Apprentice Administrative Support Officer

The role requires accuracy, organisation, discretion and the ability to work within established procedures and statutory requirements.

Key Responsibilities:

Administrative & Office Support

Provide day-to-day administrative support to the Town Clerk, Deputy Town Clerk, Finance Officer and Facilities Manager. Act as the first point of contact for the Council, dealing professionally with face-to-face, telephone and email enquiries, resolving routine matters and referring more complex issues appropriately. Manage shared email inboxes within agreed response times; provide inbox cover when required. Maintain accurate manual and electronic filing systems, databases and records in accordance with data protection and record retention requirements. Maintain councillor records including contact details, committee membership, register of interests and attendance records. Maintain the minute tracker and ensure minute books are kept up to date, correctly ordered and prepared annually for binding.  Order and monitor stationery and office consumables and ensure office equipment (including photocopier and franking machine) is maintained and operational. Undertake general administrative duties including document preparation, correspondence, data entry and distribution of information.

Meetings & Governance Support

Arrange meetings for councillors and officers, including room preparation and refreshments where required. Assist in the preparation, publishing and distribution of agendas and supporting papers in accordance with statutory deadlines and council procedures. Upload statutory notices, agendas and minutes to the Council website and ensure public notices are displayed as required.  Attend meetings as required and prepare draft minutes for review by the Clerk. Ensure records of meetings and decisions are accurately maintained and accessible.

Mayoral & Civic Administration

Maintain the Mayoral diary and coordinate civic engagements in liaison with the Mayor and Officers. Prepare and manage routine Mayoral correspondence.  Provide administrative support for civic functions including Mayor Making, Civic Service, Remembrance Sunday and Awards.  Assist with event logistics and documentation in accordance with established procedures.

Tourist Information & Customer Service

Provide cover at the Tourist Information Desk, welcoming visitors and providing accurate local information. Process ticket sales and bookings using the Council’s ticketing system and handle associated transactions in line with financial procedures. Maintain a working knowledge of booking and ticketing systems.  Manage calls to the Council’s main telephone number and respond to or redirect voicemail messages as appropriate.

Marketing & Events Support

Provide administrative support to the Marketing Manager and Marketing Officer. Assist with basic website updates and preparation of promotional materials. Support the organisation and delivery of council and community events. Attend evening and weekend events where required to support council activities.

Compliance & Professional Development

Support compliance with statutory requirements, council policies and data protection legislation. Handle sensitive and confidential information appropriately. · Undertake training relevant to the role and participate in continuing professional development.  Carry out other duties commensurate with the grade of the post.

Training:

The candidate will follow a Level 3 apprenticeship programme and study towards a full standard as a Business Administrator. This training will be structured and delivered by Cheshire College – South & West. If you do not already hold GCSEs at Grade A-C / 8-4 in English and Maths you may be required to complete Functional Skills in the related subjects to attain Level 2 Functional Skills.

Training Outcome:

On successful completion of apprenticeship, a full-time position will be considered.

Employer Description:

Nantwich Town Council is a representative body and local voice for the community it serves. Established in 1974, today it is represented by fifteen Councillors, who were last elected in 2023.

A main function of the Town Council is the management of the Civic Hall which stages a variety of live music and other entertainment, such as comedy nights, as well as being a central hub and information point for the town. Other key functions include running of the Nantwich Market along with associated, weekly outdoor markets and the four community allotment sites.

In addition, there are also key, annual, important events in for the town that the Council supports, such as the Christmas Lights Switch On and Remembrance Sunday.

Working Hours :
Monday - Friday, 9.00am - 5.00pm. Some evening or weekend work may be required but will be discussed in advance and TOIL is then agreed.

Skills:
Communication skills,IT skills,Attention to detail,Customer care skills,Team working,Time management