Job Title: Democratic Services Officer Directorate: Initially Corporate Services, however, may be required to work in any Directorate in the Council Service: Initially Administration, however, may be required to work in any Service in the Council Service Unit: Initially Democratic Services, however, may be required to work in any Service Unit in the Council Location: City Hall, The Castle Reports to: Democratic Services Manager Salary Scale: Scale 6 SCP 20-23 Car user status: Casual PURPOSE AND FUNCTION OF THE POST Act as Committee Clerk for meetings of the Council and its Committees. Disseminate Council decisions internally and externally. Provide administrative support to the Mayor, Deputy Mayor, Members, and the Council. Organise and arrange civic and ceremonial events. PRINCIPAL DUTIES AND RESPONSIBILITIES Prepare agendas and coordinate and collate reports from departments. Prepare for and attend meetings, dealing with matters arising, including the follow-up of reports. Attend Council and Committee meetings to record, draft, and finalise minutes. Place minutes and Council decisions on the electronic retrieval system and website. Circulate minutes and decisions as appropriate to departments, Members, and outside bodies. Assist with the organisation and arrangement of civic and ceremonial events and attend them. Draft formal correspondence arising out of Committees/Council in relation to the Administration Section. Book rooms using the room booking system for meetings and events. Provide a full secretarial support service to the Mayor and Deputy Mayor, including: Dealing with correspondence. Carrying out necessary financial procedures related to the Mayor's allowance and charity accounts. Maintain the stock of gifts for the Mayor/Deputy Mayor and distribute civic gifts to official guests. Arrange and attend official and Mayoral engagements. Provide an information and advisory service for Members attending meetings and carrying out other duties, including: Making arrangements for attendance at courses and conferences. Perform administrative duties such as: Typing various reports. Filing. Other tasks ensuring the smooth and efficient running of the Democratic Services Section. Comply with and promote equality, health, and safety in accordance with Council Policies and legal requirements. Undertake duties in a manner that enhances and/or protects the reputation and public profile of the Council. Perform any other appropriate duties as allocated in line with the general nature of the post. Note: This post involves regular evening and occasional weekend work as part of normal working hours. Mayoral duties, meetings of Council, and its Committees can continue to 11:00 PM or later. PERSON SPECIFICATION The person specification provides information on the qualifications, experience, knowledge, and skills required to carry out the duties of the post. The essential criteria will be used for shortlisting and as part of the selection process. Qualifications (Essential) Two GCE A levels (or equivalent). Experience (Essential) Two years of relevant secretarial/administrative experience. Experience using computer software, including Microsoft Office. Experience taking and drafting formal minutes for senior executives or a formal Management Board. Experience (Desirable) At least one year of relevant experience delivering administrative support within a political environment. Experience working effectively with senior executives or Board members and dealing with confidential issues. Experience providing advice and guidance on organisational practices and procedures. Experience managing hybrid meetings. Knowledge, Skills, and Ability (Essential) Excellent written and verbal communication skills. Good organisational skills. Ability to work to demanding deadlines. Other Requirements (Essential) Must be prepared to accept evening and occasional weekend work as part of the normal duties and normal working hours of the post.