JOB DESCRIPTION

DIRECTORATE:Corporate Services

JOB LEVEL:Civic, Democratic & Elections Officer

GRADERANGE:5

REPORTING TO:Senior Legal Officer

PURPOSE:

To be mainly responsible for the co-ordination, provision and the daily administration of the Civic Office, to include all of the relevant functions and to assist in the day to day operation and administration of the Democratic and Election Service.

The nature of the work undertaken will impact directly on elected Members, Chief Officers and other service Officers, as well as residents, other authorities, and local organisations.

To participate in the development of the services of the Civic, Democratic and Elections Services team, including the contribution of ideas and suggestions for service improvement and savings.

CORPORATE RESPONSIBILITIES:

1To undertake all corporate requirements on health and safety, diversity and equality, safeguarding, data protection, risk management and financial regulations.

2To undertake any other reasonable duties commensurate with the grade and general nature of the post.

SERVICE RESPONSIBILITIES

Civic/Mayoralty

  1. To act as first point of contact receiving all requests for official engagements and ensuring that all related correspondence and other communications are dealt with appropriately on behalf of the Mayoralty and Chief Executive.
  1. To discuss and arrange, where appropriate, any hospitality that the Mayoralty hosts on behalf of the Council including the Civic Dinner and Charity Ball, Mayor Making, Remembrance Sunday, Senior Citizens Hampers and Town Hall Events.
  1. To administer and maintain all calendar bookings/diaries and prepare a weekly list of engagements and meetings on behalf of the Mayoralty.
  1. To liaise with the Attendants/Drivers keeping them fully informed of forthcoming events and appointments.
  1. To liaise with departments and external organisations including the Town Twinning Organisation, researching the organisations or events, providing background information and notes and writing speeches for the Mayoralty as and when requested.
  1. To liaise with officers across the Council on the planning and organisation of important events involving the Mayoralty, senior members and/or other dignitaries. Provide advice on protocol and the Council’s requirements regarding the organisation of events.
  1. To undertake day to day financial administrations of the Mayor’s Charity, including processing payments, contributions and donations, reconciling budgets, administering petty cash requests and producing reports as necessary.

Elections

1To work with the Elections Officer in connection with Parliamentary, European Parliamentary, County and Borough Council elections and Referenda and Electoral registration.

2To process rolling registration forms, postal and proxy vote applications and assist with the annual canvass. To organise and initiate this process. Supervisor canvass returns. Authorise and organise and process all payments to all canvassers.

3Responsible for making decisions and dealing with the whole process of payments to all polling staff, to include ensuring that the correct tax is deducted. Also solely responsible for the end of year tax returns for all elections. Also solely responsible for dealing with payment of all Members allowances.

Democratic

1To assist the Senior Legal Officer by the preparation of Agendas, collation of Committee reports and the preparation of minutes.

2To attend meetings of the Council and Committees to take minutes and to produce those minutes as a true record of the meetings and attend evening meetings.

3To ensure minutes, reports and agendas are placed on the Council’s website, and to update Democratic Information on the Council’s website.

4Provide assistance with Members support services.

General

1To ensure that agreed Council policies, appropriate statistical information and financial regulations are processed and followed in the performance of the duties of the post.

2Ensure that services are delivered in accordance with legal and statutory provisions.

3To be responsible for identifying personal development needs and undertake the necessary training programme to achieve the standards expected for this post.

4Any other reasonable duties, as required by the Chief Executive or Solicitor the Council commensurate with the grade and general nature of the post. Provide cover for other members of the Democratic and Elections Service team, as necessary.

June 2015

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