Job Description

JOB DESCRIPTION

Section 1

GENERAL INFORMATION

Job Title:

Events / Mayor's Assistant

Salary Range:

SCP 15-20

30,024 - 32,597 (pro rata)

Hours of Work:

20 hours per week in the office

Monday to Friday 9 am to 1 pm

Occasional evening/weekend hours for events

Location: Town Clerk's Office, Church Lane, Blandford Forum DT11 7AD

Line Manager's Name: Jon Goodenough

Line Manager's Job Title: Operations Manager

Section 2

JOB PROFILE

Main Purpose of Job

To organise events (including civic and Mayoral events and events for the Town Hall / Corn Exchange). To provide administrative and secretarial support to the Mayor of Blandford Forum. To provide full administrative support to the Town Council for all aspects of its operations (administration, services, facilities, staffing and finance).
Has contact/direct working relationships with:

Internal: All members of staff (specifically the Town Clerk, Operations Manager, Committee Clerk, Business Support Officer, Bookings Receptionist, Responsible Financial Officer and Market Manager) and Councillors, Mace Bearers and Town Criers.

External: Tiers of local Government, surrounding town and parish councils, local organisations, Freemen, Military personnel, partnership groups and residents.

Scope of Job/Levels of Responsibility

To report to the Operations Manager and cover fully for the Bookings Receptionist in their absence.

To organise events the Town Council already holds on an annual basis and to introduce new events to Town Council venues on a regular basis.

To manage the Mayor's Diary, commitments, events and provide administrative support.

To work within the budgets for administration, civic events and Mayoral Expenses.

To be able to operate in a discreet and professional manner and where necessary observe the confidentiality of Town Council business.

Main Duties & Key Responsibilities

Specific Responsibilities:

1. To continue the organisation of Town Council events (including, but not limited to, the Commonwealth Fly the Flag event, Community Expo, Armed Forces Expo, Mayor Making Ceremony, Mayor's Charity Evening, Remembrance events (as required by the Town Clerk), Twinning events, Skatefest, Mayor's Civic Day, Christmas Carol Service) (annual events).

2. To introduce and organise new events to the Town Council venues (Town Hall, Corn Exchange, Woodhouse Gardens and market area) on a regular basis.

3. To familiarise yourself with the AV system in the Corn Exchange, being able to explain and demonstrate it to hirers.

4. To manage the Mayor's Diary, commitments, events and provide administrative support.

To provide secretarial support to the Mayor (including receiving and responding to invitations and emails, sending out invitations for Blandford events, collating replies, preparing the civic diary reports to Town Council and uploading to the website, etc.) (regularly).

5. To provide administrative support to the office (including arranging meetings, collating replies, copying or other administrative duties by instruction) (regularly).

6. To liaise with the Town Criers and Mace Bearers (regularly).

7. To prepare allotment tenancy agreements and invoices using mail merge and Microsoft Excel (annually) and to support the Allotment Management Committee as and when required throughout the year.

8. To arrange wreaths for Remembrance Day, the Collingwood Memorial and Twin Towns (annually).

9. Remembrance Sunday administration - applying for the road closure, arranging for the marshalling company, booking first aid cover, sending invitations/collating replies, managing the wreath laying list, and helping to organise the event (annually).

10. To update the Town Council's deeds and documents (annually).

11. To manage databases for allotments, civic list and other matters (in Excel) in accordance with the General Data Protection Regulations (regularly).

12. Keeping the Councillors' Information Folders up to date (hard copies and on the website).

13. To ensure the geocache locations are up to date (occasionally).

14. To manage and create content for the Town Council's social media platforms and local publications, promoting events and community initiatives (regularly).

15. To keep the Town Council's website up to date with news, events, and relevant information (regularly).

16. Use creativity and design skills to produce attractive posters, leaflets, and digital materials that support Council activities and events (regularly).

17. The post holder will be expected to cover for the Bookings Receptionist during periods of absence, as required. This post includes answering the telephone, greeting visitors to the Town Council, making bookings for the venues, photocopying/filing, post and keeping the website up to date.

Overall Responsibilities:

The post holder will be encouraged to undertake any relevant training courses.

The post holder will be expected to act as a representative of the Council, as required.

To undertake such other reasonable duties as may be required from time to time.

Working Conditions

Work Demands:

Probationary Period: Upon successful completion of a 6 month probationary period a permanent contract will be offered.

Physical Demands:

Occasional lifting of IT equipment, stationery orders, grocery shopping for civic events, helping to move chairs and tables with other staff, etc. Manual handling training is provided.

Working Conditions:

Evening/Weekend Events: The post holder will be required to attend occasional evening or weekend civic functions throughout the year.

Time-off in lieu is granted during the week to compensate for any additional hours worked. The time-off in lieu is to be agreed in advance with the Town Clerk, and is to be taken on a flexible basis subject to relevant workloads and deadlines (in line with the Employee Manual).

Holiday Entitlement: 23 days per year (pro rata/calculated in hours) plus all national Bank Holidays. Two of these days are to be taken over the Christmas/New Year period. In addition staff are entitled to 2 extra statutory days holiday and these should also be taken over the Christmas/New Year period. After 5 continuous years' service employees are entitled to an additional 5 days holiday per year.

Occupational Sick Pay Scheme: The Council operates an occupational sick pay scheme which supplements the Statutory Sick Pay Scheme. Full details of which will be made available to the successful applicant.

Pension Scheme: The post holder will automatically join the local authority contributory pension scheme operated by Dorset Council and is able to opt out.

Section 3

MANDATORY/STATUTORY ISSUES

Compliance with BFTC policies

BFTC has a number of policies that employees must comply with for example, Equal Opportunities, Health and Safety. The full range of information is contained in the BFTC Employee Manual which will be issued to the successful candidate upon taking up the post.

