Deputy Elections and Land Charges Manager – Oldham

Employer: Oldham Council

Salary: £28,226 - £31,895 per annum (Grade 6)

Closing Date: 15 August 2022


Job details

Deputy Elections and Land Charges Manager

Chief Executives and Corporate Services

Legal & Democratic Services

 

Ref: G6/OL-63723

Contract: Permanent

Salary: £28,226 – £31,895 per annum (Grade 6)

Hours: 36.66 per week

Based: Civic Centre, Oldham, OL1 1NL

Closing Date: Monday 15th August 2022

Shortlisting & Interview Dates: TBC.

 

You can view/download the job description / person specification.

 

Role Overview:

In conjunction with the Head of Elections and Land Charges run the day-to-day delivery and management of the Elections and Electoral Registration Service to ensure the organisation of Parliamentary, European, Local and Parish elections and Referenda and the efficient and accurate compilation and maintenance of the Electoral Register, including the observation and provision of all statutory and regulatory issues, the appointment of staff and production of the registers.

 

Key Responsibilities:

  • To actively promote the equalities and diversity agenda in the workplace and in service delivery.
  • To uphold and implement policies and procedures of the Council, including customer care, data protection, finance, ICT, safeguarding and health & safety policies.
  • To actively engage with the behaviours and values of the Council to promote and support our Co-operative Agenda.
  • To undertake continuous professional development and to be aware of new developments, legislation, initiatives, guidelines, policies and procedures as appropriate to the role.
  • Undertake any additional duties commensurate with the level of the post.

Key Requirements

Election Duties:

  • Organise parliamentary, European, Municipal, any associated by-elections and referenda on behalf of the Returning Officer/Deputy Returning Officer ensuring that the Returning Officers statutory obligations and deadlines are met and with accuracy.
  • Recruit, appoint and train temporary staff in relation to election duties.
  • Ensuring all temporary staff involved in an election are paid correctly.
  • Ensure that all premises associated with an election are available, hired and fully staffed. Liaise with the police regarding security aspects at all such premises.
  • Arrange and monitor procedures in relation to absent voters
  • Ensure that Candidates and their Agents receive nomination documentation and official notices
  • Receive, check and accept/reject nomination and consent papers for Candidates and Agents for all Elections on behalf of Deputy Returning Officer.
  • Liaise with the Home Office on matters relating to the purchase of specialised equipment for Parliamentary and European elections.
  • Maintain adequate stock of stationery and equipment and ensure that all staff are provided with stationery and equipment necessary to undertake their duties
  • Ensure statutory documents associated with an election e.g. notices, ballot papers, poll cards etc are printed, published and distributed in accordance with regulations.
  • Ensure the security of election material after each election as prescribed by Statute and Regulation.
  • Provide central control facilities on polling days at Parliamentary, European and Municipal elections
  • Organise and manage the counting of votes at Parliamentary, European and Municipal elections in order to assist the Returning Officer/Deputy Returning Officer in returning election results
  • Organise and control periodic reviews of existing Polling Stations as to their suitability for continued use. Inspect new premises as to their suitability for use as Polling Stations in the future.
  • Assist the Returning Officer or nominated officer in any review of polling arrangements
  • Provide advice and operate other elections as may be required by the Council on an ad hoc basis, e.g. Housing Tenants Associations, Racial Equality Council.
  • Act as an adjudicator with regards to postal votes and doubtful ballot papers.
  • Assisting with the management of and detection of fraudulent activity and taking remedial action as appropriate.

Registration Duties:

  • Organise the preparation and publication of the annual Register of Electors, the monthly Rolling Registration Electors Lists and Electors Lists on behalf of the Electoral Registration Officer to ensure that statutory deadlines are met.
  • Recruit, appoint and train temporary staff in relation to electoral registration duties.
  • Arrange the payment of all temporary staff. Determine rates of pay for canvassers complete all relevant documentation and ensure that agreed timetables are met.
  • Monitor progress towards the preparation of the annual Register of Electors, the monthly Rolling Registration Lists and Electors Lists to ensure that statutory publication deadlines are met.
  • Arrange the printing of all material associated with the revisions of the Register of Electors and Electors Lists.
  • Secure transmission of sensitive personal data to various recipients including external organisations and government departments.
  • Responsibility for initiating the processes and procedures for IER for use within Electoral Services including working with Heads of Service and Executive Directors across the council to ensure practical implementation and data sharing.
  • Promoting and publicising the voting process, elections and referenda within the Oldham Borough, the annual registration process and any changes to either process e.g. IER
  • Managing the collection, secure storage and destruction of personal data- contained on registration forms, monthly registration forms, IER forms, nomination papers, staffing application forms, supporting documentation etc – National insurance numbers, phone numbers, dates of birth, email addresses, names, addresses etc.
  • Delivering formal presentations and training to a range of people, including other members of staff, staff recruited to work on the election and electoral registration canvass, senior managers, chief officers, community groups, elected members, under- represented groups, disadvantaged groups and electors in a way which supports education.
  • To coordinate and take part in home visits to assist electors as required by statute.

