Democratic Services Assistant
Permanent, Full Time
Up to £24,826 per annum
Working Style: Anywhere worker
The role of Democratic Services is to deliver effective and high quality Committee Administration, Member Support and election and induction and to promote community engagement and understanding of the democratic processes of the Council.
This role operates in the political environment of the authority and requires tact and accuracy. The Democratic Services Assistant is important to the effective management of the democratic process across the Council.
The role assists and supports the effective administration of Council meetings and decision making process including making arrangements prior to the meeting, assisting with the preparation and publication of agendas and reports and publishing the Council’s Forward Plan and Council decisions.
Efficient and effective at undertaking essential work within the function. This role is accountable for:
- Providing exceptional service delivery by maintaining high standards of quality and quantity of work
- Working collaboratively within the function to deliver the best possible outcomes for our customers
- Maintain and nurture collaborative relationships in all day to day activity
- Continually meet improved levels of service quality
- Effective utilisation of digital technologies and innovation within the role
- Factors equality and diversity into all daily activities
- Factor in risk management as part of daily activities Maintain a reputation for delivering exemplar customer interactions
- Assist with the preparation and distribution of agendas, report and minutes.
- Publish committee documents, cabinet member decisions and the Forward Plan on the Council’s website.
- Book committee rooms and organise the set-up of meetings and development sessions.
- Provide advice and guidance to members and officers and manage the Executive Decisions and Democratic Services inboxes.
- Maintain the Committee Management Information System (our software package used to publish relevant information on the Council’s website) , including committee membership, composition and attendance, Declaration of Members’ interests, Member Register of Interests and gifts and hospitality, member development attendance, election history and any other changes required.
- To undertake the administration of Admission and Exclusion Appeals working to statutory time limits and to agreed performance indicators. Receiving and acknowledging appeal forms, recording appeal details on the Case Management System, distributing papers, generating decision letters confirming the outcomes of the Panel and maintaining and updating appeal files.
- On behalf of Elected Members and Panel Members and Clerks, prepare and organise events, training, away days, other activities and key meetings as appropriate.
- Provide guidance, advice, training and support to Panel Members and external Clerks on policies and procedures such as making expense claims.
- Undertake the administration of DBS checks for Members as required, including officially checking and validating the documentation and evidence provided.
- Support member information and development activities as directed by managers within Democratic Services.
- Undertake the Team’s financial administration, raising purchase orders and requisitions, settling invoices, placing orders etc. as required.
- To carry out duties and projects as directed by managers within Democratic Services.
Skills, Knowledge and Experience
- Educated to GCSE level at Grade ‘C’ including English and Maths or equivalent by experience
- Evidence of continuing professional development and knowledge in Democratic Services and Local Government.
- Good ICT skills including Microsoft applications and specialist systems. Experience of a Committee Management system is desirable.
- Good organisational skills and an ability to work to tight deadlines, prioritise own work, use own initiative and be self motivating.
- Good interpersonal skills, good oral and written communication skills, presentation of text and other materials and give attention to detail.
- Awareness of confidentiality and the ability to be tactful and diplomatic.
- Ability to adapt and respond quickly to conflicting demands whilst remaining calm under pressure.
To read more about us please visit: Corporate Services
Why Essex? Essex County Council has a location to be proud of. Our 1,300 square miles stretch from Constable Country to the Thames Estuary, from the dynamic M11 corridor to the traditional seaside resorts of Clacton and Walton. England’s oldest town, Colchester, and two of its newest – Basildon and Harlow – are right here. Along with the City of Chelmsford, the county town, they form our major population centres. It means real choice and makes Essex the ideal place for your career. Read more about us here.
Essex County Council is proud to be a Disability Confident Leader. We’re committed to interview all disabled applicants who choose to apply under our Job Interview Scheme if they meet the minimum requirements of the job. Please speak to our Recruiters if you require any reasonable adjustments during the process.
We’re also committed to interview all veterans and care leavers, who meet the minimum requirements of the role for which they are applying.
What you should do next
If you are interested in finding out more about this role, we would love to hear from you. Please apply via the Working for Essex website.
As part of employment with Essex County Council (ECC) should your role require a DBS check you will be required to register with the DBS update service. The DBS update service ensures all registered DBS certificates are kept up to date and allows authorised parties to view the status of your certificate. This is an annual subscription, and you will be responsible for ensuring this is maintained. For further information on the DBS update service please go to https://www.gov.uk/dbs-update-service
Essex County Council is committed to safeguarding and promoting the welfare of children and vulnerable adults, and expects all employees and volunteers to share this commitment.
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