Recruitment of 2 Electoral Registration Assistants - REQ003099

INTERNAL ONLY VACANCY. This post is open to existing Leeds City Council employees only. Applications will not be considered from external candidates.

Job title: Electoral Registration Assistant

Salary: B3 £26,403 - £28,142

Hours: 37

Contract: Permanent

Location: Leeds Civic Hall and some flexibility around homeworking.

An exciting opportunity has arisen for two enthusiastic individuals to join our Electoral Services Team. The team is responsible for the registration of electors and conduct of local and national elections. We are ‘can do’ in nature and enjoy the challenge of our statutory responsibilities, which we undertake on behalf of the Electoral Registration Officer and Returning Officer, Ed Whiting OBE.

As an Electoral Registration Assistant, you will play a key role in ensuring the accurate processing of applications to appear on the register of electors and various absent voting arrangements such as postal and proxy voting. You will also assist with other duties relating to electoral registration and the preparation and delivery of elections.

Working to statutory deadlines, the successful candidates must be able to understand and follow relevant rules, guidance and legislation and work accurately with attention to fine detail.

You will work alongside an experienced team and receive training to assist with personal development and to broaden your electoral knowledge. Your outstanding IT skills and knowledge will assist you in developing a detailed understanding of specialist electoral services management systems, which you will use extensively.

You will be working in a demanding environment during busy periods, managing enquiries from citizens, elected members and other stakeholders. You must therefore be confident and capable in communicating both verbally and in writing, and use tact, diplomacy and political neutrality.

It is a condition of these posts that you will be required to work extended and unsociable hours including evenings, weekends and Bank Holidays during busy periods.

What we offer you

We take pride in offering the best employee experience, with benefits including:

a competitive salary and annual leave entitlement plus statutory holidays
membership of the West Yorkshire Pension Fund with generous employer contributions
flexible and hybrid working arrangements subject to service requirements

a clear career pathway and continuing professional development opportunities
a range of staff benefits to help you boost your wellbeing and make your money go further

How to apply

Please complete the online application form.

Read our guidancefor further advice on completing your application.

If you have any queries or would like an informal chat about the role, please contact Susanna Benton on 0113 3784771 or susanna.benton@leeds.gov.uk.

We welcome applications from everyone and actively seek a diverse range of applicants from all backgrounds and cultures. We particularly encourage applications from, but not limited to, women, carers, veterans as well as LGBT+, ethnically diverse, disabled and care experienced people.

This role is based in the UK. Home Office guidance states that candidates must evidence their right to work in the UK prior to commencing employment, either as a UK or Irish citizen, under the EU Settlement scheme or having secured any other relevant work visa.

If you do not have the right to work in the UK, you must consider your own eligibility for sponsorship for a particular role through the Skilled Worker visaroute before applying. To be eligible for sponsorship you'll usually need to be paid the standard salary rate of at least £41,700 per year or meet one of the other eligibility criteria. Please ensure you are eligible before applying.

Job Description

Job Purpose: To provide administrative support in relation to the duties outlined below

Responsibilities:

To assist in the provision of a professional administrative support service to the Electoral Services Management Team.
Deal with customer enquiries including those from members of the public, Council Members, Members of Parliament, senior officers in other services, other Councils and government offices.
Assist with the determination and processing of applications to register to vote in accordance with regulations.
Assist with the processing of absent voting applications and maintenance of the absent voters list.
Assist with the processing of special category elector applications.
Process sensitive and secure data, such as national insurance numbers and personal identification documents in accordance with the requirements of GDPR.
Assist with the validation of applications for a Voter Authority Certificate (Voter ID).
Responsible for the scanning and archiving of marked polling station registers.
Assist as necessary with the distribution of electoral registers including monthly updates, revised registers and marked copies of the register.
Assist with the recruitment and payment of casual employees employed by the Electoral Registration Officer and Returning Officer to support their statutory duties to compile and maintain an accurate register of electors and the conduct of elections.
To undertake general administrative duties including data inputting, general correspondence, scanning documents, dealing with incoming and outgoing post, answering queries at a reception or by telephone or email, contributing to briefing notes and taking minutes.
To assist with all other aspects of preparation and delivery of elections and registration as required.
Creation of invoices and purchase orders including the recording of all payments and maintenance of those records.
To maintain an inventory of stationery and items required for the delivery of all functions of the Service, be responsible for ordering and ensuring adequate stock levels are held at all times.

Generic

To participate in appraisal, training and development activities as necessary to ensure up to date knowledge and skills

To improve own practice through observation, evaluation, discussion with colleagues and appropriate CPD programmes.

To work collaboratively with colleagues, knowing when to seek help and advice.

Contribute to the overall ethos, work, and aims of the service by attending relevant meetings, training days/events as requested.

Be aware of and comply with Leeds City Council policies and procedures e.g. child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person

Be aware of and support difference and ensure equality for all working in an anti-discriminatory manner, upholding and promoting the values, standards and equal opportunities of Leeds City Council.

Recognise and appropriately challenge any incidents of racism, bullying, harassment, victimisation and any form of abuse of equal opportunities, ensuring compliance with relevant policies and procedures.

The duties outlined are not meant as an exhaustive list and will also comprise any other duties within the spirit of the post commensurate with the job evaluation outcome for this post.

The Council has adopted a flexibility protocol and this role will be expected to work within these parameters.

Qualifications: N/A

PERSONAL SPECIFICATION

ESSENTIAL REQUIREMENTS: It is essential that the Candidate should be able to demonstrate the following criteria for the post within the context of the specific role duties and responsibilities: Candidates will only be shortlisted for interview if they can demonstrate on the application form that they meet all the essential requirements

Method of Assessment will be through one or more of the following Application Form, Test, Interview, and Certificate

Skills Required

Able to communicate effectively with a wide range of people including sensitive and complex information

Able to prioritise own and team’s work to meet conflicting deadlines

Able to produce and present routine reports and data

Able to accurately enter/retrieve data information from information systems

To display a responsible and co-operative attitude to working towards the achievement of the service’s aims and objectives

Knowledge Required

An awareness of the sensitive and confidential nature of the work

Experience Required

Of dealing with more complex queries from a wide range of people

Of working in partnership with others to deliver work to set deadlines

Of providing customer focussed services

Of participating in teams and using own initiative

In the use of the Microsoft package

Behavioural & other Characteristics required

Committed to continuous improvement.

Able to understand and observe Leeds City Council Equal Opportunities Policy.

Carry out all duties having regard to an employee’s responsibility under Health & Safety Policies.

Willingness to actively participate in training and development activities to ensure up to date knowledge, skills and continuous professional development.

Willingess and ability to work extended/unsociable hours during an election period.

DESIRABLE REQUIREMENTS: It is desirable that the Candidate should be able to demonstrate the following criteria for the post within the context of the specific role duties and responsibilities: Candidates are not required to meet all the desirable requirements however these may be used to distinguish between acceptable candidates.

Knowledge Required

Of the requirements of electoral legislation
Of Data Protection Law including GDPR

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