Vacancy For Administration Officer At The Town Hall
Published: 23 June 2025
Administration Officer Click here for Application Form
Job Description
Position: Part-Time Administration Officer
Contract Type: Permanent
📅 Working Hours: 30 hours per week
Monday to Friday, 9:00am – 3:30pm (including a 30-minute unpaid break)
Please note: Additional hours may be required to provide cover during periods of annual or sick leave.
💰 Salary: £20,711 actual (pro-rata) / SCP 7 – £25,544 full-time equivalent
🌴 Holiday Entitlement: 25 days per annum (pro-rata), plus Bank Holidays
💼 Pension: Eligible for automatic enrolment in the Local Government Pension Scheme (LGPS)
DAILY/WEEKLY TASKS
Royston Town Council – Administration Officer Responsibilities
The Administration Officer plays a vital role in supporting the smooth operation of Royston Town Council through a broad range of administrative, communication, and coordination duties.
Hall and Room Bookings
The officer is responsible for managing all hall and room booking enquiries, ensuring accurate entries in the Avalon Booking Manager (ABM) system, and issuing confirmation letters, primarily via email. It is essential to keep 'Application for Hire' forms and associated documentation current and accessible both online and in the office. Weekly booking diaries and caretaker reports must be compiled and distributed, with special attention given to updating and prioritising bookings for regular hirers, including Council meetings, to prevent scheduling conflicts. The officer also manages payments for deposits and hire charges, keeps hirers informed regarding key collections, and ensures timely updates to ABM rates.
Room Usage and Caretaker Coordination
The officer maintains the Room Usage spreadsheet, ensuring it accurately reflects hall activity. They also manage the weekend caretaker rota, cover arrangements during staff absences, and monitor cleaning standards. Effective communication with caretakers is critical—this includes updates on new or amended bookings and specific setup requirements for each event.
Property Maintenance and Repairs
All building-related issues at the Town Hall, Market Hill Rooms, and Annex must be reported to North Herts Council Property Services, using the SafetyCulture app or via direct contact depending on urgency. Accurate records of reports and resolutions must be maintained and reviewed regularly.
Secretary to the Mayor and Town Crier
The Administration Officer provides direct administrative assistance to the Mayor and Town Crier as required, offering support across a range of functions.
Support for Mayor, Deputy Mayor and Town Crier
This role involves coordinating Mayoral and Town Crier engagements, communicating with event organisers, maintaining the Mayoral diary, and ensuring all necessary permissions and information are in place. The officer also assists with the planning and publicity of the Mayor's charity events.
Correspondence and Communications
Drafting letters and other documents for the Chief Officer forms part of the daily responsibilities. Additionally, the officer manages updates to the Council website, ensuring timely posting of agendas, minutes, Councillor details, and event notices. Council communications are also shared through official social media channels.
Public Enquiries and Safety Procedures
Handling public enquiries—whether by phone, email, or in person—is a key part of the role, requiring excellent interpersonal skills. The officer also supports fire safety compliance by conducting weekly alarm tests, reporting faults, organising annual fire drills, and maintaining detailed records.
Database and Compliance Management
The officer manages Access databases for various administrative purposes, ensuring they are accurate and current. They are also responsible for coordinating in-house health and safety checks, maintaining compliance records, and organising mandatory training for staff and caretakers. COSHH records and first aid supplies are regularly reviewed and updated.
Annual Responsibilities Post-Annual Meeting
Following the Annual Meeting, the officer updates Councillor information, committee assignments, photographs, and notice boards. Relevant correspondence, such as thank-you letters to outgoing officials and welcome messages from the new Mayor, is prepared and distributed. Updates to online profiles and physical signage are also coordinated.
Civic Events and Award Administration
The officer assists in the planning and administration of key civic events including the Civic Reception, Remembrance Day, and the distribution of Christmas cards. They manage databases, invitation lists, and correspondence related to these events. Administration of the Community Service and Community Trust Fund Awards includes managing forms, recording responses, issuing certificates, and tracking evaluations.
Election Support
During election periods, the officer arranges hall bookings and caretaker coverage, coordinates key distribution, and ensures all logistical elements are in place. Post-election, the officer prepares official documents such as Declarations of Office, contact lists, and updated records for both public and internal reference.
Declarations of Interest and Community Events
The Administration Officer is also tasked with keeping Declaration of Interests documents up to date. They assist in organising the May Fayre by processing applications, collecting payments, and ensuring receipt of appropriate documentation.
Emergency Planning and Administrative Cover
The officer annually reviews and updates the Council’s Emergency Plan, including contact details and emergency supplies. They also provide cover for the Administrative Assistant during periods of leave or absence.
Other Duties
Additional responsibilities may be assigned by the Chief Officer as needed to support the effective operation of the Council.
Administration Officer Click here for Application Form
CLOSING DATE FOR APPLICATIONS FRIDAY 11 JULY 2025