Civic Recruitment Limited
Electoral Services Assistant
Welwyn Hatfield
£20.12/hr
Posted about 2 months ago
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3 months contract with a Local Authority
Job Title: Electoral Services Assistant
Job Purpose
To support the effective administration of the Electoral Registration Service by accurately assessing and processing electoral registration applications, maintaining the Register of Electors, and assisting with the delivery of elections and the annual canvass. The postholder will ensure compliance with electoral legislation, statutory deadlines, and data protection requirements while providing a high-quality service to residents, elected members, and stakeholders.
Key Responsibilities
Electoral Registration Administration
- Process Individual Electoral Registration (IER) applications in accordance with electoral legislation and statutory deadlines.
- Assess eligibility for registration, including age, nationality, residency status, and entitlement to register.
- Maintain and update elector and property records on the Electoral Management System accurately and efficiently.
- Scan, verify, and process electoral forms, including:
- Household Enquiry Forms (HEFs)
- Invitations to Register (ITRs)
- Change of Name forms
- Evidence requests and query forms
- Postal Vote applications
- Proxy Vote applications
- Postal Proxy Vote applications
- Undertake local data matching and evidence verification activities where applications cannot be automatically verified through Department for Work and Pensions (DWP) checks.
- Handle sensitive personal information, including National Insurance numbers, passport details, and driving licence information in accordance with GDPR and data protection regulations.
Electoral Register Management
- Produce and distribute the Register of Electors and monthly updates to statutory recipients in the required formats.
- Maintain the accuracy and completeness of electoral records through regular data cleansing and validation exercises.
- Undertake data mining activities using Council Tax and other relevant datasets to identify and encourage eligible residents to register to vote.
Elections and Annual Canvass
- Assist in the planning and delivery of local, regional, and national elections.
- Support the Annual Canvass process in accordance with statutory requirements.
- Conduct year-round doorstep canvassing visits to non-responding households and potential electors.
- Assist with the recruitment and administration of temporary election and canvass staff.
- Verify right-to-work documentation and ensure compliance with immigration legislation.
- Support the booking of polling and election venues and assist with associated administrative processes.
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Customer Service and Communication
- Respond to enquiries from members of the public, councillors, Members of Parliament, political parties, election agents, and council officers.
- Communicate effectively through face-to-face interactions, telephone, email, and written correspondence.
- Provide accurate advice on electoral registration, voting methods, and election processes.
General Duties
- Contribute to the delivery of a high-quality, customer-focused electoral registration service.
- Promote the Council's values, behaviours, and "Here to Help" ethos.
- Undertake any other duties appropriate to the role as directed by management.
Experience
Essential
- Experience of working in an administrative or data-processing environment.
- Experience of managing and maintaining accurate records and databases.
- Experience of handling confidential and sensitive information.
- Experience of dealing with customers and responding to enquiries professionally.
- Experience of working to strict deadlines and managing competing priorities.
Desirable
- Experience of working within Electoral Services or a local government environment.
- Experience of using electoral management systems.
- Experience of data verification, validation, and compliance-related processes.
- Experience supporting elections, canvassing activities, or public sector projects.
Qualifications
Essential
- Educated to GCSE level (or equivalent), including English and Mathematics.
- Full UK Driving Licence.
Desirable
- Qualification in Business Administration, Public Administration, Local Government, or a related discipline.
- Electoral Administration Certificate or willingness to work towards a relevant professional qualification.
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Knowledge & Skills
Essential
- Knowledge of administrative processes and data management principles.
- Strong attention to detail and high levels of accuracy.
- Excellent organisational and time management skills.
- Good verbal and written communication skills.
- Ability to interpret legislation, procedures, and guidance.
- Proficiency in Microsoft Office applications and database systems.
- Ability to work independently and as part of a team.
- Commitment to maintaining confidentiality and data security.
Desirable
- Knowledge of electoral registration legislation and electoral processes.
- Knowledge of local authority systems and procedures.
- Understanding of GDPR and information governance requirements.
Additional Information
- Location: Wallfields, Hertford, Hertfordshire, SG13 8EQ, United Kingdom
- Contract Type: Limited/Umbrella
- Rate: £20.12 per hour
- Hours: 37 hours per week
- Working Pattern: Monday to Friday (hours as required by service needs)
- Travel Requirement: Regular travel within the district for canvassing activities and election-related duties.
- Driving Requirement: Full UK Driving Licence essential.
- Reporting To: Assistant Director for Democracy, Elections and Information Governance (or nominated manager).
- Direct Reports: None.
- Duration: Subject to assignment and service requirements.
- Special Conditions: The postholder may be required to work evenings, weekends, and extended hours during elections, annual canvass periods, and other peak operational times.
- Data Protection: The role involves handling highly sensitive personal data and requires compliance with GDPR, electoral legislation, and Council information governance policies.
- Right to Work: Successful candidates will be required to provide evidence of their right to work in the UK in line with the Asylum and Immigration Act.
- Payment Schedule: Bi-weekly
- Start Date: Immediate start available
- Closing Date: Applications closing soon – early applications are encouraged
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