Job Description & Person Specification
Job Title: Post Number: Other Post Numbers if multioccupancy job: Directorate: Department: Grade & salary: Corporate Services Legal and Democratic Services PO35-38 or 39-42 Plus market supplement of £5,000 Please see career progression statement 37 hours Full driving licence and business use insurance Casual N/A Head of Legal and Democratic Services Electoral Services Manager DSS 031 JE Ref:
Hours per week: Driver’s licence and business use insurance requirements: Car Allowance: Any Additional Payments: Accountable to:
Politically Restricted Posts (if required) N/A
Job Description
ROLE: To be responsible for the management of the Council's electoral services functions To lead and manage the Elections team and support the Returning Officer To ensure that all elections and electoral registration functions are carried out in accordance with electoral law, best practice and Electoral Commission guidance. To engage the Council in the Electoral process and seek excellence in all aspects relating to electoral people processes and performance
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KEY RESPONSIBILITIES AND DUTIES: People Responsibilities (impact on the public, internal customers) 1 To produce the register of electors of 57,000 households on 1 December each year and update the register each month under rolling registration and make it available for public inspection. To engage the public through promotional activities to ensure maximum participation in the Electoral Register and voting in the elections. To prepare for and organise the efficient conduct of European, Parliamentary, (2 constituencies including part of North Herts district and part of Three Rivers district) County, District, Parish elections and Referendums. To exhibit leadership at all stages of electoral process To prepare project plans relating to the conduct of the annual canvass and for all elections including the counts in accordance with best practice. To prepare risk assessments of electoral services functions and contingency plans as appropriate. To ensure that all functions in relation to postal voting are performed effectively To deal with 102,000 electors including queries and complaints. To liaise with candidates, election agents, Parish Councils, the media and other stakeholders. To act as Deputy Returning Officer for all elections as detailed above. To supply statutory bodies and credit reference agencies with Register and updates. To liaise with the Electoral Commission and ensure the elections function is managed in accordance with Electoral Commission guidance.
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Supervisory Responsibilities (managing others) 1 To be responsible for the management, leadership, motivation and supervision of Senior Electoral Services Officer (DSS.030) and Electoral Services Assistant (DSS.014) and two casual staff employed at specific times during the year to produce the electoral register and conduct elections. The section is located at the District Council offices. The postholder is responsible for training staff with regard to the local operation of the Council's Electoral Management System. To be responsible for appointment, training, leadership and supervision of up to 110 presiding officers, 250 poll clerks and 120 counting staff To appoint casual canvass staff to conduct the annual audit of properties in the district
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Financial resource responsibilities (managing finances) 1 Act as budget manager for the section, pay invoices, make payments to contractors, election and electoral registration staff, place orders for equipment and materials required. Preparation of income tax returns for staff employed on the elections. Ensure annual payments to Inland Revenue by required dates. Preparation of annual estimates and monitor budgets. To act as cost centre Manager for budgets in excess of £490,000. To prepare and submit accounts of expenditure on European and Parliamentary elections to The Department of Communities and Local Government. To make annual return to office of National Statistics regarding Register of Electors. To prepare statistical returns and performance reports to the Electoral Commission.
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Physical Resource responsibilities (managing non-financial assets) 1 2 3 4 5 6 7 8 9 10 Act as Systems Manager for the Council's Electoral Management System and ensure that the computer systems deployed are fit for purpose. To liaise with the Council's Computer software supplier, resolve problems and attend user group meetings. To ensure appropriate hiring of polling stations and count venues. To review the suitability of polling districts and places including access by people with disabilities and prepare reports to Committees. Responsibility for advice and guidance relating to statutory provisions affecting elections and electoral registration and to develop suitable procedures. To undertake and implement boundary and parish review and prepare reports to Council. To maintain the Electoral Register in paper and data form. To deal with all requests for information from the public and statutory agencies regarding the register. To maintain confidential records of personal identifiers for postal and proxy voters. To maintain software and hardware to enable the checking of postal vote personal identifiers at all elections.
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PERSON SPECIFICATION Knowledge and Skills
This section identifies the skills, abilities or experience required in order to meet the responsibilities given above. Please list essential and desirable attributes separately under each heading Knowledge/ Qualifications/ Experience Essential Working knowledge of the operation of computerised electoral management software systems A commitment to, and a clear understanding and application of, the issues related to equality of opportunities. Comprehensive knowledge of electoral legislation, the procedures relating to the preparation and completion of the electoral register and conducting local and national elections including rules in respect of issue and receipt of postal votes. Educated to a minimum of 5 GCSE's at Grades A-C or equivalent. Minimum of 5 years experience in electoral administration. Desirable Knowledge of Halarose Electoral Management System. Association of Electoral Administrators' Certificate Mental skills (Problem-solving, creativity, planning) Essential Ability to solve problems, to identify means to improve the effectiveness of the service, ability to operate the Halarose Electoral Management System or any replacement system. Ability to manage annual projects. Ability to implement changes to legislation. Ability to interpret and apply the electoral regulations. Ability to anticipate and identify pressure on resources and to act speedily to relieve that pressure. Interpersonal Skills (communication, training, language) Essential Management and leadership skills Team working Ability to obtain information from electors, candidates and agents, negotiate and conciliate with customers. Ability to liaise with candidates, agents, external stakeholders and customers. Lead, motivate and train staff, communicate with customers to provide information about the service, deal with complaints. Able to use communication skills to get things done rather than focusing on the processes. Ability to deal with customer queries and complaints. Ability to liaise with Portfolio Holders and Members. Diplomatic, able to maintain strict political impartiality
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Physical Skills (hand-eye co-ordination, accuracy, speed) Essential Computer literate e.g. Microsoft office suite Accurate keyboard skills for data input, word processing, spreadsheet manipulation and system enquiry.
Effort and Demands
This section identifies the pressures and demands that the postholder will need to meet in order to carry out the duties of the role. Initiative and Independence Essential Ability to act on own initiative and to make decisions in accordance with statutory rules and procedures. Ability to resolve queries and complaints Ability to deputise for the Returning Officer. Mental Demands (meet deadlines, conflicting priorities, interruptions) Essential Ability to meet statutory deadlines in connection with the preparation of electoral register and conduct of elections. Ability to adopt procedures and practices to accord with new regulations. Ability to work with meticulous attention to detail. Ability to prioritise work, analyse difficulties and produce effective solutions. Physical Demands (duration and frequency of physical pressures) Essential Ability to undertake site inspections Desirable Ability to lift and move electoral equipment e.g. ballot boxes.
Emotional Demands (Dealing with emotional situations with customers) Essential Ability to deal with intense impact of electors, candidates and agents during election periods. Environmental Demands (exposure to unpleasant or hazardous situations) None Essential “Genuine Occupational Qualifications” under equalities legislation. During election periods must be able to work additional hours including evenings and weekends as required.
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Any other requirements, notes or comments: None
It should be noted that the above list of principal duties and responsibilities is not necessarily a complete statement of the duties of the post. It is intended to give an overall view of the position and should be taken as guidance only. Additional duties may be required from time-to-time that are not identified above and shall be appropriate to the nature, grade and demands of the job as described. The Job Description is current as at the date shown below. In consultation with the postholder, it is liable to variation by management to reflect or anticipate changes in the job. Job description: Written by (manager) Name (in capitals) M LOVELADY Signature Date
12.5.06 (2 revision June 09)
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Agreed by (senior manager) Agreed by Head of Service Agreed by post holder
MALCOLM SANDS M LOVELADY
12.5.06 3.7.09
Updated June 2009
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