Assistant Democratic Services Officer

Job Summary

To provide a range of administrative support to the democratic services team in supporting Council, Cabinet, Committees and Working Groups as allocated under the direction of a supervisor/ manager.

Main Responsibilities And Requirements

To assist the Democratic Services team with a range of administration tasks including but not limited to:

• Records Management
• Mail service for outgoing and incoming mail
• Drafting / typing letters, documents and email communications
• Answering queries by telephone / email
• Taking minutes of meetings
• Ordering supplies
• Arranging for the display of public notices of meetings
• Production and dispatch of agendas
  
  

Responsibilities

Under the supervision of the Democratic Services Manager, to be responsible for all aspects of Committee administration in respect of allocated Committees, including:

• Liaison with the Chair and/or Vice Chair to facilitate arrangement and administration of meeting
• Maintaining the Forward Plans
• Maintaining distribution lists and outlook invitations
• Records Management
• Taking minutes of meetings
• Arranging for the display of public notices of meetings
• Production and dispatch of agendas
• Administration of the charitable trusts serviced by the department. Maintain relationships through positive engagement and influence with different parts of the organisation, including interaction with internal and external customers.
• To assist in the planning and organising of tasks from initiation to completion which identifies resource, facility and equipment requirements to complete the task.
• To exercise diplomacy, sensitivity and confidentiality when handling all matters, in particular, in relation to the political process or personal data.
• To demonstrate a commitment to your own personal development to learn.
• To handle information confidentially, ensuring it is stored securely, maintained and retained appropriate in line with relevant legislation and council policy.
  
  

The Candidates Must Have

• Educated to NVQ level 3 in a directly relevant subject or the equivalent level of knowledge gained from demonstrable relevant work-related experience
• Working as part of a team (this could be in a sporting, educational, work or social setting) as well as demonstrating use of own initiative
• Ability to develop good working relationships
• IT Skills including ability to use Microsoft Office e.g. Word and Excel.
• Good communication skills
• Excellent written skills
• Organised with a good attention to detail
• Numerate and have the ability to copy/transfer information accurately
• Have the ability to understand and apply regulations and written instructions
• Be articulate and able to converse confidently in a pleasant and professional manner
• Enjoy working as part of a team
• Political sensitivity
• Demonstrate the Council’s Behaviours which underpin the Culture Statement
• Flexible approach to work
• The ability to solve problems logically
• High personal standards and self- discipline
• Motivated and positive attitude