Job info	Job info details
Job title	Democratic Services Officer
Strategic team/Directorate	Corporate Services
Service	Governance Support
Business unit	Governance Support
Responsible to (day to day issues)	Head of Governance Support
Accountable to (line manager)	Head of Governance Support
Salary grade	G
JE ref	CXS001

1. Key purpose of job

• The primary purpose of this role is to specialise in the delivery of democratic services support across the Council’s governance arrangements. The postholder will be multi-skilled and flexible to be able to assist in the delivery of other services within Governance Support (e.g., assistance with elections and referendums) to ensure demands on the services are met.
• To support the delivery of effective, efficient and accountable decision-making arrangements of the Council.
• To service the full range of meetings as required and to assist in the provision of an effective and comprehensive support service to the Chief Executive, relevant Directors and councillors.
• To support and promote the role of Torbay Council’s governance arrangements and meetings.
• To support the Governance Support Team Leader in providing effective and efficient member development and training, through the identification of training needs and delivery of the Member Development Programme.
• To support the provision of independent school admission and exclusion review hearings.

2. Anticipated outcomes of post

• To contribute towards the effective organisation of decision-making arrangements of the Council to ensure the Council operates in an open and accountable way.
• The provision of high level support and guidance to councillors to help improve the corporate ability of the Council and enable them to fulfil their roles effectively for the benefit of the community.

3. List key duties and accountabilities of the post

• To ensure that the legal and constitutional requirements are complied with in connection with the Council’s decision-making meetings and to provide advice as required.
• To provide a full range of support service to all types of meetings (including:  public, informal and formal meetings; partnership bodies;  boards;  quasi judicial panels such as school appeals;  formal Regulatory Committees) including preparing deadlines, forward planning for agendas and writing reports, attend meetings to provide advice, record decisions and prepare accurate minutes in accordance with relevant legislation and the Constitution.  To action decisions from meetings as appropriate.
• To provide full support to the Council’s decision-making arrangements, including giving full range of advice on decision-making procedures and maintaining work programmes to ensure key deadlines are met.
• To provide a high level of support to members, assisting with problem solving, dealing with their queries and correspondence in an effective and efficient manner. The postholder must be able to mediate between different political parties/members in a sensitive manner with a high need for tact and diplomacy.
• To provide support to members in their community leadership role, encouraging public participation and facilitating public engagement in accessing the democratic process.   
• To promote democracy and raise public awareness in respect of elections and public participation e.g. Local Democracy week to ensure inclusion and equal access to the democratic process.
• To support the Democratic Services Team Leader with the management of school appeals processes including recruitment and training of Appeal Panel members, clerks and legal advisors, panel selection and ensuring the availability of professional advice and guidance in accordance with the Code of Practice on such appeals.  To attend, clerk and advise at school admission and exclusion appeals hearings. 
• To project manage work streams and assist Senior Officers in seeking innovative approaches to individual work streams and making effective contributions to the policy development of the Council, this includes establishing project plans and providing support to the work streams to ensure that they reach a successful conclusion.
• To provide effective communication and liaison with the Chief Executive, Directors, Divisional Directors and Service Managers in respect of work streams to enable expectations to be realised and provide regular updates, as appropriate, in a timely and clear manner.
• To liaise with team members and other colleagues across the Council to ensure linkages are made with other projects and policies that may relate to the work stream topic.
• To undertake project work, initiatives and assignments, including contributing towards developing decision-making structures and procedures following changes in legislation and taking an active role in developing a customer focused service.
• To be fully conversant with relevant legislation, rules and regulations, codes of practice and Council policies and procedures, to be able to contribute towards the effective and efficient governance of the Council, data protection and promote best working practices for the protection of the Council.
• To write and present high level, non-routine reports to meetings in a confident and professional manner.
• To ensure that all committee reports comply with corporate standards and protocols and are submitted to the correct decision-maker in accordance with agreed deadlines.
• To contribute towards the development and maintenance of the Team’s electronic Committee Management System and other associated information systems to meet changing service needs and efficiencies.
• To support with the provision of support services to members including assisting the Head of Governance in identifying corporate and individual members’ learning needs.
• To undertake project and research work as required and produce reports on findings as directed by the Head of Governance Support.
• Undertaking research, collating information and statistics, analysing information, producing reports and presenting information.
• To co-ordinate, manage and keep under regular review the postal vote process for all elections in Torbay.
• To attend appropriate courses as directed to ensure proper training and development.
• To work flexibly across the range of duties of this post to ensure key priorities are met by the Team as directed by the Head of Governance Support.

4. Budgetary/Financial Responsibilities of the post

• None. 

