Horndean Parish Council - Admin Assistant

Name of recruiting organisation

Horndean Parish Council

Employed role/Volunteer role

Employed role

Permanent role/Fixed term role

Permanent role

Location:

Office based working, with free parking

Salary:

Salary Scale: NJC Grade 7-12 – currently £26,403 – 28,598 p/a (pro rata)

Hours:

Part-time – 16 hours per week (Monday - Thursday)

Our council and the role:

Horndean has a population of around 13,500, a precept of just over £510,000 for 2025/26 and an annual budget of just over £576,000, it is a town which is expanding and with excellent facilities and aspirations to ensure the very best services and facilities are provided for its residents and visitors

Duties will include:

    OVERALL PURPOSE OF THE JOB:

    To assist the Office Manager in providing administrative support services across the full range of the Council’s business activities, with responsibility for the administration of committee meetings.

    Principle Responsibilities and Duties

    1. 1. To support the Clerk (Proper Officer)/Office Manager in the administration of committee meetings, including the arrangement, preparation of agendas, attendance and production of minutes and reports relating to specific Committees of the Council. In particular the Planning and Public Services Committee. (Note: This will necessitate periodic attendance at evening meetings for which Time-off-in-lieu will be granted).
    1. 2. To provide a first point of contact for all Council Services.
    1. 3. To share responsibility for the booking of community halls, liaison with hirers and the caretaker ensuring that a smooth transaction takes place. To monitor both casual and block bookings and ensure that all individual public liabilities are kept up to date.
    1. 4. Production of Community Hall invoices, recording payments and deposits received.
    1. 5. To assist in the co-ordination of Parish Council public events, such as Remembrance Day, the annual Carol Service, together with additional public events that the council agrees to undertake.
    1. 6. Other responsibilities will include the normal office routine of filing, accounts, record keeping, telephone/reception and dealing with correspondence.
    1. 7. Ordering of Office Stationery and consumables for Community Halls.
    1. 8. To provide holiday/sickness cover for essential tasks undertaken by the other members of the office staff.
    1. 9. To carry out all duties in accordance with safe working practices, the health and safety guidelines of the Parish Council and the Health and Safety Executive and to undertake training where appropriate.
    1. 10. To represent the Parish Council in an appropriate manner on a day-to-day basis in all dealings with the general public.

    General:

    • (a) The hours of work for contractual purposes are 16 hours per week.  Occasional evening and weekend working is a requirement of the job for which compensatory time-off will be given within the exigencies of the service and in line with Council policies.
    • (b) To recognise and be aware of the requirements of the Health and Safety at
      Work Act as well as Fire and Safety regulations and ensure that these are
      observed and regularly carried out.

    (c)   This job description is not, by definition, a comprehensive schedule of all tasks and duties that are required to be undertaken. Accordingly in addition to the duties specified the Administrative Assistant will also be required to undertake any other duties commensurate with the status of the post.

    (d)      The Administrative Assistant will be required to pursue a programme of continuous professional development.

      The ideal candidate will have/be:

      Essential Qualifications

      • GCSEs (or equivalent) level A-C, (including English and Maths)

      Essential Knowledge,  Skills and Experience
      • Sound and demonstrable skills in Microsoft Office (Outlook, Word)
      • Experience of minuting meetings
      • Effective communication skills.
      • Effective literacy skills.
      • Ability to respect confidentiality.
      • Ability to work well as a team member and have a flexible approach.
      • Ability to work under pressure and to adapt to changing priorities.
      • Ability to set up and maintain filing systems.
      • Ability to use own initiative and work effectively with minimum supervision.
      • Previous administrative experience.

      Desirable  Knowledge,  Skills and Experience
      • Knowledge of Local Government
      • Experience working in the public sector
      • Experience of using hall booking IT systems
      • Organising public events.

      How to find out more details:

      (No CVs will be accepted, application form only).

      For more information and to view a full job description and person specification, please visit the Horndean Parish Council website at www.horndeanpc-hants.gov.uk

      Alternatively, call Sarah Guy, Interim Proper Officer on 02392 597766 or email sarah.guy@horndeanpc-hants.gov.uk 

      contact@horndeanpc-hants.gov.uk

      Closing date:

      Wednesday 05 November 2025

      How to apply:

      (No CVs will be accepted, application form only).

      For more information and to view a full job description and person specification, please visit the Horndean Parish Council website at www.horndeanpc-hants.gov.uk

      Alternatively, call Sarah Guy, Interim Proper Officer on 02392 597766 or email sarah.guy@horndeanpc-hants.gov.uk 

      contact@horndeanpc-hants.gov.uk