DEPT: / Corporate Resources & Governance / JOB TITLE: / Principal Committee Manager
SECTION: / Democratic Services
LOCATION: / Three Rivers House / POST CODE: / CS0605 / GRADE: / MG1
RESPONSIBLE TO: / Democratic Services Manager
DIRECTLY RESPONSIBLE FOR: / INDIRECTLY RESPONSIBLE FOR:
2 Committee Managers / ------
FUNCTIONAL CONTACTS: / EXTERNAL CONTACTS:
Chief Executive and Chief Officers, staff at all levels within the Authority. / Government Departments, MEPs, MPs; Other Local Authorities; Members of the Public.
All Members, in particular Group Leaders, Cabinet Members and Review Panel Chairmen.
PLACE IN ORGANISATIONAL CHART OF DEPARTMENT:
OVERALL OBJECTIVE OF JOB:
1.Lead, co-ordinate, manage and supervise the servicing of the Council’s Committee Section.
2.Manage and supervise the provision of services to Members of the Authority.
3.Give advice to Members and officers on committee procedures, protocols etc, particularly in relation to the Council’s Constitution and keep a watching brief over these to ensure they are relevant and reflect changing needs and requirements.
PREPARED BY: / AGREED BY HEAD OF DEPT: / AGREED BY POSTHOLDER:INITIALS ______/ SIGNATURE ______/ SIGNATURE ______
DATE ______/ DATE ______/ DATE ______
Date amended: AW 28.08.98
\\trdclgfs01\group share\personnel\my documents\job descriptions\ss\current_by title\jdcs0605 principal committee manager.doc - 1 -
TRAINING AND DEVELOPMENT OF STAFF
Responsible for the supervision, management, leadership and development of subordinate staff, including their recruitment.
Responsible for assessing the performance of staff, taking action to ensure they receive guidance, training and coaching in all aspects of their work.
SUMMARY OF MAIN DUTIES
1.Provide day to day leadership, management, supervision and co-ordination of the work of the Committee Section, ensuring adherence to and advice on the Authority’s Constitution, policies, practices and relevant legislation.
2.Prepare agenda and reports for, attending meetings of, and produce minutes of meetings of the Council’s Review Panels, Committees, Working Parties, and Local Area Forums etc. as required.
3.Attendance at meetings of Panels, Committees, Working Parties, Forums and Chairman’s briefings, usually as the sole representative of the Director of Strategic Services, for the purpose of presenting reports, giving procedural and Constitutional advice.
- Prepare Summonses for meetings of the Council; service such meetings on a rotational basis with the Committee staff and co-ordinate replies to questions received under Procedural Rules 14 and 16.
5.Give advice to Members and officers on committee procedures, protocols etc. particularly in relation to the Council’s Constitution and keep a watching brief over these to ensure they are kept up- to-date and relevant.
5.Co-ordinate, when required, the Authority’s response to Government bodies and other organisations, MEPs, MPs and members of the public.
6.Undertake research and analysis and prepare reports and briefing papers for Committees, Panels, Members and Chief Officers of the Council as required.
7.Supervise and keep under review the arrangements made for opening of tenders.
8.Maintain the Motion and Minute Books in accordance with appropriate legislation.
9.Supervise the maintenance of records (including Acts, Statutory Instruments, Circulars etc.) and the preparation of reports to Committee or to Council, and administration in connection with the Authority’s representation on outside bodies.
10.Maintain and update the central information required to be available to the public under the Local Government (Access to Information) Act 1985 and ensure procedures are implemented as necessary in this connection.
11.Supervise the preparation and publication of the annual calendar of meetings of the Council and its Panels, Committees, Area Forums etc.
12.Arrange, as necessary the provision of suitable cover within the Section, where necessary during periods of holiday and sickness, and authorise requests for leave as appropriate.
13.Keep under review the working practices and systems operated within the Section, having regard to the impact of legislation and new technology.
14.Oversee the system of Members’ Allowances ensuring payments are properly made and supervise other administrative services to Members.
15.Responsibility for budgetary control of the committee services and democratic representation budgets.
