across all staff, and many tasks will involve close teamwork with colleagues

Council Administration

Undertake tasks to support the Town Clerk, as directed Produce reports, correspondence and other documentation as required Ensure all agendas and supporting documents are published to meet legal deadlines and promote meetings on social media Setup the Council Chamber for meetings Ensure Members' attendance register for meetings is maintained, published on the Council website, and report to the Town Clerk when a Member is approaching six months of non-attendance Publish minutes and other documents to the Council's website Upload recordings of meetings to YouTube promptly after meetings Undertake relevant actions arising from meetings as appropriate Liaise with Outside Bodies regarding Town Council appointees and maintain an accurate contact list Produce information leaflets, posters, info-graphics etc as required Manage the Thermal Imaging Camera loan scheme Manage the Sports Equipment 'Borrow Bag' scheme Provide a Members' Handbook to all Councillors following each election, issuing interim updates as required Produce information packs for interested potential candidates ahead of each Town Council election

Mayor's Assistant

Undertake tasks to support the Mayor, to include, but not limited to: o

Manage the Mayor's diary; evaluating invitations and recording gratuities Deal with correspondence and invitations Raise the profile of the Mayor, and Mayoral activities, using social media, local press and other platforms as appropriate Banking for the Mayor's Charitable Fund Reviewing the Mayoral Handbook annually, prior to issuing to the incoming Mayor Provide support to the Mayor in their fundraising activities, as agreed

Council Surgery

Ensure Councillors scheduled to attend the monthly Council Surgery are available for their allotted attendance Promote the Council Surgery via local press and social media Arrange for the Council Surgery equipment to be collected and monitor content Log Council Surgery reports on the incident database, reporting issues to the relevant authority and pursing updates as necessary Produce reports as required

Incident Database

Log incidents and complaints on the incident database Regularly pursue updates and progress reports on recorded incidents and ensure database is updated and maintained Provide regular updates to complainants, and Councillors in the case of Council Surgery reports Produce reports as required

Council Chamber

Ensure the Council Chamber is a warm, welcoming and orderly space, ready to host visitors to the Council Offices at any time and in a variety of circumstances

Jubilee Sensory Garden

To actively promote Jubilee Sensory Garden to the public and relevant community organisations Ensure the aesthetic of the garden is maintained throughout the year Supervise the tasks of the garden maintenance contractor/s, issuing instructions as necessary Develop a programme of volunteering opportunities to support maintenance of the garden

Public Relations / Communication

Duties shared with Administrative Officers:

Deal with Thatcham Town Council "enquiries" e-mail address Answer and deal with incoming telephone calls Ensure incoming mail is recorded and circulated daily Ensure outgoing mail is recorded and posted daily Reply to correspondence in liaison with Senior Officers As part of the team, assist in any general administrative work as required, particularly when deadlines have to be met In the absence of the other Administrative Officers, assist with their work to ensure the smooth running of the Town Council

General

Support Senior Managers and colleagues as needed

Undertake training as required and to support personal development

Such other duties as the Town Council may require from time to time

As part of the team, assist at Town Council Civic and Community events, as required

Budgetary / Financial Responsibility

Management of predetermined budgets for each area of service delivery, under the direction of the Town Clerk

Key Contacts and Relationships

Thatcham Town Council Officers and Elected Members

West Berkshire Council Officers

Local Dignitaries

Volunteers

Members of the public

Contractors and Suppliers

Community Organisations

Local Media

Businesses

Job Types: Full-time, Permanent

Pay: 29,064.00-31,022.00 per year

Benefits:

Company pension Free parking
Work Location: In person