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INTERNAL ONLY - Democratic Services Assistant

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Job Summary

Employment Term:
Full time, Permanent
Working Pattern:
Full time
Advert Start Date:
26/11/2019
Advert End Date:
15/12/2019 23:59
Salary:
£19,554 to £21,166
Hours per week:
37hours
Job Category:
Electoral Services
Vacancy ID:
105827
Employment Location:
Council offices, Badminton Road, Yate, Bristol, BS37 5AF
Post Number:
CR5546/947/SS

Job details 

Closing date:
15 Dec


Further information

Democratic Services Assistant.

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.

The democratic and member services section provides an extensive support service to the decision making processes of the Council by managing meetings of the Council, its committees and sub-committees. We provide a range of services to Councillors and the Chair of Council including arranging civic functions and providing secretarial support.

You will provide clerical and administrative support to the democratic and member services section. While you may be asked to undertake work across all functions of the section, it is expected that the focus will be on the provision of administrative support to electoral and election processes.

You will be required to work significant additional hours during periods in advance of major elections and to undertake some evening and weekend working.

This post will be based at our Badminton Road Office.

Main Duties

• Provide clerical and administrative support to all aspects of the democratic and member services sections work. This includes being the primary source of additional support at meetings held at external venues where assistance is needed in setting up the meeting, receiving the public and making microphones available to speakers.

• Be responsible for the administration of the monthly elector registration process and also postal vote applications and household registration forms during the annual canvass.

• Provide ad hoc task based supervision to temporary clerical staff employed to assist with the peaks of electoral work.

• The post holder will be the first point of contact and respond to enquiries which may be of a technical nature from the public, councillors, candidates at election, national and local political parties in relation to electoral 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

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

• Knowledge of electoral processes particularly in relation to electoral registration.

• Knowledge of the constitutional and decision making framework of the Council.

• Minimum of three GCSE passes at Grade C (Grade 4) or above or equivalent.

• Good verbal and written communications skills as you will be communicating with members of the public and professionals through a variety of media.

• Ability to use initiative and judgement to identify problems and raise them with senior colleagues as appropriate

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

• Well organised with good prioritisation skills, an ability to deal with a varied workload and meticulous attention to detail.

• Ability to cope with the pressure of high work volumes during peak periods to deliver a quality service within statutory deadlines.

• Ability to liaise with other departments and external agencies as required collating information and responding to enquiries.

Desirable Criteria

• Previous experience of providing support to electoral registration and election functions.

• Experience of using Express electoral management software and/or Modern.gov committee administration software.
Additional information

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
We are responsible for electoral registration and the administration of elections within South Gloucestershire and play a key role in encouraging democratic participation, particularly among young people and hard to reach groups. This can involve working with schools, community groups and partner organisations to arrange and deliver activities and workshops designed to raise awareness and increase participation.

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