Project Support Officer – Electoral Services

Job Description

Job Category : Admin / Clerical
Location : GEORGE MEEHAN HSE WG N22 8YX, London Borough of Haringey
Hours Per Week : 36.00
Start Date : immediate Start
Start Time : 09:00
End Time : 17:30
Salary: £18.76

To provide project and programme management support to the Council’s elections Board and electoral services team. To provide administrative support to the Head of Electoral Services and other key officers delivering elections and electoral registration.

This role is required to provide support to the Head of Electoral Services in the lead up to the Mayor of London and London Assembly Elections in May 2024. Post-election activity means this role will be needed until the end of June 2024 at the earliest.

A general election must be called no later than January 2025. If this has not been announced by June 2024, it is likely that this role will be extended until after the general election.

1. To prepare, maintain and use project management methodologies and templates to provide support to the delivery of elections projects.
2. To liaise and work with staff at all levels of the Council as part of delivering specific projects and programmes.
3. To liaise with external organisations as necessary, including other local authorities / Returning Officers, central government departments and other organisations
4. To contribute towards tracking programme and project milestones and deliverables.
5. To service meetings as required, from agenda preparation and dispatch of papers to production of minutes of decisions taken and action logs.
6. To manage multiple Microsoft Teams and Channels to allow for accurate version control of documents and for collaborative working.
7. Provide administrative support to the Head of Electoral Services, including email and diary management.

Knowledge
• Understanding of project/programme methodologies and management, co-ordination and achieving successful outcomes
• Understanding of how to carry out data collection, research and analysis, and using this data to inform Improvement/Action Plans
• Educated to degree level or equivalent

Experience
• Working in local government or other large, multi-functional organisation
• Working in an electoral services team
• Undertaking research, analysing information, preparing reports and making recommendations
• Planning, prioritising, and organising own workload to tight, fixed deadlines
• Organising, planning, and servicing meetings
• Email and diary management
• Managing multiple MS Teams and Channels to deliver collaborative working and manage document control

Skills (ability to)
• Prepare reports and briefings
• Communicate at all levels, verbally, in writing and using information technology
• Minute meetings and record decisions
• Manage multiple MS Teams and Channels, making full use of the suite of MS software, including web-based software and MS Teams apps
• Set clear objectives for own work and develop effective plans to achieve objectives
• Actively build relationships with staff across the Council and partnerships with other organisations; working collaboratively with other services and external partners to deliver successful outcomes
• Work in a flexible way with the capacity to adapt to changing priorities
• Evaluate and review the impact of service improvements from the service user’s perspective
• Incorporate and promote equalities and diversity policies as part of the work of projects