Democratic Services Officer

This is a Full Time Permanent Position. We are looking for a highly organised and motivated Democratic Services Officer to join our Governance Team and play a key role in supporting the Council's democratic decision-making processes. This is an exciting opportunity to work at the heart of local government, providing professional support to elected Members, senior officers and committees, ensuring effective governance and transparent decision-making for our communities.

As a Democratic Services Officer, you will help deliver a high-quality democratic services function, supporting a range of committees, panels and meetings while ensuring compliance with statutory requirements and the Council's Constitution.

You will be responsible for:

• Managing and supporting a portfolio of Council committees, panels and working groups.
• Preparing, publishing and distributing agendas, reports and minutes within statutory timescales.
• Providing professional advice and guidance to Members and officers on governance procedures, constitutional matters and decision-making processes.
• Attending evening meetings as required and providing procedural advice during proceedings.
• Supporting elected Members in their roles, including assisting with enquiries and governance matters.
• Maintaining accurate records of decisions and ensuring transparency and public access to information.
• Contributing to the continuous improvement of democratic and governance processes.
• Supporting elections, referendums and other corporate governance activities where required.

We are seeking someone who:

• Has experience of committee administration, governance or democratic services within a local authority or similar organisation.
• Has a sound understanding of local government decision-making and democratic processes.
• Possesses excellent organisational skills and is able to manage competing priorities and deadlines.
• Has strong written communication skills with the ability to produce accurate and concise minutes and reports.
• Can build effective working relationships with Members, senior officers and external stakeholders.
• Demonstrates political awareness, tact and discretion when dealing with sensitive issues.
• Is proficient in Microsoft Office applications and committee management systems.
• Can work flexibly, including attendance at evening meetings when required.

We expect to make the appointment at a Grade 6 or 7.

ROLE AND PURPOSE

Grade 6 and 7: Assists with the organisation and management of the Council, Cabinet, Cabinet Committees, Council and other Committees and external bodies to meet the requirements of users, including the recording of all business, ensuring decisions are communicated as required and in accordance with relevant legislation and the City Council’s Constitution.

Grade 8 all of the above plus: Co-ordinates the organisation and management of the Council, Cabinet, Cabinet Committees, Council and other Committees, external bodies including charities and companies to meet the requirements of users, including the recording of all business, ensuring decisions are communicated as required and in accordance with relevant legislation and the City Council’s Constitution.

Grade 9, all of the above plus: Leads the organisation and management of the Council, Cabinet, Cabinet Committees, Council and other Committees, external bodies including charities and companies, including planning and organisation of agendas, to meet the requirements of users, including the recording of all business, ensuring decisions are communicated as required and in accordance with relevant legislation and the City Council’s Constitution.

PRINCIPAL ACCOUNTABILITIES:

• Assists with the organisation and management of the Council, Cabinet, Cabinet Committees, Council and other Committees and external bodies.
• Gathers and disseminates information and offers advice and guidance to Elected Members, Chief Executive, Corporate Directors and Heads of Service, local government organisations, outside organisations (including Government Departments) and the general public on the key decision making processes to encourage local decision making and community participation.
• Co-ordinates and manages the conduct of school admission and exclusion appeals, serving as Clerk to the panel in accordance with the DfEE Code of Practice.
• Provides a supporting role to the principal Democratic Services Officers and deputises for them to ensure effective management, motivation, development of staff/services in accordance with the Council’s objectives.
• Assists in the arrangements for the opening of tender documents and advises on the contract procedure rules in accordance with the Council’s Constitution and other statutory requirements.
• Supervises the work of the Business Support Team who are responsible for typing and clerical support, the booking of rooms for Member meetings and co-ordination so that services are provided in a cost effective and efficient manner and in accordance with the aims and objectives of the Section.
• Advises and supports standing committees on corporate matters to inform the decision making processes and ensure that appropriate Corporate Directors are fully informed of issues relating to their area of responsibility.
• Processes and actions correspondence, Government Circulars and circulars from Local Government Associations within predetermined timescales.
• Undertakes research and analysis to develop proposals to enhance the decision making function of the City Council.

The Health and Safety at Work etc. Act 1974 and associated legislation places responsibilities for health and safety on Hull City Council, as your employer and you as an employee of the council. In addition to the Councils overall duties, the post holder has personal responsibility for their own health & safety and that of other employees; additional and more specific responsibilities are identified in the Council’s Corporate H&S policy.

Grade 7, all of the above plus: As above but will also be required to support staff on a Grade 6.

Grade 8, all of the above plus: As above but will also be required to support staff on a Grade 7.

Grade 9, all of the above plus: Acts as Deputy Returning Officer for Parliamentary, European and Local Elections in accordance with all statutory requirements and legislation. Provide advice to the public and supervise election staff.

Contributes to establishing, maintaining and developing quality systems within the Section in order to improve continuously the provision and delivery of democratic services to meet customer needs and the requirements of Best Value and Service Delivery Plan objectives.

Benefits of Working of Hull City Council:

• A competitive salary
• An excellent pension through the Local Government Pension Scheme (LGPS)
• Initially 23 days annual leave depending on length of service. You will also get eight public holidays per year, and three additional days off, one in May/August and one during the Christmas/New year period
• Career development and learning experiences from a range of training courses and learning methods
• Supportive and forward-thinking culture
• Great career development opportunities

Please ensure that you complete and submit your application by midnight prior to the closing date. Please ensure that your application demonstrates how you meet the essential criteria against the person specification as listed in the job description. We are committed to increasing the diversity, equality, and inclusion within our workforce to represent the people we serve and build an environment in which everyone can feel like they belong. We encourage people from all backgrounds to apply.

The Council is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all employees and volunteers to share this commitment.