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INTERNAL ONLY - Assistant Democratic Services Officer

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Job Summary

Employment Term:
Part Time, Permanent
Working Pattern:
Part Time
Advert Start Date:
26/11/2019
Advert End Date:
15/12/2019 23:59
Salary:
£21,589 to £24,799
Hours per week:
18.5 hours
Job Category:
Electoral Services
Vacancy ID:
105833
Employment Location:
Council offices, Badminton Road, Yate, Bristol, BS37 5AF
Post Number:
SGC0105/947/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.

We are looking for someone who can combine flexibility with the desire to positively embrace revision of best practice to meet emerging legislation and the innovation that will be part of democracy and elections in the years ahead.

The ability to communicate effectively both orally and in writing is vital in this role as you will meet the public, councillors, officers and candidates at all categories of election. You will possess an excellent understanding of software applications including Excel, a keen attention to detail, and be able to work accurately and under pressure to achieve results whilst meeting legal deadlines.

You will be required to work significant additional hours during periods in advance of major elections and to undertake some evening work providing support to council committees.

Main Duties

• You will contribute to the provision of a wide range of democratic services. This will include providing administrative support to the Council’s committees and for a (as allocated) and providing second officer support at some meetings as required.

• You will be responsible for the administration of special category elector registration, maintenance of the electoral property database, organisation of registration reviews, the appointment of bulk staffing for major elections and for canvassers.

• Provide basic or routine advice to meetings, members and officers, members of the public and candidates and agents in relation to Constitutional and procedural rules and the election process.

• Provide task based supervision to the Democratic Services Assistant(s) and to canvassers undertaking ad hoc house to house enquiries.

• Responsible for processing purchase orders and invoices for all democratic and member services functions.

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

• Considerable previous experience of administration and clerical duties within a large and complex organisation.

• An NVQ II in administration or equivalent or have equivalent relevant experience.

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

• Ability to work flexibly in order to ensure that deadlines are met. This includes working in the evenings and at weekends to support committee meetings and during peaks of electoral work.

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

• Good interpersonal skills and the ability to provide basic advice to members, officers and others within and outside of meetings, whilst ensuring that legal and constitutional requirements are met.

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

• Previous experience of ad hoc allocation of work to others.

Desirable Criteria

• Previous experience of providing support to electoral functions or committees.

• Experience of using Express electoral management software or Modern Gov committee administration 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

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.

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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