Elections and Land Charges Administrator Assistant

Derby City Council
Date Posted
13th July 2018
Public Services and Administration
Inside IR35
£9 to £10 Per Hour


Job Description




Directorate:   Corporate Resources

Grade: C

Department:  Governance


JIQ No: 6166

Division:        Democratic Services

Post Reference No: 

Section:        Elections and Land Charges

Date 6 July 2018

Job Title:      Elections and Land Charges Administrator Assistant





To provide administration support to Elections, Electoral Registration and Local Land Charges.






To Whom:  Elections and Local Land Charges Officer  or Elections and Local Land Charges Technician when working on Land Charges administration tasks.


For Whom: Temporary staff allocated to the team




Generic Items


Provide administration support to the Elections, Electoral Registration and Local Land Charges services.


Operate, with appropriate training, the electoral registration and electoral management, land charges related and other related computer systems, including future refinements, enhancements or replacement of these systems.


Receive and process applications and associated requests in connection with elections and land charges, making sure that all work meets or exceeds performance targets.


Deal with Elections, Electoral Registration and Land Charges related customer enquires and routine correspondence including requests for copy documents, providing advice and guidance appropriate to the nature of the request.

Book and record details for Personal Search or electoral register appointments.


Record and account for all fees using manual or electronic payment systems, complying with financial regulations, standing orders and financial instructions.


Scan and forms, agreements and associated documents using the council's document management and / or election scanning software systems and save to relevant system or network folders..


Prioritise workload to make sure that performance targets are met or exceeded in line with national and local performance standards.


Take part in and contribute to the Councils Managing individual Performance Scheme (MiP) and 'One to One' meetings.


Plan for own absences and make effective arrangements for the continuity of service.


Assist in the implementation, maintenance and development of new systems and processes.


Assist in the regular archiving and filing and storage of documents and confidential records


Elections Items


Assist in the organisation of Parliamentary, Local Elections, Referenda, Bid Ballots and Neighbourhood Planning Referenda.


Process applications for registration, postal votes and special category electors in line with established procedures, legislation and guidance.


Assist with the processing reviews of electors and absent voters


Use data sources from other council departments to enable the maintenance of an accurate register of electors including use of data to verify the status of electors.


Process absent vote personal identifier renewals and investigate circumstances where postal votes are rejected.


Assist in the administration of the annual registration canvass and recruitment processes and the publication of the register of electors.


Participate in the coaching of staff on electoral duties including temporary or seconded staff or placements.


Provide administration support, compiling required statistical information when necessary.


Land Charges Items


Check, record and input data relating to new applications for search and search related requests, including identifying and locating properties or land within the city area


Assist in the processing of search enquiries relating to Planning, Highway, Building Control, Housing and Environmental Health consultee areas where required.


Liaise with senior team members, professional or technical staff where required to resolve queries and provide accurate answers to search related enquiries.


Use geographical interface systems (GIS) to identify and/link properties to the gazetteer.


Corporate items


Understand and comply with the City Council’s environmental policies.


Comply with all Health & Safety policies and legislation in performance of the duties of the post.


Use information technology and associated systems in accordance with the City Council’s policies & procedures.


Carry out duties and responsibilities of the post in compliance with the City Council’s Equality and Diversity policy.


Maintain confidentiality of all information received in line with the Council’s Data Protection Policies.


Deal with all enquiries in line with the Council’s Customer Care policy.


Comply with the Council's Data protection protocols, maintaining confidentiality in dealing with all aspects of electoral services and local land charges tasks.





I acknowledge that I have received a copy of this job description and accept that the responsibilities of the post are as indicated


Signature _______________________________    Date ________________



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