Local Government Jobs

SPECIFIC DUTIES AND RESPONSIBILITIES

Job Title: Democratic Services Officer

Job purpose: To provide effective, courteous, timely and professional support for all the democratic functions of the Council.

Specific duties and responsibilities:

1. To support any democratic or other body established by the Council, or which the Council has agreed to support, with: -

a) Planning and co-ordination of agenda content
b) Research, information and data analysis
c) Preparation of agenda
d) Booking and setting venues for meetings and ensuring required facilities are available
e) Arranging attendance by speakers
f) Preparing minutes and action sheets and ensuring that they are published in a timely manner.

2. To implement systems for the ‘tracking’ of all decisions and to report on the outcomes of those tracking systems.

3. To ensure that all relevant information relating to meetings is available on the Council’s website and intranet within agreed deadlines and in accordance with the law.

4. To ensure that items on meeting agenda have been through the appropriate clearance procedures.

5. To assist and support the development and maintenance of an effective scrutiny function and deliver agreed work programmes by :-

a) providing effective and pro-active support to scrutiny meetings
b) providing high quality advice and support on scrutiny to Scrutiny members, the Executive, external partners and officers.

6. To manage and support scrutiny reviews by: -

a) Developing topic areas through a sound understanding of the Council’s priorities and aims
b) Undertaking appropriate research
c) Identifying witnesses and speakers
d) Drafting and presenting scrutiny reports

7. To be responsible for the proper conduct of Member meetings and to provide high quality constitutional and governance advice to Members and Officers accordingly.

8. To assist with the work of the Principal Electoral Services Officer, as may be required by the Democratic Services Manager.

9. To keep abreast of, and advise officers and members of new policy and legislative developments affecting the governance of the Authority.

10. To ensure that systems and working practices are efficient and consistent and that the best use is made of IT systems to improve service outcomes and increase operational capacity.

11. To establish, develop and maintain good working relationships and communications with members, officers and external agencies/partners.

12.To implement and coordinate a training and development programme for Members.

13. To administer the Members Allowances Scheme and support the work of the Independent Remuneration Panel.

14. To undertake any other duties appropriate to the grade of the post.

PERSON SPECIFICATION

Job Title: Democratic Services Officer Grade: PO11 – PO13 Post No: 5034C

SPECIFICATION ESSENTIAL DESIRABLE
Education/Training Degree or equivalent

European Computer Driving Licence or equivalent
Relevant Experience Experience of working with elected Members.

Sound knowledge of the law relating to the political and corporate governance of a local authority

Giving advice to Officers and Members

Organising and supporting Member meetings

Dealing with innovation and change

Working effectively in a team

Developing and implementing standard work processes and procedures

Taking part in projects

Significant experience of democratic services within a local authority

Awareness of different models for effective community engagement

Experience of electoral administration within a local authority

Policy and scrutiny experience within a local authority

Awareness of policy developments in local government

Experience of using ICT to deliver democratic services in new and innovative ways

Skills Establishing and maintaining mutually respectful and constructive working relationships with Members and Officers.

An understanding of and commitment to customer care.

Writing and presenting reports.

Sound political awareness and judgement.

Good word processing and keyboard skills

Personal Qualities

Courteous, professional, customer focussed and committed to providing excellent levels of service

Enthusiastic, proactive, flexible, self motivated, determined and able to motivate others

Able to take initiative, work efficiently and maintain attention to detail without supervision both independently and as a member of a team

Able to prioritise and organise work, manage conflicting priorities and remaining calm under pressure

To possess the resilience, energy and organisational abilities to keep team performance on track

Excellent interpersonal skills and able to develop and maintain good working relationships with others

Able to communicate clearly both verbally and in writing

Equal Opportunities

Valuing differences and making equal opportunities a reality