Member Services Officer

Our client a large public sector organisation requires a Member Services Officer to join their team in Antrim.

Role: Member Services Officer

Rate of Pay: £19.66ph

Location: Antrim

Hours: 37 hours over two weeks, Week 1 Thursday & Friday, Week 2 Monday, Tuesday&Wednesday

Duration: Up to 1 Month

Closing Date: Tuesday 25^th February @5pm

Main duties/Responsibilities:

• Co-ordinate the system of paperless Committee meetings and the circulation of Members' documents.
• Provide a full range of support within the section including the servicing of meetings of the Council, including attendance at meetings of the Council and its Committees, recording proceedings, preparing agendas, compiling minutes and reports, taking action and following up as appropriate in accordance with Council procedures.
• Provide, prepare and collate files, display material, etc for meetings and liaise with outside bodies with regard to presentation requirements.
• Maintain, develop and update a Register of Members' attendance at meetings and conferences and liaise with Finance and the Media team regarding periodic publication of Members' expenses and attendance information on the Council's website, as agreed by Council and consistent with the requirements of the Local Government (Payments to Councillors) Regulations (NI) 2011.
• Maintain records of Members' membership of both internal and external Committees and Working Groups and communicate changes to external organisations.
• Liaise closely with IT, Members and Council departments to ensure optimum use of resources to improve the effectiveness, efficiency and economy in the circulation of Council/Committee papers and enhance and improve communication with Members.
• Collate and upload final approved versions of reports, minutes, planning presentations and schedule of applications on the Council's website.
• Maintain an inventory of stationery, re-order, raise purchase orders as and when ANF&G/4/11 May 23 necessary and receipt against goods delivered.
• Arrange meetings on request and book rooms and hospitality via the Artifax System. Coordinate any booking requests for the Council Chambers.
• Undertake administrative duties in relation to Local Government Elections, as required.
• Maintain a Register of Members Gifts and Hospitality declarations, and attendance by Members at meetings and conferences/courses.
• Provide a high level of internal and external customer service including taking ownership of customer queries and following issues through to completion.
• Provide administrative support for the Mayor and Deputy Mayor.
• Arrange and book approved Member travel and accommodation.
• Prepare the annual Schedule of Meetings and deadline schedule.
• Collate and prepare information in relation to Freedom of Information requests.
• Maintain the Council's Corporate Calendar and the Member Services Calendar.
• Collaborate with the RBL regarding Remembrance day & Sunday Services, co-ordinate with internal departments to meet RBL requirements, and communicate with Members and Officers.
• Co-ordinate Zoom invites for Council and Committee Meetings ensuring that these have been provided to Elected Members, Officers and external presenters as required.
• To manage and coordinate the on call Members Service Officers.
• Carry out any other relevant duties which may be assigned including working in other sections of the Department and Council.
• To be available from time to time to carry out duties outside of normal working hours and in addition to basic contracted hours. Such additional hours to be remunerated in line with the Council's policies at that time.
• To be available to work flexibly in other services during emergencies

Essential Criteria:

• LCCI Secretary's Certificate, BTEC National Certificate in Business Studies, or other relevant equivalent qualification at Level 3 on the Qualifications Framework
• RSA / OCR Stage II Word Processing (or equivalent) Application form EXPERIENCE
• A minimum of 2 years' relevant clerical experience which includes; a) Experience of Microsoft Office applications. b) Preparation of agenda, reports, minutes and general correspondence c) Managing demanding workload and conflicting priorities to ensure deadlines are met

To be shortlisted for this role all applicants MUST meet the essential criteria. If you are interested please upload your CV to the link provided, and Christine Thompson will contact you if you have been shortlisted. Full Job Description available on request.

Successful candidates may need to apply for an Access NI Certificate with Staffline regardless if you already have a valid certificate.