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Committee Coordinator

Job details

Hereford City Council – Committee Coordinator

An exciting opportunity has arisen to join the team at Hereford City Council to cover maternity leave. As our Committee Coordinator, you’ll be working with the Town Clerk and Administration and Events Manager to help deliver the Council’s services by coordinating the business of the Parish Council and its committees. You’ll use your communication and organisational skills to schedule meetings, prepare agendas, reports and minutes, maintain records and liaise with Councillors, members of the public and partner organisations. You’ll be joining a passionate and hard-working team at one of Hereford’s most historic organisations.

The role is based at Hereford Town Hall for 9 months to cover maternity leave and is 21 hours per week, with evening meetings and weekend work as required and flexibility given as to the days worked. The salary is paid on national rates SCP 7-12 £25,584 pro rata with 23 days annual leave with three extra statutory days at Christmas, pro rata. The post is on standard NJC conditions of service.

If you’re interested in this position or wish to find out more, please email your CV and covering letter to Becci O’Reilly at becci.oreilly@herefordcitycouncil.gov.uk by Friday 22 November 2024.

We look forward to hearing from you!

Committee Administration:

Produce, publish and update the annual schedule of meetings and events.

Produce and publish notice of meetings for website and notice board and ensure they are displayed.

Maintain the calendar of agenda items and lists of items expected to come up at the next and future meetings of committees.

Support the Chair of the Committee by advising members of the public how to participate in meetings and brief the Chair and the Town Clerk on any requests from the public for representation at Committee.

Collate and proof reports produced by colleagues and remind colleagues due to present reports of the need to have them ready.

With the Town Clerk and within the required timescales, produce, proof, publish on the website and despatch agendas and all relevant supporting documents to ensure members receive notice of meetings and the items for discussion, to enable them to make legally valid decisions.

Ensure minutes of meetings are proofed and consistent, signed, disseminated to Councillors, and published on the website.

Maintain electronic and hard copy records of agendas, minutes and associated documents and appendices.

Attend committees and meetings of council (normally from 6 pm) where necessary with the Town Clerk.

Maintain a spreadsheet of resolutions from each Council or committee meeting and produce as soon as practicable after each meeting a summary of decisions taken and queries raised requiring follow up action by officers and disseminate this to all staff.

Maintain a record of declarations of interest made by Councillors.

Maintain a spreadsheet of Councillor attendance at meetings for publication on the website.

Maintain and update Councillor contact details and publish on the website.

Maintain accurate and up to date lists of membership of committees and Council representatives on outside bodies.

Support the External Funding & Community Support Officer with all grants administration and processes for Committee.

General Administration:

To receive visitors to the Council’s offices, ensuring they are dealt with professionally.

Be one of the points of contact for Councillor enquiries.

Answering the telephone, dealing with queries and taking clear and accurate messages for colleagues and signposting to the appropriate local services.

Booking rooms at the Town Hall or other venues for meetings of the City Council and its various committees, working parties and partners.

To carry out other duties similar to those described above commensurate with grade, skill and experience.

To carry out all duties in a manner which reflects positively on the standing and reputation of the Council and in a manner consistent with the council’s policies on equalities and professional standards.

For more information contact

If you’re interested in this position or wish to find out more, please email your CV and covering letter to Becci O’Reilly at becci.oreilly@herefordcitycouncil.gov.uk by Friday 22 November 2024.

Hoople Ltd is working on behalf of our Client as a Recruitment Agency.