5. Supervision/Line Management Responsibilities of the post

• None. 

6. Working environment and conditions of the post

• Normal working environment and conditions.
• To work outside normal office hours during elections and for Committee meetings and major civic events including evenings, weekends and Bank Holidays.

7. Physical demands of the post

• Normal physical effort.
• Manual handling of equipment (e.g. laptop and projector) and carrying boxes of agendas to meetings.

8. Specific resources used by the post

• IT equipment (including iPad/tablet devices).
• Telephone.
• Scanner.
• Fax.
• SPAR.net, Issue Manager, Xpress, Mod.gov exempt app and FIMS software systems. 
• System Administrator for Issue Manager. 

9. Key contacts and relationships

External

• Members of the public, partner agencies, partnerships, independent chairs of improvement boards, election candidates and agents, Ministry of Justice, Association of Democratic Services Officers (ADSO), Police/Crime Enforcement agencies, Jury Service, political associations, other authorities, schools and parents, Ofsted, external organisations (including community agencies, groups and voluntary organisations), suppliers and contractors (including external trainers) and the Lord Lieutenants Office.

Internal

• Councillors, officers (particularly the Governance Support Team, Chief Executive, Directors and Divisional Directors) and other departments.

10. Other duties

• To undertake additional duties as required, commensurate with the level of the job.

Other Information

• All staff must commit to the Workplace Equality, Diversity and Inclusion Practice and Policy.
• Torbay Council is committed to safeguarding and promoting the welfare of children and applicants must be willing to undergo the checks appropriate to the post applied for.
• The post holder is expected to work in a way that ensures vulnerable children and adults are safeguarded and report any safeguarding concerns in accordance with established policies and procedures. And are aware that the Chief Executive and the Director for Children's Services are the Safeguarding Leads for the Council. 
• The post is eligible for hybrid working.
• You will be asked to complete a Criminal Records Self Declaration Form. Criminal convictions will only be taken into account when they are relevant to the post. You will only be asked to disclose ‘unspent’ convictions.
• The Council operates a Smoke-Free Policy and the post-holder is prohibited from smoking in any of the Council's buildings (including Council owned and Council leased buildings, but excluding designated areas in residential schemes), enclosed spaces within the curtilage of buildings, and Council vehicles. The Council does not permit smoking breaks within work time, however, in services where the flexi-scheme is in operation, employees may take reasonable break times outside of core hours, in accordance with flexi-time arrangements. Employees should follow the flexi-scheme procedure for agreeing time away from their duties in the normal manner with their immediate colleagues and line manager, with break start and finish times being recorded, as with any other break-time arrangement. 
• The post-holder is expected to familiarise themselves with and adhere to all relevant Council Policies and Procedures.
• The post-holder must comply with the Council’s Health and Safety requirements as outlined in the H&S policy appropriate to the role.
• The post-holder must be committed to the Council’s Core Values for employees – “Torbay Council employees are committed to being forward thinking, people orientated and adaptable - always with integrity”. Evidence will be sought during the probation and appraisal processes.
• If this post is customer facing, it will require the ability to fulfil all spoken aspects of the role with confidence and fluency in English.
• If you are required to access a government system such as HMRC, DWP or The Public services network (PSN) as part of your role with the Council you will be required to complete a basic disclose with your line manager before you can access these systems. Your manager will be required to complete a verification form that confirms your identity, nationality and immigration status, employment history and unspent convictions (third party).
• If you are required to use your own vehicle on Council business or drive a council vehicle you will be asked to provide information on any driving endorsements by accessing gov.uk/view-driving-licence and providing a code to your Line Manager in order to share your driving licence information with the Council.

Person Specification

Note for Candidate

All Candidates

The supporting statement on your application form will be used to assess ability to meet the essential requirements of the role, so you should explain how you meet each of the numbered essential requirements within your supporting statement. In a competitive situation, the desirable criteria may be taken into consideration, so you are encouraged to show how you also meet each of the desirable criteria.

Candidates who consider that they have a disability

Reasonable adjustments will be made to the job, job requirements or recruitment process for candidates with a disability.

If you consider yourself to have a disability you should indicate this on your application form, providing any information you would like us to take into account with regard to your disability in order to offer a fair selection interview.

Where ever possible and reasonable we will make adjustments and offer alternatives to help you through the application and selection process.

If you have indicated that you have a disability on your application form you will be guaranteed an interview if you clearly demonstrate in your supporting evidence how you broadly meet the essential requirements of the role.

