Business Support Officer in Barnet

Our client is looking for an experienced Electoral Assistant. Hours will be 10am to 5pm with a 1 hour lunch break (not paid).

1. Context and Purpose of the job:

• To contribute to the delivery of high-quality services for electoral registration, elections and democratic engagement across the London Borough of Barnet.
• To deliver key administrative and clerical duties that ensure the effective delivery of timely and legally compliant electoral registration processes.
• To undertake various duties in connection with the delivery of the annual canvass.

2. Key accountabilities specific for the post:

• To assist the Electoral Services Manager and Head of Electoral Services in the running of Electoral Services.
• Assist, as necessary, with the preparation and upkeep of the register of electors and the electoral property database, using other council databases where required.
• Make phone calls to selected residents and electors across the borough, to obtain information and update the electoral register where required.
• To make visits to households, community groups and care homes within the borough to obtain information of residents where required.
• To respond to enquiries received from residents of Barnet in order to provide and receive relevant information and to offer advice relating to electoral registration.
• Process sensitive and secure data, such as National Insurance Numbers and personal identity documents in accordance with requirements of the Data Protection Act and relevant electoral legislation.
• To undertake general administrative duties including typing, data entry, general correspondence, scanning documents, dealing with incoming and outgoing post, contributing to briefing notes and taking minutes of team meetings.
• Assist, as necessary, with all aspects of the annual household canvass, including monthly updates, processing online applications and forms, sending notification letters and dealing with arrangements for property canvassers.
• Stay updated on new and existing electoral legislation and ensure that any changes in processes are enacted in a timely and compliant manner.
• Deal with the day-to-day preparation, updating and distribution of the register of electors and other electoral data. To assist in ensuring the completeness and accuracy of the register throughout the year.
• To assist with, and contribute to, any electoral registration or democratic engagement campaigns throughout the borough.
• To carry out all duties and responsibilities within the framework of the council’s equal opportunities and employment policies and in full compliance with the council’s Health and Safety procedures.
• As directed by the line manager or other hierarchy, to complete other non-recurring duties that are appropriate to the post and its responsibilities.

3. Staff responsibilities:

• Report directly to the Electoral Services Manager.
• Direct contact with the public, Councillors, council officers, canvassers, election and temporary staff and possibly also with other local authorities or central government departments.

4. Promotion of Corporate Values:

• To ensure that customer care is maintained to the agreed standards according to the council’s values. To ensure that a high level of confidentiality is maintained in all aspects of work.

5. Flexibility:

• In order to deliver the service effectively, a high degree of flexibility is necessary, and the post-holder may be required to perform work not specifically referred to above. Such duties, however, will fall within the scope of the post, at the appropriate grade.
• During critical periods for the Service, the post-holder will be required to work some long shifts and unsociable hours (e.g. ahead of statutory deadlines for elections or during the annual household canvass period).