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INTERNAL ONLY - Assistant Civic and Member Support Officer

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Job Summary

Employment Term:
Part Time, Permanent
Working Pattern:
Part Time
Advert Start Date:
25/11/2019
Advert End Date:
15/12/2019 23:59
Salary:
£21,589 to £24,799
Hours per week:
22.2 hours
Job Category:
Electoral Services
Vacancy ID:
105828
Employment Location:
Council offices, Badminton Road, Yate, Bristol, BS37 5AF
Post Number:
CR3893/947/SS

Job details 

Closing date:
15 Dec


Further information

Assistant Civic and Member Support Officer.

This post is restricted to permanent and temporary employees of South Gloucestershire Council only.

To apply for this vacancy, please download the attached Expression of interest form and email it directly to HR Recruitment hrrecruitment@southglos.gov.uk by Sunday 15 December. Please clearly mark with vacancy number & job title. The Recruitment Team will forward onto the individual line manager once the job has closed.

This role is one of a number of administrative posts within the Democratic and Member Services section. The section plays a key organisational role at the heart of the Council’s democratic and constitutional processes through the effective provision of administrative support to meetings and by giving advice on procedural, constitutional, legal and standing order issues.
This post will be based at our Badminton Road Office.

Main Duties

• Provide support to the Chair and the Vice Chair of Council in the discharge of their duties including diary management, secretarial services and organising hospitality hosted by the Chair of Council.

• Responsible for maintaining section records and member support systems including the Chair of Council and Members information on the website, processing members allowance and expenses claims, co-ordinating Council appointments to outside bodies and updates to the Councils constitution.

• Co-ordinate arrangements for councillors to represent South Gloucestershire at Remembrance Sunday events.

• At peak times, undertake work to support the functions of the wider democratic and member services teams.

Selection Criteria

To enable us to shortlist in a fair and unbiased way it is absolutely vital that you provide us with sufficient information to demonstrate how you meet or exceed the criteria outlined in the vacancy description. Please include this information in the knowledge, skills and experience section of the application form.

Essential Criteria

• Previous experience of administration and secretarial duties within a large and complex organisation.

• A minimum of NVQ II in Administration or equivalent or have equivalent relevant experience.

• Well organised with the ability to collate information for councillors and present it in a clear, understandable way.

• Ability to prioritise work to meet the demands of the role, to undertake a wide variety of tasks and pay meticulous attention to detail.

• Previous experience of project or event planning and the ability to work concurrently on project work and day to day activities.

• Ability to provide support to councillors whilst maintaining confidentiality in a highly political environment where demands of different groups are often conflicting.

• Ability to work flexibly in order to ensure that deadlines are met. This includes working in the evenings and at weekends to support the Chair’s civic events and during peaks of electoral work.

• Good verbal and written communication skills as the post holder will be communicating with councillors, senior officers, members of the public and professionals through a variety of media.

• Ability to use tact and diplomacy skills to gain the trust and confidence of councillors.

• Good working knowledge of local authority administrative procedures.

• Ability to use the Microsoft Word, Excel, Access and PowerPoint and the capability to learn to use bespoke software (training will be given as needed).

Desirable Criteria

• Experience of working with and providing support to councillors.

• Previous experience of using Myview and express electoral registration software.

For an informal chat or more information, please contact Natalie Carr, Democratic & Member Services Manager on 01454 868198 or email natalie.carr@southglos.gov.uk.

To apply for this vacancy, please download the attached Expression of interest form and email it directly to HR Recruitment hrrecruitment@southglos.gov.uk by Sunday 15 December. Please clearly mark with vacancy number & job title. The Recruitment Team will forward onto the individual line manager once the job has closed.

About the Team

The section also ensures that the council’s statutory electoral functions are undertaken effectively and in accordance with legal requirements. A role is also undertaken in promoting the importance of participation in the democratic process.

The section provides support to the Chair of Council including the organisation of civic events and diary management to ensure that civic duties are undertaken in an efficient and effective manner. Team members are required to work flexibly across the functions of the section to ensure that the needs of the services provided are met and all team members will be allocated a variety of work to undertake.

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