Civic Administrator/Planning Clerk

From 1st January 2022, you can find your dream job in our vacancies offer provided by ROMSEY TOWN COUNCIL Agency. For example you can find there a job from location Hampshire, Romsey, United Kingdom functional area Administration, position Civic Administrator/Planning Clerk.

Description Vacancy

Job position:
Civic Administrator/Planning Clerk
Employment type:
Start date:
5355_45142134 (.)

Job description


Job Title: Civic Administrator/Planning Clerk

Responsible to: Chief Officer

Grade: Spinal column Point 15

Hours: 15hrs per week

Purpose of Job

To support the Chief Officer and the Town Mayor in their roles, ensuring efficient and effective running of all the Council's operating systems, general office practices, arrangements for civic activities and the proper functioning of the Council.


  • Responsible for Town Hall Reception.
  • Deal with answerphone messages.
  • Responsible for opening, sorting, date stamping all Town Hall post ensuring it is dealt with effectively, including coding invoices. Franking and posting of all out-going mail.
  • Deal with email messages including invoices
  • Responsible for stationery within the Town Hall office ensuring all staff have relevant stationery required to carry out their duties.
  • Maintain noticeboards outside Town Hall with council notices.
  • Manage Mayor's Diary on Website
  • Collation of books for Full Council Meetings.
  • Selling tickets using the Ticketsource online system.
  • Responsible for Town Crier's diary and billing for his attendance if required.
  • Manage the organisation of Romsey Town Marshals to run events in the town, usually 8-10 times a year including ordering 2-way radios (including St Georges Day)
  • Assist Chief Officer in whatever way is necessary to help her fulfil her role.
  • Manage Street Collection Licences for Romsey Town Centre
  • Manage bandstand bookings in Romsey Memorial Park
  • Complete grant applications for funds from Hampshire County Council or Test Valley Borough Council for various projects undertaken by Romsey Town Council
  • Maintain the Emergency Plan Contacts database.
  • Organise licences for banners/bunting as necessary.

Planning Clerk (in conjunction with 2nd Administrative Officer)

  • Organise Agendas and Minutes for Planning Committee meetings.
  • To Clerk Planning Meetings held every four weeks (Thursday evening 7.30 pm).
  • Ensure website is up to date with Agendas and Minutes.
  • Book slots on Southern Area Planning Agenda if required.

Mayoral Administration

  • Open Mayors post, keep diary, answer letters and any other administrative tasks required.
  • Administer Mayor's charities including recording all donations and payments made and costs involved in running events.
  • Organise Mayor Making and Mayors at Home including refreshments if required.
  • Ensure Senior and Junior Maces are in attendance for Mayoral functions.
  • Organise fund raising events as required by current Mayor, such as balls, quizzes, barn dances .
  • Maintain contacts database.
  • Liaise with Building Manager and Events Manager for all Mayoral Events.

Skills Required

  • Analytical/numeracy skills.
  • Excellent people skills, both on the telephone and in person.
  • Flexible attitude and to be available to accommodate all events.
  • Team spirit.
  • Excellent IT skills - competent in Microsoft Office Systems.

Project Management

There are a number of events each year that need to be project managed and attendance will be required on the day/evening of these events.

Christmas Events

  • Attend and take minutes at Christmas Meetings
  • Project manage Christmas Light Switch On event including
  • road closures including advance signage
  • first aid cover,
  • organizing entertainment
  • booking room for reception, sending out invitations, organizing catering
  • publicity,
  • organizing compere for the evening and vicar to bless the lights
  • liaison with Carnival Committee re Winter Carnival and Lantern Parade Committee
  • liaison with Building Manager and Events Manager
  • organizing Town Marshals
  • Assist Rotary Club and The Chamber of Commerce with their Christmas events - involves organising road closures and marshals/radios.

Remembrance Sunday

Organise Remembrance Sunday Parade in conjunction with Romsey Abbey, the Armed Forces, the Parade Marshal and all the youth groups in Romsey. Includes:

  • Booking Caledonian Pipe Band and liaising with them on day
  • Booking Michelmersh Silver Band and Romsey Old Cadets
  • Booking Canon and officers for Armistice Day
  • Ensuring Parade Marshal is available
  • Arrange meeting for Parade members and rehearsals for standard bearers
  • Road closures
  • Booking first aid cover
  • Booking marshals/radios for the road closures
  • Liaise with Scouts over roping off Memorial Park
  • Liaise with sound engineer
  • Arrange for someone to hand out orders of service in the Park
  • Publicity
  • Liaise with Lord Lieutenants office
  • Arrange meeting with relevant parties and take minutes for circulation

Organise the civic side of Remembrance including Civic Procession and Mayors Reception. Includes:

  • Sending out invitations to Civic Party, to guests of the Mayor and to Youth Groups
  • Arranging parade orders, seating plans, wreaths, wreath laying orders
  • Organising catering

Mayoral Charity Events

Currently the main event is a Charity Concert held in February/March each year.

  • Establish with current Mayor who they want to be involved
  • Liaise with Romsey Abbey and bands/choirs to establish logistics of evening and organize staging etc as required
  • Book compere for the evening
  • Produce programme with bands biographies and adverts and wording of finale
  • Produce publicity poster and advertise on website and social media
  • Liaise with Tourist Information office regarding ticket sales
  • Liaise with Music in Romsey to provide front of house team for evening
  • Put event on RTC's ticketsource and sell tickets from Town Hall
  • Liaise with The Studio to produce programme
  • On the evening set up and run bar - involves taking everything required from Town Hall to Romsey Abbey and back at the end of the evening
  • Liaise with Events Manager over ordering wine/juice and arranging casual worker to assist on the day

Mayor Making

  • Organise Annual Mayor Making ceremony
  • Liaise with incoming Mayor over who needs to be invited
  • Send out invitations and monitor responses
  • Liaise with Events Manager over ordering refreshments
  • Order food for reception afterwards
  • Arrange for Senior and Junior Mace Bearers to attend and ensure robes, chains and maces are accessible
  • Organise rehearsal during week before
  • Do seating plan for evening and attend to direct guests
  • Organise flowers for outgoing Mayors escort and incoming Mayors escort

If you are interested in this role, please click the apply now button!!

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