Job info	Job info details
Job Title	Democratic Services Officer
Strategic team/Directorate	Corporate Services
Service	Governance Support
Business unit	Governance Support

Skills and effectiveness

Essential skills and effectiveness

• Excellent organisational and time management skills.
• A high level of writing skills sufficient to produce minutes and correspondence that are accurate, understandable, with information conveyed accurately, clearly and simply and appropriate to its audience.
• Excellent verbal and interpersonal skills to communicate effectively, courteously, confidently and professionally with members, officers at all levels in the organisation, partners, external organisations and members of the public.
• Ability to display sensitivity, tact and diplomacy in all situations with political sensitivity.
• Awareness and understanding of political sensitivity.
• High level of accuracy and attention to detail.
• Ability to interpret complex information.
• Ability to work with challenging, conflicting and tight deadlines and to determine appropriate priorities with a flexible approach and ability to adapt quickly to changing priorities to complete tasks within deadlines without supervision.
• Ability to take personal responsibility for a substantial workload and deal unsupervised with complex issues.
• A polite manner, particularly when working in circumstances where interruptions may be common.
• Ability to work accurately under pressure and maintain high levels of accuracy.
• Ability to work as part of a team, use own initiative and contribute towards the overall aims of the service.
• Ability to develop and maintain good relationships with colleagues.
• Ability to work to a high professional standard without supervision.
• Ability to deliver a quality customer service.
• Ability to recognise and have regard to the need to maintain confidentiality.
• Ability to develop and implement IT systems.
• Ability to use IT systems (Microsoft Word, Outlook, Excel, PowerPoint) with excellent keyboard skills.
• Good numeracy skills.
• As this post meets the requirements of the Immigration Act 2016 (part 7), the ability to converse at ease with members of the public and provide advice in accurate spoken English is essential for the post.

Desirable skills and effectiveness

N/A

Knowledge

Essential knowledge

• An excellent understanding of the functions and structures of local government.
• A sound knowledge of corporate governance, constitutional and ethical issues and processes sufficient to be able to give advice at a high level including at meetings.
• High level of practical knowledge of local government procedures.
• Ability to understand and contribute towards the development of systems and procedures associated with decision-making structures.
• Able to interpret, implement and explain statutory guidance and codes of practice.
• Knowledge of the key issues facing local government.
• Knowledge of equalities issues to a level for improving service delivery.
• Microsoft Office and associated programmes.
• Awareness of the Council’s aims and objectives.
• Knowledge of Freedom of Information Act and data protection issues.

Desirable knowledge

• Knowledge of Issue Manager (or Committee Management System), Xpress (or Election software system), SPAR.net (or performance monitoring system) and FIMS (or financial management) systems.
• Ability to understand and contribute towards the development of systems and procedures associated with decision-making structures.
• Knowledge of the Standards Committee (England) Regulations 2008.
• Knowledge of Electoral Legislation in relation to postal votes.
• Knowledge of the provisions in the Code of Practice for School Admission appeals and Exclusion from maintained schools, academies and pupil referral units Code.

Experience and achievements

Essential experience and achievements

• Experience of servicing quasi judicial panels and full range of different types of meetings e.g. regulatory committees, executives, formal, informal, quasi judicial bodies and partnerships (taking minutes, compiling agendas, correspondence, organising meetings, preparing work plan/streams and liaising with councillors).
• Proven experience of local government or equivalent.
• An ability to identify improvements/make adjustments to service delivery and in line with national developments.
• Experience of servicing school appeals or equivalent panels.
• Track record of building constructive and productive relationships with elected members or at an equivalent senior level.
• Experience of providing high level customer service and working face to face with the public.
• Good working experience and evidence of using PC based information technology and computerised systems including working experience of Issue Manager or equivalent Committee Management System.
• Experience of dealing with confidential and sensitive information and an understanding of whom it should be shared with.
• Experience of undertaking research and analysing information.

Desirable experience and achievements

• Experience of supporting elected members and working with senior managers.
• Experience of working in a political environment and promoting positive working relationships.
• Experience of postal vote processes.

Qualifications/professional memberships

Essential qualifications/professional memberships

• A relevant degree or equivalent experience.
• Working towards or hold the Association of Democratic Services Officers Certificate in Democratic Services Practice.

Desirable qualifications/professional memberships

• Current member of Association of Democratic Services Officers (ADSO).

Other requirements

Other requirements of the job role

• Demonstrates a commitment to safeguard and promote the welfare of children and young people.
• Ability to carry out the physical requirements of the role (i.e. manual handling).
• Ability to travel efficiently around the Bay in order to carry out duties.
• Ability to accommodate unsociable hours.
• Ability to accommodate occasional home-working.