GLPC Job Description Non-Manager

Job Title / Democratic Services Officer
Department / Chief Operating Officer
Section / Executive and Member Services
Grade / PO1
Reports to / Principal Democratic Services Officer
Staffing Responsibility / none
Organisation / Please attach organisation structure
Job Purpose:
To assist in providing efficient and effective administration of the Council’s decision-making processes and provide support to councillors with the aim of providing the highest quality service in accordance with the Council’s vision and values.
Principal Accountabilities and Responsibilities:
(Indicate the main accountabilities, responsibilities and expected outcomes (8-10 bullets should be sufficient).
1.  Servicing the existing decision-making and Scrutiny structures by taking responsibility for arranging and attending various meetings of the Council. This will involve preparing agenda, attending meetings, drafting minutes and taking administrative action arising from any meeting; in accordance with the Section’s work targets and in liaison with leading members and senior officers;
2.  To contribute to service improvements within the Unit, participating in team working where required;
3.  To make optimum use of IT packages, including Modern.gov, and to contribute to the development of the Unit’s IT capability and the Intranet/Internet pages;
4.  To assist with the administrative work required for elections, as directed;
5.  To give occasional impartial advice on standing orders, and other parts of the Council’s constitution and protocols to officers and Members of the Council, to facilitate correct and legal decision making;
6.  To contribute to the induction of new members of staff, particularly in the early stages following their recruitment;
7.  To service meetings of the Corporate Management Team (the Council’s Senior Management Group) on an occasional basis;
8.  To ensure the various performance targets set by the Council that affect Democratic Services are met;
9.  To seek information from and liaise with government bodies and outside organisations as necessary;
10.  To be responsible for various administrative duties carried out by Democratic Services such as preparation of the Council’s calendar of meetings, updating the information held on councillors and implementing office procedures;
11.  To fulfil the role of clerk to school admission appeal panels, with training as required, and the Adoption and Permanency Panel and Fostering Panel;
Safeguarding is everyone's responsibility and all employees are required to act in such a way that at all times safeguards the health and well being of children and vulnerable adults.
Carry out duties with due regard to the Council’s Customer Care, Equal Opportunities, Information Governance, Data Protection and Health and Safety policies and procedures.
Undertake any other duties commensurate with the general level of responsibility of this post.
DBS Status / To be confirmed with Human Resources
Politically Restricted / No
Person Specification
Job Knowledge, Skills & Experience:
Specify the qualifications, experience, skills and abilities required.
All criteria are essential
Knowledge and Qualifications:
Knowledge of MS Office packages, with knowledge of Modern.gov report management system being an advantage;
Knowledge of current issues concerning electoral registration and elections;
Knowledge of governance arrangements in a large organisation;
Experience:
One year’s experience of managing decision-making processes within a local authority or within an organisation with comparable processes;
Experience of servicing meetings including activities such as arranging and managing the despatch of agenda, taking notes, arranging follow up action and providing procedural advice;
Experience of using computer software packages and electronic information systems
Skills and Abilities:
Ability to follow lines of discussion in order to produce reliable, accurate and informative material to a high standard of literacy and within short timescales;
Ability to follow procedures and assimilate complex information;
Ability to plan and manage a range of administrative tasks to ensure deadlines are met;
Excellent interpersonal skills with ability to work on own initiative within a hard working team, in liaison with officers of all levels and working closely with councillors of all parties and external bodies;
Ability to interpret legislation and guidance in order to provide clear impartial advice with confidence
A commitment to, and an understanding of, the Council’s Equal Opportunities policy;
A commitment to, and an understanding of, the principles of customer care and practical experience of their application;
Able to attend evening meetings at the Civic Centre or other locations in the borough, sometimes at short notice.
Version 1: November 2014
Date of Job Evaluation / Page 1 of 4