THE ROYAL BOROUGH OF KENSINGTON AND CHELSEA CORPORATE BUSINESS GROUP JOB PROFILE. Electoral Services Officer. Deputy Electoral Services Manager

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1 THE ROYAL BOROUGH OF KENSINGTON AND CHELSEA CORPORATE BUSINESS GROUP JOB PROFILE Job Title: Department: Grade: Location: Responsible to: Responsible for: Electoral Services Officer Electoral Services Range B Kensington Town Hall Deputy Electoral Services Manager Temporary Electoral Canvassers Main Purpose of the Job To assist in the preparation, compilation and production of the electoral register and in the operation of related administrative procedures including the annual canvass. To support the Electoral Services Manager in administering Individual Electoral Registration (IER). To assist in the administration of elections (Parliamentary, European Parliamentary, Local, GLA and referenda) Main Duties and Responsibilities Assist with the training and supervision of approximately 80 temporary staff employed in the annual canvass, allocating them work, checking for accuracy and dealing with any issues relating to poor performance of the canvassers To assist with the preparation and publication of the Register of Electors and the monthly rolling register process within the statutory legal frameworks To prepare the Register of Electors, ensuring all additions and amendments are checked and approved before annual publication To update and maintain, through the team s IT system, all information relating to the Register of Electors Answer complex public telephone, and face-to-face enquiries that cannot be dealt with by the contact centre advisors Administering the sale of printed Electoral Registers and Electoral Register data to the public and organisations, including processing all income in accordance with Financial Regulations Assist with maintaining absent voting records, processing absent voting applications and annual refresh forms Assist with maintaining lists of special category electors, processing of applications and renewal of applications Processing street numbering orders from the Planning Department with the use of ordnance survey maps, to ensure that all new developments are placed in the correct polling districts and that all properties are correctly identified Assist in maintaining the Electoral Services archive in a clean and tidy condition To assist, as required, in all aspects of the planning and organisation of the Parliamentary, European Parliamentary, Local Government, GLA elections and referenda including staffing polling stations and training polling staff

2 To provide administrative support in connection with the review of electoral boundaries and the implementation of any changes affecting the electoral register. To assist in public awareness campaigns, including preparing materials as necessary. Ensure that the Health & Safety legislation and relevant Council policies and procedures are carried out in relation to the job responsibilities. You must be able to work unsociable hours, particularly at peak times during canvass and elections to ensure good service delivery. The post holder may be required to work some weekends and evenings To understand and comply with the Council s Equal Opportunities and other statutory policies The duties and responsibilities outlined in this job profile are indicative of the role. However, they are not exhaustive and may be subject to change. In addition, you will be required to undertake other reasonable duties as directed by your manager. All staff are expected to carry out their job in compliance with the Councils Constitution. This means being familiar with the policies and procedures relevant to the job and asking for information and advice if you are unsure of the correct course of action. The Council s Constitution is published on the Internet.

3 Selection Criteria/Person Specification Job Title: ELECTORAL SERVICES OFFICER Conditions to Note Values and Behaviours: The Royal Borough of Kensington and Chelsea have identified five key behaviours and values which we share with our Tri-Borough partners and should be demonstrated by all council employees. Successful candidates will show the ability to meet these behaviours. On the person specification below, the bullet points alongside each value give examples of good practice associated with that behaviour. Candidates: When completing your application form, please address your answers directly to each of the selection criteria below. This enables the panel to assess your ability to meet each criterion. It s essential that you give at least one example of your ability to meet each of the five Values and Behaviours: Responsive, Innovative, Collaborative, Enterprising and Serving our Public. Candidates applying for managerial/leadership roles should also demonstrate two additional leadership behaviours. Recruiting Managers: The following values and behaviours are essential criteria in each post and must be addressed directly by candidates. The Interview Guidance Notes give example questions to probe candidates in the interview and application stages of the recruitment process. A Equal Opportunities Demonstrate an understanding of and commitment to Council policies in relation to Equal Opportunity, Customer Care and service delivery, and the ability to implement these policies in the workplace. B Qualifications: Essential: Educated to A Level standard (or equivalent) Desirable: AEA certificate in Electoral Administration or equivalent C Knowledge and Experience: Essential Good general education and good levels of literacy and numeracy Demonstrable use of IT on a daily basis with advance Word and Excel knowledge Ability to deal with difficult customers in a calm and professional manner Ability to work flexibly as part of a team Ability to work under minimum supervision and resolve issues with customers while ensuring electoral policy and statutory law processes are adhered to Able to work unsociable hours, particularly at peak times during canvass and elections to ensure service delivery. The post holder may be required to work some weekends and evenings

4 Desirable Knowledge of working with bespoke data output Knowledge of electoral law and experience of working in electoral services Knowledge of Strand Electoral Management System AEA certificate in Electoral Administration or equivalent Knowledge of the Borough Our Values and Behaviours D We have a can do attitude and respond to the needs of others quickly, positively and appropriately: I listen, acknowledge what is needed and respond promptly and appropriately My actions and decisions are informed, balanced, reasonable, transparent and well explained I take responsibility for my actions and enable others to take action or make decisions too I anticipate and plan to meet future needs I seek regular customer feedback on how my service is received and make improvement where is needed E We embrace change and constantly seek ways to improve the way we work: I look for better ways of delivering my service to add value for my customers and the taxpayer I am open to new ideas and encourage a creative environment where these can emerge I make things simple and easy-to-access for my customers/residents I embrace change and build on new opportunities that emerge I act as a role model exploring all sectors and adopting best practice to deliver my service F We work well together to achieve a common goal: I am sensitive to the needs and preferences of others, respect them and adapt my behaviour as appropriate I share knowledge and am open to learning from others I am open to constructive challenge from others and seek and act on feedback I invest time in building and maintaining my relationships with internal and external partners I recognise and show that I value the contribution of others G We are resourceful and seek the best deal when looking for ways to improve value for money: I deliver high quality services in spite of diminishing resources and do not overspend I seek ways to reduce cost and work with others to get better value for our taxpayers I have a commercial outlook and look for ways to generate income I focus on delivering results and outcomes

5 I challenge existing practice to ensure continuous improvement and support new ways of working