Opportunities

Job Title: Democratic & Governance Officer

Reporting to: Head of Democratic Services & Governance

Contract: Permanent

Hours: 37 per week

Location: Chippenham Town Hall

Primary Relationships:

• Democratic & Civic Officer, Democratic & Youth Council Officer
• Corporate Management Team
• All Heads of Service
• External partners and consultants

Main Purpose of Role:

To provide effective and proactive administrative and organisational support for all democratic and governance processes.

Main Duties and Responsibilities

Governance and Administration

• Provide administrative support for the Council’s data protection compliance and activities, ensuring that the Council continues to embed good behaviour regarding GDPR and collecting evidence for the annual compliance review.
• Prepare responses to Freedom of Information Act and Subject Access requests, ensuring that the Council is legally compliant at all times.
• Support the Head of Democratic Services & Governance to uphold the Council’s governance mechanisms and ensure that appropriate standards of performance, operational effectiveness, probity, and open governance are maintained.
• Support the Head of Democratic Services & Governance with any administration relating to risk management and business continuity.
• Assist the Head of Democratic Services & Governance in the organisation of all elections, Councillor support and induction process and ensuring Councillors comply with their legal duties.
• Liaise with external stakeholders including the Council’s Data Protection Officer, Solicitor and other contractors as required.
• Manage daily incoming correspondence, letters, emails, and phone calls as well as meetings in person as required, ensuring matters are dealt with in a timely and efficient manner according to priority.
• Liaise on a regular basis with the Head of Marketing and Communications on the development and design of appropriate publicity materials and information relevant to the department.

Democratic Services

• Conduct research and gather information for reports, presentations, policies, consultations and other democratic and governance matters.
• Co-ordinate, prepare and publish agendas, attend meetings, compile minutes and reports in accordance with council procedures.
• Provide support services for Council Officers, Committees, decision making bodies and working parties, including meetings with outside bodies as required.
• Ensure that venues, rooms, equipment and refreshments are booked in advance for all Council, Committee, Sub-Committee meetings and working parties.
• Act as systems administrator for the meeting management system and support Councillors with the use of meeting management software, emails and devices.

Other Duties and Responsibilities

• Work collaboratively and maintain a good working relationship with Officers, Councillors and town stakeholders in the achievement of the Councils’ corporate strategic objectives and priorities.
• Work with the Democratic Services Team in the management of the civic and ceremonial budget.
• Attend and support Civic Events, some of which are on evenings or weekends for which Time Off In Lieu (TOIL) will be given.
• Support the Democratic Services Team and deputise as required to cover absences/holidays, including providing comprehensive administrative support to the Mayor and Deputy Mayor in relation to the delivery of their civic duties in the absence of the Democratic and Civic Officer and support the administration of the Local Highways and Footpaths Improvement Group (LHFIG) request forms in the absence of the Democratic and Youth Council officer.

Click here to download a Job Description

To apply, please visit the council’s website here.