TENDRING DISTRICT COUNCIL JOB DESCRIPTION. Job Title: Elections Manager Post No: Department: Corporate Services Grade: 9-10

Transcription

1 TENDRING DISTRICT COUNCIL JOB DESCRIPTION Job Title: Elections Manager Post No: Department: Corporate Services Grade: 9-10 Reports to: Head of Democratic Services 1. JOB PURPOSE To be responsible for providing an effective and high quality electoral service, which fully complies with all legal requirements. Including the provision of electoral registration and the organisation and delivery of all elections and referenda in the district. To provide effective management of staff, resources and operations within elections, including temporary staff and volunteers. 2. DUTIES AND RESPONSIBILITIES 1. To manage the organisation of all elections, by-elections and referenda, including for European Parliamentary, UK Parliamentary, Police and Crime Commissioner, County Council and full District and Parish Council elections and ensure that all processes are accepted as secure, as well as fair and transparent. Including but not limited to: a. Plan and administer canvass b. Produce election/referendum documents c. Administer the electoral nominations process d. Issue, receive and open postal ballot packs e. Manage polling day arrangements f. Plan and prepare for the counting and adjudication of votes and declaration of results. g. Ensuring correct storage, access control and disposal of election/referendum documents 2. To lead and direct reviews of polling places and polling stations in the District, having regard to all statutory requirements, including accessibility. 3. To manage the various budgets for electoral registration and elections. In respect of externally funded elections, to account for the financial arrangements between the local authority, the Returning Officer and government departments, by the relevant deadlines. This will include the preparation and submission to government or Essex County Council of accounts, payment for casual elections and canvassing staff and invoicing of parish councils in respect of recharges.

2 4. To manage Individual Electoral Registration 5. To prepare, publish and maintain complete and accurate Registers of Electors and to ensure the timely supply of such registers to all parties entitled to receive them. 6. To manage the Electoral Services team and all other staff contracted or seconded into the Electoral Services team. Including recruitment, retention, appraisal, training, work allocation, performance and deployment. 7. To manage projects, for example reviews in relation to elections and boundaries in conjunction with the Corporate Director and reporting and presenting to working groups, committees and managing the implementation of any changes. 8. To be responsible for advice on electoral matters to elected representatives, political parties, candidates, election agents, prospective candidates, Parish Clerks and the public. 9. To lead on the promotion of democracy and the participation of residents in the voting process, by developing, implementing and evaluating strategies for increasing electoral participation. 10. To ensure that all statutory and other official returns and statistics are provided to government departments, the Electoral Commission, other organisations and internal and external auditors as required. 11. To maintain effective working relationships with electoral stakeholders including the members of the public, councillors, candidates, agents, Electoral Commission and other stakeholders 12. Any other duties considered appropriate 3. CORPORATE RESPONSIBILITIES You must work to any standards imposed by the Council in maintaining and improving its status under Investors in People (IiP) Must achieve good performance on relevant performance indicators both local and statutory and ensure that all employees understand the aims and objectives of the service, and are able to maximise potential and achievement. And must ensure that employees can relate their work to the Council s overall corporate strategy and priorities. You are required to adhere to the Council s HR and ICT policies, procedures and schemes, including Age, Alcohol, Drugs and Substance Abuse, Equality and Diversity, Flexible Working Hours, Discipline, Grievance, Harassment, Health, Safety & Welfare; Lone Working, Appraisal (My Performance), No Smoking, Sickness & Ill Health, Stress, Race Awareness, Violence at Work and Working Time Regulations. , Internet, Intranet, IT Monitoring, ICT Security, Records Management and Retention as well as financial and contract regulations, delegated powers, the Data Protection Act and the Freedom of Information Act.

3 Must maintain high quality corporate and service standards and best practice as required. Must work towards achieving good performance on relevant performance indicators both local and statutory as part of a team. 4. SPECIAL CONDITIONS This post is politically restricted within the meaning of the Local Government and Housing Act You will be required to attend evening meetings, work all reasonable hours to ensure deadlines are met and attend out-of-hours emergencies from time to time. You will be required to work outside of office hours as necessary during elections. You must keep up to date with and implement any changes insofar as they apply to your role be they new or amended legal requirements, internal and external policies or any Council or delegated decisions. You will be required to be able to drive and to have access to a car for work purposes. Annual leave will not normally be granted in the period 3 months before an election. This job description is a guide to the duties the post-holder will be expected to undertake. It is neither exhaustive nor exclusive and will be changed as working requirements dictate. November 2014

4 TENDRING DISTRICT COUNCIL PERSON SPECIFICATION Job Title: Election Operations Manager Post No: It will help the assessment of your application if you ensure it addresses each of the requirements set out in this document. PROFESSIONAL & TECHNICAL DEVELOPMENT Ideally educated to Degree level or equivalent GCSE (A* - C) English Language or equivalent The Association of Electoral Administrators Certificate (ideally Diploma) A Level 3 Management qualification Knowledge of elections and electoral registration legislation is essential Knowledge of express elections and electoral registration systems Able to operate MS-Word, Excel and Outlook (a Level 2 IT qualification would be an advantage) Experience of undertaking duties of a similar nature to those set out in the Job Description. COMPETENCY REQUIREMENTS The following competencies will be used in making the initial selection decision: 1.2 Leading and Supervising a. Provides others with a clear direction. b. Sets appropriate standards of behaviour. c. Delegates work appropriately and fairly. d. Motivates and empowers others. e. Provides staff with development opportunities and coaching. f. Recruits staff of a high calibre. 2.2 Adhering to Principles and Values a. Upholds ethics and values. b. Demonstrates integrity. c. Promotes and defends equal opportunities, builds diverse teams. d. Encourages organisational and individual responsibility towards the community and the environment. 3.3 Presenting and Communicating Information a. Speaks clearly and fluently. b. Expresses opinions, information and key points of an argument clearly. c. Makes presentations and undertakes public speaking with skill and confidence. d. Responds quickly to the needs of an audience and to their reactions and feedback. e. Projects credibility.

5 6.1 Planning and Organising a. Sets clearly defined objectives. b. Plans activities and projects well in advance and takes account of possible changing circumstances. c. Manages time effectively. d. Identifies and organises resources needed to accomplish tasks. e. Monitors performance against deadlines and milestones. 6.2 Delivering Results and Meeting Customer Expectations a. Focuses on customer needs and satisfaction. b. Sets high standards for quality and quantity. c. Monitors and maintains quality and productivity. d. Works in a systematic, methodical and orderly way. e. Consistently achieves project goals. 7.2 Coping with Pressures and Setbacks a. Works productively in a high pressure environment. b. Keeps emotions under control during difficult situations. c. Balances the demands of a work life and a personal life. d. Maintains a positive outlook at work. e. Handles criticism well and learns from it. Applicants should note that the above competencies are part of the Council s Universal Competencies Framework and there will be other competencies relevant to this role which will be used in the on-going appraisal of the person appointed.