Democratic Services Officer

Democratic Services Officer

Craigavon

Temporary

£16.89 per hour

The Client: Local Public organisation based in Craigavon, serving local residents.

The Role: 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.

Responsibilities:

• 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 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.
• Attending meetings to take the official record of proceedings and decisions taken and undertaking all follow-up work, including preparation of minutes, matters referred to other committees and correspondence arising from the meetings. Preparing Action Sheets and Decision Notices arising from meetings for circulation to Directors and Council Officers and action, where appropriate, the decisions taken.
• Ensure the appropriate storage and retention of Confidential Legally Privileged Legal Advice Notes arising from the Planning and Regulatory Services Committee and Full Council Meeting and for controlling access of same to only those Elected Members/Officers eligible to view such highly sensitive documentation.
• Provision of advice and guidance to officers on the correct use of the Council's Seal and be responsible for its use and safe keeping
• Responsible for organising high profile overseas visits for Members including the annual Somme Tour which involves planning detailed itineraries and complex travel arrangements and liaison with a wide range of stakeholders.
• Implementation and co-ordination of IT support to Elected Members and provide additional 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 take appropriate action to resolve, in a timely and cost[1]effective manner, faults reported by Elected Members in relation to their home[1]based IT equipment.
• Responsible for the ordering and maintenance of all stationery stock and supplies for Member Services, including Elected Members' business cards, headed notepaper and rubber stamps.
• Responsible for the operation of the Council's Committee management system (Decision Time) including the management of users, upload and maintenance of documents and appropriate handling of confidential material.
• Responsible for generating and processing Purchase Orders and invoices for goods and services as required using Integra system
• Responsible for processing payments for approval using the Council's Corporate Credit Card and completion of the appropriate documentation to be vouched against corresponding debits on credit card statements.
• Provide a comprehensive research and collation service as requested, in relation to Freedom of Information requests received, to enable a response within the statutory deadlines.
• Undertake other relevant duties and special projects as requested by Strategic Directors and the Democratic Services Manager e.g. Local Government Elections, International Women's Day, Local Democracy Week.
• Undertake any other relevant duties that may be required and are commensurate with the nature and grade of the post.

Hours of work: 37hrs per week, Monday to Friday

Essential Requirements:

• Five GCSE's (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

Desirable Requirements:

• 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.
• High level of shorthand proficiency

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