Government Client, England, United Kingdom
Contract Length: 6 months – PART TIME ROLE - 2.5 or 3 days per week (6 hours roughly per day)
Location: Mostly working from home but would prefer someone in Oxfordshire and the surrounding areas due to attending a meeting once every 6 weeks.
Minimum Qualifications:
* Good all round education to A Level standard (or equivalent)
* Excellent interpersonal and communications skills – a team player
* Excellent IT skills with the ability to use Modern.gov and or the desire to learn at pace
* Some knowledge of legal or governance principles and practices
* Previous experience of working in a governance environment
* Proven ability to handle new areas of work with little guidance with a positive approach to change
* Organised and methodical with excellent attention to detail and accuracy
* Experience of working in a busy team
* Experience or a willingness to work with senior colleagues and elected Members in a range of different capacities
* Experience of identifying and implementing new ways of working and willing to learn new skills
* Previous experience of working in Local Government
* Experience of using a case management or document management system with excellent excel skills
Purpose:
1. To deliver a high quality service in relation to the Democratic decision-making functions, including the administration of committees, panels and other meetings allocated to the postholder.
2. To advise members, officers and the public on matters connected with the Democratic processes.
3. To manage the school appeal service for admission and exclusion appeals with advice and support from Senior Democratic Services Officers.
4. To assist with the recording of interests, gifts and hospitality.
5. To assist Senior Democratic Services Officers and Scrutiny Officers in administering meetings and related duties.
6. Support committees and working groups alongside the Senior Democratic Services Officers and Scrutiny Officers. This includes agenda preparation, minute production and managing public attendance and support to members.
7. Arranging the meetings (where not already scheduled) and ensuring that appropriate arrangements are in place for the accommodation and other facilities required for the meeting.
8. To develop and maintain effective working relationships with elected members and all those (external and internal) involved in democratic support processes.
9. Preparing the agenda and co-ordinating production of reports for the meeting using electronic committee management system.
10. Arranging for the reproduction and despatch of the agenda and reports and updating of the website with the documents issued.
11. Attending meetings, taking written notes, preparing and issuing decision sheets and preparing formal minutes in a timely fashion.
12. Undertaking action arising from the meeting and following up items with senior officers and members as required.
13. In co-ordination with the chairs of the respective bodies and the directorates, managing the planning of business for the bodies allocated to you.
14. To provide comprehensive and efficient high-level administrative support in compliance with the prevailing office procedures and standards.
Duties:
Meeting support:
* Prepare agendas and minutes with support from Senior Democratic Services Officers and Scrutiny Officers.
* Maintain councillors’ details and distribution lists on the electronic committee management system.
* Assist Senior Democratic Services Officers and report authors in the use of the Modern.gov system.
* Co-ordinate and organise the binding of all meeting papers and their checking and storage as the formal record of its meetings.
* Co-ordinate and book the refreshments and catering for all meetings.
* Assist Senior Democratic Services Officers and Scrutiny Officers in setting up of meetings as required.
Member support:
* Co-ordinate and organise bookings for councillor and officer attendance at events and conferences.
* Assist Senior Democratic Services Officers in the support provided to members, including resources, communications, and information.
* Assist Senior Democratic Services Officers in ensuring that councillor events are properly set up on the day.
* Prepare claim forms for councillors and co-opted members for processing by Shared Services, by completing the necessary checks and paperwork.
* Assist in responding to member requests for support.
* Ensuring that member records on Modern.gov are kept up-to-date including registers of interest and declarations of gifts and hospitality.
School appeals:
* Provide advice and support to parents, headteachers and parents on the appeals process drawn from knowledge of relevant legislation and codes of practice.
* Clerk appeal hearings and provide advice to panel members and parents during hearings relating to the School Admission Appeals Code.
* Use the Education Appeals database to ensure all records are kept up to date and the relevant documents are produced by the required deadlines.
* Collate, copy and send out appeal hearing paperwork and decisions.
* Set up of appeal hearings.
Democratic process:
* Assisting in the delivery of County Council elections and any boundary or electoral reviews.
* Process financial tasks within the team including e-procurement, receipting of goods and procurement card transactions.
* Administer payments and transactions (eg. school appeal panel members, co-opted members claim forms).
Office and team support:
* Undertake general clerical and administrative tasks to support the service as required (eg. post and fax processes, photocopying, scanning).
* Act as a first point of contact for member support, dealing with queries or taking messages as necessary.
* Assist in the annual update of the parish and town council contacts and ensure records are kept up to date.
* Arrange publication of statutory public notices.
* Provide assistance to teams across the Governance service at times of peak demand eg. the organisation of working group meetings.
* Ensure the office is maintained in a good condition and ensuring appropriate organisation of all committee products, stationary etc.
* Maintain a database of staff annual leave at times of peak demand to ensure requisite cover.
* To promote the take-up of learning and development opportunities provided by relevant organisations such as the Local Government Association, Association of Democratic Services officers and the Centre for Governance and Scrutiny.
Health & Safety Responsibilities:
* Take reasonable care for your own health and safety, and that of others affected by what you do, or do not do.
* Cooperate on all issues involving health and safety.
* Use work items provided for you correctly, in accordance with training and instructions.
* Do not interfere with or misuse anything provided for your health, safety, or welfare.
* Report any health and safety concerns to your line manager as soon as practicable.
Seniority level
Entry level
Employment type
Contract
Job function
Other, Administrative, and Customer Service
Industries
Government Administration
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