H & S assessment of the role

a) Potential Hazards - visual display unit and workstation (including arm/wrist support, footrest, office chair)

b) Level of Risks - low

c) Action to be Taken - ensure assessments are carried out

Please read this in conjunction with the Person Specification.

Current events can be viewed on the following pages of the website:

https://blandfordforum-tc.gov.uk/corn-exchange/events

https://blandfordforum-tc.gov.uk/category/whats-on

To find out more about the work of the Town Council, please visit the Town Council's website: www.blandfordforum-tc.gov.uk and social media platforms (Facebook, Instagram, X and YouTube).

Blandford Forum Town Council has a vacancy for a dynamic and motivated Events / Mayor's Assistant who would like to be part of a small, hard-working and friendly team. This varied role within the council includes event organisation and management of the Mayor's Diary, commitments, events and the provision of administrative support. The role also includes a variety of administrative tasks for the allotments, supporting hirers using the newly refurbished Town Hall and Corn Exchange, liaising with honorarium postholders, local groups/organisations and Councillors.

Blandford Forum is a historic and rural market town with unique Georgian architecture. The Town Council is the parish authority for the town of Blandford Forum and has an estimated population of 10,400 with 4,800 households (2021 Census) and is 409 hectares in area.

It is the third tier of government after parliament and Dorset Council. Its legal powers are granted to it and regulated by various government acts.

Blandford Forum Town Council was the first council in Dorset to be awarded with Quality Gold Council Status. The staff are committed to working to high standards and working closely with the community. The Town Council signed up to the Civility and Respect Pledge in October 2022, which is one of the ways a council can demonstrate that it is committed to standing up to poor behaviour across the sector, and to demonstrating positive changes which support civil and respectful conduct. To strengthen relationships between Councillors and staff, we arrange regular, relevant get-togethers and have most recently visited the Blandford Garrison and the Royal Signals Museum. In the past, we have visited the Palace of Westminster, the anaerobic digestion plant and the Hall & Woodhouse Brewery. We also undertake training sessions together and organised a counter terrorism event for Councillors and staff, along with local groups and organisations.

The Town Council's budget for 2025-2026 is 921,873 and it is responsible for a Grade I listed building, play areas, a skate park, recreation grounds, sports pavilions, the town's Cemetery/Chapel and various events throughout the year including the town's Acts of Remembrance. Staff and Councillors work closely with local groups and organisations to support the town and its residents.

Person Specification

Blandford Forum Town Council is looking for an organised and effective applicant who is used to working closely with members of the public, ideally with an understanding of local government. The individual will need to have excellent attention to detail and the ability to turn their hand to the variety and number of events they will be involved in.

Reporting to the Operations Manager, you will have a strong team ethic and a positive, can-do approach. You will be competent with IT programmes such as Microsoft Word, Outlook, Excel, Teams and WordPress, as well as Canva and social media platforms although training can be provided for these aspects of the role. With strong literacy skills and the ability to write clear and concise communications, you will be expected to work accurately within a regulated framework and timetable. Honesty and integrity are essential qualities for the successful candidate, as is the ability to self-manage and adapt to - and implement - change when necessary.

The Events / Mayor's Assistant will be supported by a strong team in the office consisting of the Town Clerk, Operations Manager, Responsible Financial Officer, Committee Clerk, Business Support Officer, Bookings Receptionist and Market Manager. There are also caretaking and grounds staff based elsewhere that the postholder will come into regular contact with.

Qualifications

Essential - GCSEs (or equivalent) in Maths and English

Desirable - Qualifications relevant to aspects of the role

Experience

Experience of local government and/or event planning would be an advantage.

Strong IT skills and fully conversant with Microsoft Office applications.

Experience of using Canva and a flair for creativity.

Experience of keeping websites up to date, or willingness to learn.

Demonstrated capability to work proactively, to identify both opportunities and risks and to organise and prioritise work to deliver organisational objectives and events.

Demonstrated capability to work effectively and flexibly with a wide variety of organisations and personalities within a local community to ensure the Council makes excellent service delivery to the community of Blandford Forum its highest priority.

Demonstrated capability working within a small team to provide ad hoc and if necessary, hands-on support for colleagues to ensure service delivery.

Evidence of continued professional development and the acquisition of new skills, with a willingness to undertake continuous relevant training.

Can-do approach to using resources to deliver the desired outcomes and impacts for the Council.

Personal Qualities

To have a heart for public service within the community.

Integrity and professionalism in undertaking all duties.

A commitment to implementing the agreed policies and aims of the Council to the best of your ability regardless of your personal opinions.

The ability to communicate effectively, confidently and sensitively to colleagues, Councillors, partner organisations, contractors, hirers/customers and the public.

The ability to exercise mature and good judgement, behave with discretion and maintain confidentiality appropriately.

Enthusiasm and willingness to contribute to the effective functioning of a small staff team as a supportive and trusted colleague.

Cheerfulness, patience and a creative can-do attitude in relation to identifying and dealing professionally and effectively with challenges and problems.

An ability to both give and receive constructive criticism and contribute positively to improvements in your own work and that of colleagues.

For further information and an information pack, please contact the Operations Manager, Jon Goodenough by e-mail

admin@blandfordforum-tc.gov.uk

or by phoning for an informal chat on 01258 454500.

Application is by completion of an application form only please, which is available from the Town Council website: https://blandfordforum-tc.gov.uk/town-council/vacancies

We value equality and welcome applications from anyone who meets our person specification.

Job Types: Part-time, Permanent

Pay: 15.56-16.90 per hour

Expected hours: 20 per week

Benefits:

Company pension Flexitime Sick pay
Work Location: In person