Land Charges Duties:

  • Maintenance of the Council’s Register of Local Land Charges, the prompt and accurate answering of requisitions for searches of the Register and any supplementary enquiries, including sending completed searches to solicitors.
  • Answer correspondence on more complex matters arising out of the function of the Local Land Charges service.

Office Administration:

  • Deal with complaints relating to all the services provided by the Unit. Responsible for ensuring a high level of customer care in the service.
  • Responsible for the ordering goods, processing of invoices and the day to day management and monitoring of budgets for Elections, Electoral Registration and Land Charges.
  • Provide advice to Elected Members, MPs, MEPs, Candidates, Agents and members of the public on matters relating to Elections and Electoral Registration.
  • Maintain the Land Charges and Elections/Electoral Registration computerised systems.
  • To ensure compliance with the Data Protection Act 1998 as a data controller and data processor and mitigating the significant risks in view of the volume and type of personal data being processed and the need for absolute security control measures.
  • Ensuring the encryption of data for transmission to and receipt from various government organisations.

Financial:

  • Responsible for working in accordance with the financial regulations and procedures of the council.
  • Receipt of cash/cheques in respect of the sale of the Electoral Register, marked copies of the polling station registers, confirmation letters, pension stamps, hire of polling equipment and Local Land Charge searches.
  • Control of stock for use in the office, polling stations, count venues, land charges and canvassers.

Promotion of the Service:

  • Assist the Elections and Land Charges Manager in responsibility for service developments  to:­-
  • Increase voter participation and comply with statutory duties under the Electoral Administration Act 2006, enhance Electoral Registration total in accordance with the statutory duty to encourage electoral participation.
  • Operate pilot schemes in line with the Central Government’s Modernising Agenda and lead on legislative changes affecting the service.
  • Assisting with the Authority’s introduction of Central Governments National Land and Property Gazetteer.
  • Attending various committee meetings to present and review statutory issues and reviews e.g. Polling Place and Polling District changes.
  • Attend meetings and conferences in order to identify Best Practice and review new systems.
  • Programme and monitor progress in meeting the needs of customers and develop plans to achieve quality awards such as Investors in People and Charter Marks.
  • Set standards in accordance with customer care practices/policies, monitoring performance against these standards and producing performance indicators as required.
  • Engaging and participating with AGMA on a monthly basis and contributing towards collaborative working with AGMA wide plans.
  • Contribution to Public Sector Reform

Staff Supervision:

  • Provide day to day supervision to the Administration Assistants in the team and allocation of duties.  Ensure staff are fully trained in the unit duties and responsibilities in order to maintain a workforce which is flexible, interchangeable and capable of meeting unit objectives. Review and monitor staff training and development.  Train and supervise any temporary staff allocated to the team.
  • Assist in the promotion of community cohesion, equal opportunities and diversity within the Council and the wider community.
  • Any other duties of an equal nature appropriate to the post as may be determined by the Head of Elections and Land Charges and Director of Legal.

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

 

About Us:

Oldham is committed to developing a Co-operative future; one where citizens, partners and staff work together to improve the borough.  Anyone joining the council is coming into an ambitious organisation with big plans. We are working hard to build a brighter future for our borough and we need people from a wide range of backgrounds to continue delivering the best for our communities.

 

The Council has a clear set of Values and Behaviours, our Values outline how we do business and we share these borough wide with our residents, partners and businesses.  Internally we have translated these values into five cooperative behaviours which outline the priority areas of focus for all staff at all levels. You can view the Values and Behaviours on our Greater. Jobs pages Working for Oldham

 

For details of how we use your data please see our Privacy Notice

Please note that should a vacancy that has been released for internal or external recruitment be deemed suitable for an at risk employee, it can be pulled back at any point up to the post being formally offered to an external candidate or an internal candidate that is not at risk of redundancy. 

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