Overview
Vanrath are delighted to be recruiting for a Democratic Services Officer on behalf of a public sector body in Craigavon on a temporary ongoing basis.
What’s in it for you?
* 37 hours Monday - Friday (A flexible working hours scheme is in operation; the postholder may be required to work additional hours and outside the normal hours)
* Temp
* £16.89
* 28 days AL
About your next employer
To service meetings of Council Committees, Sub-Committees, Working Groups, Council, and other official meetings and provide a comprehensive, confidential range of administrative services and associated activities to Elected Members of Council on a daily basis.
What you\'ll do
* Meetings Administration: Provide an efficient and effective administrative and support service to Council, Council Committees, Sub-Committees and Working Groups, and other official meetings.
* Prepare and issue agendas and reports and supervise the copying and collation of meeting papers.
* Responsible for the management of all Committee pre-meetings with the Committee Chair and officers and attendance at same to provide advice on Standing Orders and additional information as required.
* Provide support and guidance on governance issues to each Committee Chair throughout their year in Office.
* Provide expert advice and guidance on Standing Orders and all governance procedural matters at Council and Committee meetings to the Lord Mayor, Chair and officers in the absence of the Democratic Services Manager.
* Attend meetings to take the official record of proceedings and decisions taken and undertake follow-up work, including preparation of minutes, matters referred to other committees and correspondence arising from the meetings. Prepare Action Sheets and Decision Notices arising from meetings for circulation to Directors and Council Officers and action where appropriate the decisions taken.
* Organise catering requirements for all Council and Committee meetings including checking of Instruction Sheets for each meeting.
* Receive and organise presentations to be made to Council and Committees, using laptop, projector, screen and any other equipment.
* Provide advice and guidance on the operation of the Council\'s Planning Protocol to MPs/MLAs/Elected Members/Applicants/Agents/3rd Parties and Council officers.
* Manage formal requests for speaking rights at meetings of the Planning and Regulatory Services Committee and manage the production of a Schedule of Planning applications and its publication on the Council\'s website.
Members
* Organise high profile overseas visits for Members including the annual Somme Tour with detailed itineraries and complex travel arrangements, liaising with a wide range of stakeholders.
* Deal with queries from Members requiring problem solving in a highly politically sensitive arena.
* Provide research and information for Elected Members and officers to ensure requests for information are responded to in a timely manner.
* Coordinate IT support to Elected Members and provide training and support on a one-to-one basis as required. Assist with the introduction and implementation of new computer applications to Elected Members and resolve faults reported by Elected Members in relation to home-based IT equipment.
* Arrange for Elected Members and Officers as delegates at Conferences, Seminars and Courses, arrange site visits and maintain a Conference Diary.
* Provide administrative support to Elected Members including receipt and distribution of mail and messages.
* Order and maintain stationery stock and supplies for Member Services, including business cards, headed notepaper and rubber stamps.
* Research queries relating to Council and Committee Meetings and signpost accordingly; assist with enquiries via the Council\'s Website.
* Ensure all documents are recorded, retained and disposed of in accordance with Council Policy.
* Ensure a record of Members\' Declarations of Interest is maintained in accordance with legislation.
* Provide Elected Members with a record of their attendance at meetings.
Systems
* Operate the Council\'s Committee management system (Decision Time), including user management, upload and maintenance of documents and confidential material handling.
* Create and operate cloud-based video conferencing to enable fully remote or hybrid Council, Committee, Working Groups and other meetings in accordance with remote meeting legislation.
* Operate the Chamber conference system during all meetings and manage system users, resolving technical issues as they arise.
Audit/Finance
* Verify and process Members\' expense claims for approval using Transfer system.
* Generate and process Purchase Orders and invoices for goods and services using Integra system.
* Process payments for approval using the Council\'s Corporate Credit Card and complete the relevant documentation to be vouched against debits on credit card statements.
General Administration
* Provide a comprehensive research and collation service for Freedom of Information requests, to enable responses within statutory deadlines.
* Liaise with Government Departments, Statutory Agencies and other External Bodies, Directors, Senior Officers and the public daily.
* Deputise in the absence of the Democratic Services Manager as required.
* Assist in identifying efficiency savings within the Member Services Unit.
* Undertake other relevant duties and special projects as requested, e.g. Local Government Elections, International Women\'s Day, Local Democracy Week.
* Safekeeping of the Local Government Electoral Register and confidential distribution in accordance with Local Government legislation.
* Undertake any other relevant duties commensurate with the nature and grade of the post.
About you
Essential
* Five GCSEs (Grades A - C) or equivalent/comparable including Mathematics and English Language.
* Two years\' experience working in a busy office environment to include providing a range of administrative support, including use of Microsoft Word.
* One year\'s experience of minute taking and servicing meetings of formal Committees OR senior executives OR board meetings involving up to 25 attendees (including production of minutes).
* Excellent written and verbal skills.
* Ability to prioritise and organise work
Desirable
* OCR Level 2 Award in Text Processing (Business Professional) (Text Production and Word Processing) or OCR/RSA Stage II Typing/Word Processing (Parts 1 & 2) or equivalent
* Three years\' experience working in a busy office environment to include providing a range of administrative support.
IND04
To apply today contact Leanne Garrett in the strictest confidence.
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