Job Description: Licensing Authority Officer
Reports to: Regulatory Manager
Purpose Of Role:
To ensure licence applications are processed and formal consultations are carried out in accordance with statutory and Council procedures. To take ownership of licence applications and co-ordinate associated reports for Licensing Committees whilst ensuring that statutory deadlines are met. To also attend Licensing Panel meetings and present reports as required.
To provide advice and guidance on a range of licensing issues to both applicants and to members of the public.
Key Accountabilities
Corporate:
1. To work effectively as part of the Council’s Housing, Planning & Communities Department, delivering corporate objectives and priorities through the work of the department.
2. To work as part of multi-disciplinary teams, proactively breaking down service and organisational barriers to improve efficiency and service quality and promoting affordable ways of tackling local problems that meet the needs of our community and are accessible to all.
3. To work with the Head of Community Enforcement to ensure services are integrated at the point of delivery and at the strategic planning level.
4. To promote a philosophy of putting our residents first at every opportunity and to put in place arrangements that involve residents, businesses and service users in the development of services.
5. To oppose and where possible eliminate all forms of discrimination, making a positive contribution to managing diversity both as an employer and service provider.
6. To raise performance and productivity by contributing to a culture of continuous improvement and efficiency.
7. To promote a positive image of the Council when representing the Council at external events or with external partners.
8. To adhere to the Work Smart principles and work remotely where required.
Functional:
1. To process licence applications, including use of IT systems, consultation, and issue of licences under the provisions of the associated legislation and in accordance with full statutory and Council procedures.
2. To provide a front-line contact for advice and guidance on personal, telephone, and IT requests, enquiries, and complaints from applicants, licensees, Members, colleagues, and the general public.
3. To compile reports for licensing panels in relation to licence applications and to assist the Regulatory Manager in the preparation of reports to relevant Committees.
4. To attend licensing panel meetings in the evening and during the day and present reports concerning licence applications to elected members.
5. To ensure banking of income is carried out in accordance with Council procedures and practices, monitoring the income received into the department using Council ICT systems and to produce reports for management when required.
6. To assist the Regulatory Manager in ensuring that policies, procedures, leaflets, and other documentation are updated as required.
7. To maintain a detailed knowledge and understanding of the key licensing regimes concerning alcohol, entertainment, late night refreshment, gambling, street trading, and special treatments.
8. To visit various locations across the borough to check public notices for presence and accuracy.
9. To assist with test purchases and general enforcement visits to licensed premises.
10. To oversee and co-ordinate the day-to-day function of all processing tasks which fall under the responsibility of the Community Enforcement Service.
11. To co-operate and liaise with customers and various agencies on service matters having regard for the provisions of the Data Protection Act and Freedom of Information Act.
12. To check relevant qualifications and certificates for validity and to confirm all applicants for licences have the correct permission to live and work in the UK as required by the law.
13. To take payments over the telephone for licence applications and associated fees.
14. Managing the debt recovery process for fees and charges, identifying when fees are overdue, chasing those fees, and suspending licences where payment has not been made.
Key Performance Indicators:
1. To process applications in line with statutory deadlines.
2. To complete reports for licensing committee and to ensure they are published within the statutory deadlines.
3. To answer email complaints and queries within the agreed service standards.
4. To process applications and input them on the system with accuracy.
Key Relationships (Internal and External):
1. Good relationships must be maintained with local businesses and residents who engage with the licensing process.
2. Good relationships must be maintained with elected members who sit on the licensing committee and who make comments concerning licence applications.
3. Maintain relationships with representatives of various responsible authorities such as the police and trading standards.
Employee Specification
Knowledge And Experience:
1. A good working knowledge of the legislation concerning the licensing of alcohol, entertainment, late night refreshment, gambling, street trading, and special treatments.
2. A basic knowledge of licensing regimes including scrap metal dealing, explosives, and sex establishments.
3. A good working knowledge of Office software.
Skills & Abilities:
1. The ability to process applications within strict timescales set by statute and meet statutory deadlines and manage competing priority workloads.
2. The ability to manage diaries and workloads without assistance.
3. The ability to build and maintain relationships with partners (both internal and external).
4. The ability to draft letters and emails; for example, letters warning non-compliant businesses of their responsibilities.
5. The ability to check documents and certificates for accuracy and validity.
6. The ability to orally present applications at licence panel hearings.
Personal Style and Behaviours:
1. To work positively with staff and partners to provide consistent good services.
2. Respectful of the confidentiality and dignity of others.
3. To be adaptable with good time management skills.
4. To provide exemplary levels of customer service whether this be in person, by email, or on the telephone.
5. Honesty and integrity.
Essential Qualifications:
1. The Licensing Practitioners Qualification or equivalent is desirable.
2. A full driving licence is required.
3. A Basic Disclosure Scotland is required in order for the post holder to take payments. This will be obtained upon appointment.
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