Civic & Democratic Services Officer – Castle Point Borough Council in Essex

Castle Point Borough Council is a statutory body responsible for employing nearly 350 staff and delivering over 150 council services, both statutory and for the community's well-being and benefit. Castle Point Borough Council aims to provide high-quality and financially sustainable services while prioritising outstanding customer service, transparency in decision-making, and promoting local democracy. Additionally, the council seeks to transform, modernise, and improve its performance, as well as support and enable the communities within its jurisdiction to be strong, healthy, and thriving.

Our values: Trust, Respect, Improving and Learning, and Customer Focus

Job purpose:

• To service the Council’s Committees and other bodies as required, including arranging and attending Member and Officer-level meetings, compiling reports and agendas, minutes and decision notices, despatching committee papers on time, taking and drafting minutes.
• To provide advice to Committee Chairmen, Members, officers and the general public on the Council’s Constitution and governance in relation to meetings, in line with legislative requirements and advice about the declaration of interests, as required.
• To provide advice and make arrangements to facilitate executive decision-making by individual Cabinet Members and the Cabinet, as appropriate.
• To deputise for the Democratic Services Manager in dealing with queries from Councillors or the Council’s Leadership Team and the delivery of functions within the service.
• To advise the Mayor, Deputy Mayor, Cabinet and Leadership Team and external stakeholders on civic activities, ceremonial matters and on civic protocol.

Key Responsibilities:

• To service the Council’s Committees and other bodies as required, including arranging and attending Member and Officer-level meetings, compiling reports and agendas, minutes and decision notices, despatching committee papers on time, taking and drafting minutes.
• To take appropriate action to implement, or to ensure that decisions are implemented, in accordance with the decisions taken in Committee.
• To give advice and support to Members and Officers as necessary in meetings on the Council’s Constitution and related documents and in particular procedural matters relating to meetings and about the declaration of interests, as required.
• To advise on the decision-making process, including on executive decision-making by individual Cabinet Members and the Cabinet, and provide advice to Committee Chairmen, Members, officers and the general public on the Council’s Constitution and governance in relation to meetings, in line with legislative requirements.
• To be responsible for the maintenance, updating and indexing of the computerised records for Democratic Services (including the publication of information on the Committee Management Information System on the Council’s website and the MyCMIS app) and the training and development of the skills of others in the use of these systems.
• To assist in the development and delivery of the annual Member induction and competency training programme.
• To plan and organise and attend Mayoral/civic events and engagements. This will involve occasional evening and weekend work.
• To provide advice on civic and ceremonial matters to Members, officers and the public.
• To assist in co-ordinating the Mayor’s and Deputy Mayor’s calendar, provide secretarial and technical support, including updating and maintaining the Mayoral Guide and protocol.
• To assist in co-ordinating arrangements for Operation London Bridge in liaison with the Democratic Services Manager.

The Experience You Will Bring:

• Educated to A Level standard or equivalent experience.
• Highly effective written and verbal communication skills, including listening skills.
• Strong interpersonal skills to gain the agreement and acceptance of others including colleagues, senior managers and Members.
• Up to date knowledge of IT systems used by the Council, including Microsoft Office.
• Ability to work under pressure in a rapidly changing environment, making decisions and solving problems to meet operational targets, involving devising solutions and prioritising the resources available.
• Resilience and ability to handle potentially difficult customers.
• Experience of administering meetings and producing minutes of meetings and of writing reports and drafting speeches and press releases.
• Previous experience in administrative roles.

Castle Point Borough Council is proud to be a disability confident Leader. We’re committed to interview all disabled applicants if they meet the minimum requirements of the job. We’re also committed to interview all veterans and care leavers, who meet the minimum requirements of the role for which they are applying. Please speak to our Recruiters if you require any reasonable adjustments during the process.

Castle Point Borough Council is committed to safeguarding and promoting the welfare of children and vulnerable adults and expects all employees and volunteers to share this commitment.