Democratic Services Officer – Grade 7

Job Description

Job Category: Legal
Location: London Borough of Havering
Hours Per Week: 36.00
Start Date: Immediate Start
Start Time: 09:00
End Time: 17:00
Salary: £19.05

Committee Services Officer.

Job Purpose:
• To ensure that the democratic process is carried out in an effective and efficient manner. This will involve acting as clerk to a range of meetings including overview and scrutiny and administrative committees, as well as carrying out a variety of regulatory and other functions.
• To provide authoritative advice and guidance to Members and others as necessary to ensure that all meetings conform to legal requirements, procedure rules, the Council’s Constitution and all relevant procedures and processes.

Specific Responsibilities:
1. To act as secretary to all assigned meetings with responsibility for making all necessary arrangements, servicing and providing relevant advice and guidance to ensure the smooth and effective running of each meeting in compliance with statutory and Council procedures.
2. To initiate any action necessary to ensure that the agenda includes all relevant items and to follow-up decisions taken in terms of reporting them to those who need to know and indicating clearly the actions to be taken, by whom and by when.
3. To maintain an up-to-date knowledge and understanding of legislation and Corporate Policy, Standing Orders, Council Constitution and the Codes of Conduct.
4. To ensure that the minutes accurately record the proceedings of any meeting serviced and are properly distributed to all relevant officers/agencies/organisations in a timely fashion.
5. To provide appropriate assistance to the Committee Services Officers and senior managers within Legal & Governance, including undertaking specific projects and assignments.
6. To assist in the design, implementation and maintenance of IT-based systems in relation to the post holder’s area of responsibility and to contribute to the same for the service, including development and reviews of committee administration.
7. To assist with propriety control matters, e.g. registration of Members’ interests of declarations and compliance with Access to Information requirements.
8. To research and draft replies to correspondence as directed, including dealing with complaints from Members and from the public in accordance with the Council’s Corporate Complaints procedure and endeavouring to resolve them satisfactorily.
9. To be an authoritative point of reference on all matters concerning committee administration.
10. To ensure compliance with existing and new legislation specific to committee administration, procedures and practices.
11. To ensure Members and officers are provided with clear and precise expert advice and guidance on the conduct of business, including advice and guidance on the implementation and interpretation of decisions taken.
12. To ensure compliance with, and adherence to, any legislative requirements and Council Policy and Procedures with regard to open government and access to information.
13. To assist at Elections and Referenda as necessary.