Electoral Services Officer / Admin – Democratic Services

Electoral Services Officer / Admin – Democratic Services 150 150 tcl-admin
Electoral Services Officer / Admin – Democratic Services
HERTFORD, Hertfordshire
Contract / Temporary

E Herts RQ796409

Posted: 30th January 2023 14:29
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  • Pay Rate:

    £14.38 per hour PAYE

  • Hours per Week:

    37 Monday – Friday, normal working hours

  • This opening assignment is for 2-3 months

  • HERTFORD, Hertfordshire,

    SG13 8EQ

What's involved with this role:

Temporary Electoral Services Officer / Admin – Legal & Democratic Services

Reference no: E Herts RQ796409

Pay rate: £14.38 per hour PAYE

Responsible for the daily assessment and processing of all categories of electoral registration applications, the maintenance of a comprehensive property database and the recruitment of staff carrying out election and canvass duties.

To advise on complex queries with regards to all aspects of elector franchise and distribute the Register of Electors. To assist with the conduct of boundary and governance reviews and provide a high level of support to the conduct of all types of election and the annual revision of the register of electors.

Key responsibilities:

  • Act as deputy to the Electoral Services Manager.
  • Calculate costs and prepare invoices for the sale of the Register of Electors, both full and open and any marked absent voter lists or polling station registers.
  • Provide administrative and technical support in the conduct of elections, referendums, statutory ballots and other polls, maintaining the staff database, encouraging new entrants, and assisting with the distribution of statutory election notices.
  • Assist with bi annual statutory reviews of polling places by assessing the suitability of buildings for use as polling stations in accordance with Electoral Commission guidelines.
  • Seek assistance with and apply solutions to IT problems, including software specifically used for electoral registration and elections management.
  • Keep up to date with electoral developments by attending courses and conferences and regularly accessing the A.E.A website.
  • Oversee the stock, ordering and purchase of electoral stationery and equipment, check receipt and create invoices for processing.
  • Update and maintain properties and electors on the Electoral Register database accurately and promptly.
  • Utilise knowledge of electoral registration law to process all categories of individual electoral registration applications in accordance with strict deadlines – considering statutory information required to constitute a complete application and entitlement to register (age, nationality, leave to remain).
  • Accurate scanning and processing of various electoral forms including Household Enquiry Forms, Invitation to Register forms, Change of Name forms, Query forms, Evidence Requests, Postal Vote applications, Proxy Vote applications and Postal Proxy forms.


“Role Requirements” – to give yourself the maximum chance of success please try and ensure your CV addresses the following essential criteria:


  • Good standard of English and Maths.
  • Achieved or willing to achieve the Association of Electoral Administrators Foundation Certificate in Electoral Administration.



  • Experience of Electoral Registration and Management Software.
  • Experience of working in an Electoral Services Environment.
  • Experience of working in a busy and pressurised environment.
  • Minimum of 12 months recent experience in a similar role, or context and ideally within a public sector organisation.


Knowledge & Skills:

  • Good understanding of Electoral Registration and Election procedures.
  • Ability to work on own initiative and as an effective team player.
  • Ability to learn and adapt quickly to new procedures.
  • High level of communication skills.
  • Ability to plan and organise workload to meet Service area’s priorities.
  • Excellent customer services skills.
  • Ability to work under pressure and to deadlines.
  • Ability to work accurately and efficiently.
  • Ability to work as a team to achieve objectives and meet deadlines.
  • Pleasant and effective telephone manner.
  • Ability to communicate effectively at all levels with members of the public, Councillors and officers of the Council.
  • Strong IT skills using Microsoft packages or equivalent (e.g. G Suite).


NB: Please feel free to apply to us direct via [email protected] by quoting the job reference and job title exactly. SEE DETAILS AT THE BOTTOM OF THIS AD.

If you have previously applied to one of our vacancies and have already sent the required supporting documentation to us, please make this clear when you re-apply as this will help speed up your application.

To help speed up the process of uploading your CV to the client we would suggest that you send us your CV in Word format (or equivalent) if possible, rather than as a PDF.

If you are successful in securing this role, please note that for the entire duration of this contract, regardless of extension you will be working this role at the PAYE rate that has been advertised. For absolute clarity, we only work on a PAYE basis, rather than entertaining umbrella pay terms, we do not offer Ltd/umbrella or outside IR35 rates. If you wish to understand PAYE vs Umbrella more, please let us know and we can send you some additional information for clarity.

Please quote the Job Title & Vacancy Reference No. in your application, or we will be unable to match your CV to the role being applied for.

Other “Essential Requirements” – Please check to ensure that your CV addresses the following items:

  1. Our clients are generally seeking applicants who are reasonably local, so on that basis we would ideally like you to supply us with your address (or at least your post code) and a telephone number so that we can reach you during working hours.
  2. Your recent UK working experience going back at least 5 years, or full employment history if you have been working for fewer years than this.
  3. Your availability to work either immediately, or at short notice.
  4. Please refer to the Role Requirements section above - your CV must address the requirements listed.


Other preferable/desirable details to include on your CV, if applicable:

  1. Any local authority/public sector experience
  2. Any relevant qualifications held or being studied for.



Please note that clients invariably ask us to strip out contact details from CVs before we submit them for consideration. This is always quicker and easier to do if you send your CV to us in Word format, rather than as a PDF please

Give yourself the best chance of success - View our CV Tip

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If you would prefer to send a CV straight to us rather than by way of an on-line application, you are very welcome to do so via [email protected] but please quote both the job reference and job title exactly as they appear below:
Job Ref: E Herts RQ796409
Electoral Services Officer / Admin – Democratic Services
Client Category: Local Authority

Anticipated Length of Assignment: Unless otherwise stated (we do carry the occasional permanent vacancy) all of our roles are technically temporary, though opening assignments can be and often are, extended by clients on a longer term basis and can sometimes become permanent.

Please do try to resist contacting us with requests for progress updates.

We really do read every CV sent to us. All applications will be acknowledged by a human, not a robot, provided the job remains live and provided your CV meets the “Essential Requirements” listed.

Please note that we do our level best to take down ads as soon as roles have been filled. We are not in the business of harvesting CVs.

Important: We will interpret your application as being permission to submit your CV to this role (with the right to represent you) unless you advise us to the contrary.

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If you do not have a CV available right now please use this form to send yourself a reminder. When your CV is available, simply click the link in the email or alternatively reply to that email with your attached your CV.

Job Ref: E Herts RQ796409
Electoral Services Officer / Admin – Democratic Services
Client Category: Local Authority

CV Tips

Your CV needs to be current with your most recent role. We won’t be able to submit it with any unexplained gaps in employment. It will save time and improve your chances of success if we can put your CV forward immediately without having to ask for revisions.

Your CV must cover the “Essential Requirements” of the role. Ideally you will address the “Essential Requirements” on each job description page directly, in a bullet point list. Please include any DBS details and other qualifications called for.

Your CV should clearly state that you are available to start work either immediately, or at short notice. In general, our clients are unable to work with notice periods of more than 1 week from the point at which a role is offered, 2 weeks at the very most.

We do not put forward covering letters, so please ensure that your CV in contains all relevant information being called for.

We recommend that you consider sending us a CV suitably tailored CV for each role that you apply for. Job board aggregator sites will generally store only one version of your CV, which can be a bit limiting, so this is to your advantage.

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