Job Description

1. Job Purpose
1.1 The post holder is responsible for supporting the Mayor, Deputy Mayor, mayoral functions and more generally all members in respect of their day to day queries including in respect of expenses, allowances, training and support for their ward member role.
2. Major Tasks
2.1 Supported by Democratic Services Support Officers and Legal Team Support to support members, including the Mayor and Deputy Mayor, mayoral functions, and more generally all members in respect of expenses, allowances, training and support for their ward member role.
2.2 To liaise with members, officers, partners, stakeholders and members of the public in the delivery of this service.
2.3 To ensure that all relevant policies and procedures are communicated to members and are adhered to, particularly in respect of financial matters.
2.4 To maintain and keep updated the Register of Members’ Interests.
2.5 To support the Member Development Group and be responsible for the development and delivery of the Member Development Programme as far as reasonably possible within available budgets.
2.6 To manage and oversee the provision of ICT equipment for members within Council offices and for home use.
2.7 To maintain members’ accommodation including the Members’ Room and the Main opposition Group Room.
2.8 To maintain the members’ Library, internet and intranet facilities.
2.9 To facilitate the dissemination of relevant information to members.
2.10 To work continually to develop and improve the efficiency and effectiveness of the service.
2.11 To deal with highly confidential and sensitive issues in a highly political environment.
2.12 To support the Electoral Services team in the delivery of the annual canvass and all elections and referenda.
2.13 To carry out other miscellaneous tasks, commensurate with the grade and level of the post.
3  Contacts
Regular contact with Senior Members, the Chief Executive, Head of Service and other senior officers. Receiving and responding to requests. Contact with external organisations on behalf of Members, giving and receiving information
4  Creative Work
Required to be creative in the delivery of the service, using the most appropriate methods to support members and to continually improve the service. Ensure events are organised in the most efficient and effective way.
5  Decisions Made
Using sensitivity and judgement with an understanding of issues arising in a political environment to make recommendations and decisions which may lead to occasional changes in procedure. Makes decisions on application of relevant council procedures.
6  Supervisory Responsibility
Occasional supervision of others
7  Supervision Received
Organises own workload and carries out work, referring to the Service Delivery Manager to keep them informed of progress or to seek advice on specific issues
8  Complexity
Plans and arranges own work. Required to take into account the political environment and council’s procedures when planning and delivering work.

Person Specification

Under the terms of the Local Government and Housing Act 1989 this is a politically restricted post. Further details are available on request.

Criteria and standard
Qualifications
Educated to GCSE “A” level standard, NVQ Level 3 or equivalent
RSA Typewriting and/or word processing Stage III
ECDL, CLAIT, NVQ in Business Admin or equivalent
Knowledge
Demonstrate a knowledge and understanding of and commitment to recognise and work within procedures and policies, including those for anti fraud and corruption
Skills
Must be proficient in the use of a PC, MS Office Professional and related software, particularly Word, Outlook, Excel, Access and PowerPoint.
Ability to determine workloads and prioritise the allocation of resources.
Attention to detail
Demonstrates initiative, diplomacy, resourcefulness and resilience in a demanding and fast paced environment.
Ability to communicate at all levels e.g. members, members of the public, colleagues and senior managers
Problem solving skills to resolve issues and overcome barriers to effective service delivery.
Sensitivity and judgement, with an understanding of issues that arise within a political environment
Ability to maintain confidentiality on sensitive issues
Work flexibly with other officers from time to time to undertake other comparable duties which are not specifically mentioned in this job description
Experience
Experience of developing and maintaining office systems
Demonstrable experience of working in a supportive role with senior officers/ members
Experience of dealing with a wide range of people, including civic dignitaries, members, senior officers, senior representatives from outside agencies and members of the public in a professional, courteous and efficient manner.
Experience of managing and implementing training scheme
Experience or organising large and small scale events
Personal style and behaviour
An understanding of and a commitment to complying with the Council’s policies and procedures.
Demonstrates a professional approach that generates credibility and confidence.
Commitment to quality and continuous improvement
Promotes diversity and equality of opportunity
Adherence to the Health & Safety Policy
Although office based, there may be the occasional requirement to go off-site

Gov41 – Jan 2011 Page 3