Democratic Services Officer Ref: 41-25

Job summary

Description of duties

Under direction from the Democratic Services Manager, support delivery of the Democratic functions for the council. Key responsibilities include:

Meeting Support:

• Prepare agendas, reports and minutes for Council meetings and committees
• Ensure meetings are conducted in accordance with legal and procedural requirements.
• Provide administrative support during meetings, including minute-taking, and follow-up actions.

Governance & Compliance:

• Advise elected members and officers on procedural and legislative matters
• Ensure the council's decisions are legally compliant and well documented
• Maintain up to date knowledge of relevant legislation and best practices

Records Management:

• Manage the distribution and accessibility of committee documents
• Maintain accurate records of Council decisions and actions
• Ensure the confidentiality and security of sensitive information

Public Engagement:

• Facilitate public access to Council meetings and documents
• Respond to enquiries from public and other stakeholders regarding democratic processes
• Promote transparency and accountability in all democratic activities.
• To provide administration support to the Council Chairman in their civic duties. 

Digitalisation and Innovation:

• Support the Council in adopting digital tools and practices to enhance democratic processes.
• Identify and implement improvements to existing procedures and workflows.
• Participate in projects aimed at modernizing the Council's democratic services.

Electoral Services Support

• Perform various tasks related to Electoral Services, including maintaining an accurate register of electors and ensuring a timely addition and removal of electors.
• Assist in the organisation of all Elections, Referenda and Parish Polls

To undertake any other duties as allocated by the Democratic Services Manager commensurate with the level and expectation of this post

Responsibilities for:

People: No direct line management responsibilities

Assets: Responsible for proper use of council-provided kit (eg. laptop)

Finance: No budget holder responsibilities. As part of administration function, will be responsible for processing invoices, ordering materials

Decision Making: Will have political awareness. Be able to assess situations quickly and calmly before making informed decisions and providing advice which protects the reputation of the council to officers at all levels and members. Recognise when issues need to be escalated to senior members of the team

Communications: Clear and considered communications to internal audiences at all levels of the organisation and a range of external stakeholders
 

This job description is not exhaustive.

The job description outlines the current position and will be subject to review in the light of development within the service. This will be in consultation with the post holder, as detailed in your Contract of Employment.