Democratic Services Officer
Job Description
Job Category : Admin / Clerical
Location : Civic Centre, Runnymede Borough Council
Hours Per Week :37.00
Start Date : Immediate Start
Start Time : 09:00
End Time : 17:00
Salary: £13.95
2. ORGANISATIONAL RELATIONSHIPS
Reports to: Deputy Head of Democratic Services
Deputising responsibility: None
Directly Supervises: None
Indirectly Supervises: None
3. JOB AIM AND PURPOSE (What is the job trying to do?)
To provide effective and high quality support to committees and other meetings, the team, other colleagues and councillors.
To provide procedural advice on allocated areas of work to officers, councillors and members of the public.
4. MAIN OBJECTIVES
As above.
5. MAIN DUTIES AND RESPONSILBITIES OF THE POST
1. To be the lead officer for a range of committees or panels (some of which may be discussing sensitive matters), undertaking tasks including (but not limited to) the preparation of work plans, agendas in line with statutory deadlines, action logs and minutes.
2. To attend a range of meetings (most of which are in the evening) to provide administrative and procedural support and advice.
3. To assist the team in its preparations for meetings or other duties not allocated directly to the postholder.
4. To provide co-ordination and support for the council’s non-committee-based decision making processes.
5. To participate in the creation and delivery of the council’s member training and development programme (including new member induction).
6. To undertake research on a variety of topics.
7. To draft briefing papers, reports and policies, and present them to members as appropriate.
8. To provide constitutional advice and guidance to colleagues at all levels of the organisation, councillors and members of the public.
9. To build and maintain effective working relationships, and support a variety of individuals with engaging with the democratic process including elected councillors, officers at all levels of the organisation, partner organisations and members of the public.
10. To determine applications (such as to undertake charity collections), prepare and issue a range of statutory notices and licenses.
11. To support (or lead on where appropriate) various other duties assigned to the Democratic Services team which might include but is not limited to complaints handling and reporting (including maintaining related policies and liaising with the ombudsman), petitions, member records, freedom of information requests and subject access requests.
12. To comply with the council’s data protection arrangements and maintain discretion.
13. To maintain an up-to-date knowledge of local and national developments in local authority governance.
14. To provide support to the council’s response in the event of a civil emergency.
15. To provide support for elections related duties, or other areas within the general level of responsibility for the role, as required. Knowledge
Knowledge of the law and practices in which Democratic / Committee Services operates.
Skills and Experience
Experience of carrying out a range of administrative tasks.
Well-organised: able to work methodically and manage a range of competing deadlines.
Attentive to detail.
Excellent IT skills, including the ability to use general office software, and an ability to learn new systems quickly.
Ability to develop and maintain constructive working relationships with a range of individuals including councillors, officers at all levels and members of the public.
Good use of written English and ability to proof read.
Ability to work within a team.
Ability to work effectively under pressure and when managing competing deadlines.
Ability to work under own initiative and contribute to the development of the team.
Ability to work sensitively in a political environment.
Experience of using moderngov committee management software.
Experience of working in a Democratic or Committee Services type role.
Experience of providing advice to a variety of individuals.
Training and Qualifications
English language to a minimum GCSE grade 4 or equivalent (A* – C).
A relevant qualification such as a the ADSO certificate in Democratic Services knowledge or ADSO diploma in local democracy.
Evidence of further or higher education.
Other Requirements
Willingness to attend evening meetings on a rota basis and very occasionally at short notice for which overtime is currently paid or time of in lieu (TOIL) can be taken.
To undertake election related duties as and when required (including attending the annual member induction day which currently takes place on a Saturday).