Democratic Services Manager

JOB AIM AND PURPOSE

• To lead, manage and develop the Democratic Services team.
• To provide expert advice and guidance on governance and decision making matters to the organisation.
• To manage the servicing of the Councils committees/the Council, member working parties and some senior internal officer meetings.
• To lead the ongoing maintenance of the Councils constitution.
• To lead of member support, including new member induction and ongoing training.

MAIN DUTIES AND RESPONSILBITIES OF THE POST

1. To provide visible leadership for the Councils governance and committee functions, and constructive challenge where necessary.
2. To ensure that the meetings that the Head of Democratic Services is directly responsible for (many of which are in the evenings) are serviced in accordance with constitutional and statutory provisions.
3. To provide detailed, expert advice and guidance on constitutional and statutory provisions relating to Democratic Services areas of responsibility.
4. To lead on preparations for the annual governance cycle including annual Council, reviews of the allocation of seats on committees, reviews of the constitution, member training, induction, scheduling of committees, etc.
5. To ensure that the Democratic Services team is trained to deliver its services, and that it is suitably represented at a senior level within the organisation, under the guidance of the Corporate Head of Law and Governance.
6. To monitor the performance of the Democratic Services team, including its adherence with constitutional, statutory and procedural provisions.
7. To draft briefing papers, reports and policies, and present them to members as appropriate.
8. To build and maintain effective working relationships, and support a variety of individuals with engaging with the democratic process including elected councillors, officers at all levels of the organisation, partner organisations and members of the public.
9. To monitor and manage the Democratic Services team budget.
10. To lead on the periodic review of members allowances via an independent remuneration panel.
11. To comply with the councils data protection arrangements and maintain discretion.
12. To maintain an up-to-date knowledge of local and national developments in local authority governance.
13. To assist the team in its preparations for meetings or other duties not allocated directly to the postholder.
14. To provide support for elections related duties, or other areas within the general level of responsibility for the role, as required.
15. To provide support and guidance to the office of the Mayor.
16. To undertake research on a variety of topics.
17. To assist as required in the Councils response to a civil emergency.

Person Specification

Knowledge

Detailed technical knowledge of the law and practices in which Democratic / Committee Services operates.

Skills and Experience

• Substantial experience in a Democratic Services leadership role, or similar position.
• Ability to offer expert, well reasoned advice in an authoritative and confident manner, in a range of settings.
• Well-organised: able to work methodically and manage a range of competing deadlines.
• Attentive to detail.
• Excellent IT skills, including the ability to use general office software, and an ability to learn new systems quickly.
• Ability to develop and maintain constructive working relationships with a range of individuals including councillors, officers at all levels and members of the public.
• Good use of written English and ability to proof read.
• Ability to work within and motivate a team.
• Ability to work effectively under pressure and when managing competing deadlines.
• Ability to work sensitively in a political environment.
• Ability to work under own initiative and lead the development of the team.
• Experience of using moderngov committee management software.

Training and Qualifications

• English language to a minimum GCSE grade 4 or equivalent (A* - C).
• A relevant qualification such as a the ADSO diploma in local democracy, ADSO certificate in Democratic Services knowledge, and/or evidence of other relevant leadership or management qualifications/training.
• Evidence of further or higher education.

Other Requirements

Willingness to attend evening meetings on a rota basis and very occasionally at short notice for which overtime is currently paid or time of in lieu (TOIL) can be taken.

To undertake election related duties as and when required (including attending the annual member induction day which currently takes place on a Saturday).