IMPORTANT NOTES RELATING TO DUTIES
In dealing with any form of contract or tendering procedures on behalf of the Council, the holder of this post is personally responsible for ensuring that he/she:-
(a)is familiar with the relevant requirements of Procedural Rules, Contract Regulations, Financial Regulations, Code of Official Conduct and other management guidance that may be given from time to time;
(b)complies with these formal requirements and related procedures; and
(c)seeks advice from a more senior officer if in any doubt about the proper course of action.
NB
This job is as currently perceived but management reserves the right to alter it in consultation with the post-holder in order to update it and take account of any changes identified. It is anticipated that annual appraisal will lead to updating of the job description.
REQUIREMENTS FOR PERFORMANCE OF JOB:
ACADEMIC/PROFESSIONAL/TECHNICAL OR OTHER QUALIFICATIONS
ICSA Part IV desirable or equivalent management qualification.
EXPERIENCE
Extensive Committee administration and three years direct supervisory experience
SPECIFIC KNOWLEDGE, SKILL OR PERSONALITY REQUIREMENTS
Ability to communicate effectively orally and in writing with a wide variety of types and levels of contact.
Must be politically sensitive.
Able to persuade others through communication.
Able to undertake research and analysis and produce complex reports.
Able to manage, train and supervise staff.
Able to work to tight deadlines and under pressure.
OTHER FACTORS
Current driving licence and personal transport is essential.
The granting of annual leave during peak periods of electoral registration and elections is likely to be restricted.
NOTE
Under the provisions of the Local Government and Housing Act 1989, this post has been defined as being politically restricted by statute.
A copy of the Act is available for inspection in the Chief Executive’s office.
MAIN TERMS AND CONDITIONS OF EMPLOYMENT:
The conditions of Service are as laid down by the National Joint Council for Local Government Services.
(a) / Salary Grade: This post is included in the Senior Managers Pay Scheme. The post attracts a grade of MG1. The grade has 4 pay levels which correspond to 4 performance / competency levels. Assessments take place at annual appraisal and assessed performance levels may fall or rise. The levels range from £31,832 to £39,209 per annum inclusive as at 1st April 2008. Pay points on management grades are inclusive of local weighting, overtime and premium rates for unsocial hours working.(b) / Annual Holiday:28 working days (30 after 5 years Local Government service) plus statutory holidays.
(c) / Hours of Work:The normal working week is 37 hours. However, the nature of the job is such that on occasion additional time and unsocial hours working will be required for satisfactory performance of the duties. It is expected that, with the agreement of your service head, you will arrange your hours of work flexibly to balance any additional hours within your normal total working hours.
(d) / Probationary Service: The appointment of every new entrant to Local Government Service is subject to a period of probationary service of not less than 3 months or more than 6 months. At the end of the probationary period, subject to a satisfactory report from the Head of Department, the appointment is confirmed as permanent.
(e) / Pension Scheme:Employees of the Council are automatically included in the Local Government Pension Scheme. The Scheme is administered on the Council’s behalf by Hertfordshire County Council. Employee contributions are 6% of salary. Should employees not wish to join the scheme then they must opt out using the appropriate form.
(f) / Medical Report: Appointment will be subject to a satisfactory medical report from the Council’s Medical Adviser or from your own Doctor if you live a long way from the District. If a medical report is requested from a doctor who has at any time attended you, we will seek your consent to the request under the Access to Medical Reports Act 1988.
(g) / Car Allowance: An Essential User Car Allowance for a vehicle not exceeding 1450 cc is applicable to this post. The current allowance for a vehicle with a cubic capacity of 1450 and above is £990 per annum. To qualify for this allowance the post-holder must have their own car readily available at all times, at or in the area of their place of work.
(h) / Smoking Policy: It has been agreed that smoking will be restricted in all Council Offices. Failure to comply with the Council’s NO SMOKING policy will result in disciplinary action being taken.
APPLICATIONS
Completed application forms should be sent to :Personnel & Training Manager, Three Rivers District Council, Three Rivers House, Northway, Rickmansworth, Hertfordshire WD3 1RL.
\\trdclgfs01\group share\personnel\my documents\job descriptions\ss\current_by title\jdcs0605 principal committee manager.doc - 1 -