Committee Officer

Connect2Swindon; Swindon; On-site; GBP 32,000 - 47,000; Full time

Job summary

Connect2Swindon are supporting Swindon Council to recruit a Committee Officer, a temporary role running until April 2027. You will provide comprehensive administration for Council bodies, organising meetings, preparing agendas and minutes, and advising on procedural matters.

Experience with governance, confidentiality, and agenda systems is essential for success.

Qualifications

• Expertise in committee administration and governance.
• Strong organisational and project management skills.
• Excellent written and verbal communication.
• Procedural knowledge of Council operations and constitutional matters.
• Proficiency in agenda management software (e.g. Mod.Gov).
• Ability to provide clear and respectful advice on procedural matters.
• Competence in handling sensitive and confidential information.
• Strong interpersonal skills to liaise with diverse stakeholders.

Responsibilities

• Provide comprehensive administrative support and management for specific Council bodies such as Council, Cabinet, and Overview and Scrutiny Committee by organizing and attending meetings both in-person and online.
• Preparing agendas, minutes, action sheets, and decision notifications promptly and accurately.
• Researching and preparing reports to support committee functions.
• Developing and implementing Agenda Management Plans, ensuring coordination with internal and external contributors.
• Managing the agenda preparation process from start to finish.
• Administering quasi-judicial procedures including Appeals, Exclusion Reviews, and Licensing Panels.
• Offering procedural advice and guidance to committees and related bodies.
• Preparing briefing notes for committee Chairs.
• Monitoring performance and maintaining records to support effective committee operation.
• Ensuring public meetings are broadcast live, excluding exempt items.

Skills

Committee administration

Governance

Organisational skills

Project management

Written communication

Verbal communication

Procedural knowledge

Agenda management

Advising on procedural matters

Handling confidential information

Interpersonal skills

Tools

Mod.Gov

Job description

Committee Officer

Connect2Swindon are supporting Swindon Council to recruit a Committee Officer, this is a temporary role looking to run until April 2027.

Skills required

• Expertise in committee administration and governance
• Strong organisational and project management skills
• Excellent written and verbal communication
• Procedural knowledge of Council operations and constitutional matters
• Proficiency in agenda management software (e.g. Mod.Gov)
• Ability to provide clear and respectful advice on procedural matters
• Competence in handling sensitive and confidential information
• Strong interpersonal skills to liaise with diverse stakeholders

Key Responsibilities and Accountability's

Service and Administrative Management of Council Bodies

• Provide comprehensive administrative support and management for specific Council bodies such as Council, Cabinet, and Overview and Scrutiny Committee by:
• Organising and attending meetings both in-person and online.
• Preparing agendas, minutes, action sheets, and decision notifications promptly and accurately.
• Researching and preparing reports to support committee functions.
• Developing and implementing Agenda Management Plans, ensuring coordination with internal and external contributors.
• Managing the agenda preparation process from start to finish.
• Administering quasi-judicial procedures including Appeals, Exclusion Reviews, and Licensing Panels.
• Offering procedural advice and guidance to committees and related bodies.
• Preparing briefing notes for committee Chairs.
• Monitoring performance and maintaining records to support effective committee operation.
• Ensuring public meetings are broadcast live, excluding exempt items.

Ensuring Proper Governance Compliance

• Take responsibility for:
• Ensuring statutory time scales and Council policies are followed when bringing matters to committees.
• Accurately recording decisions and ensuring their implementation where applicable.
• Advising the relevant officers or groups when further action is required beyond the Committee Officer's remit.
• Establishing and maintaining archive records for governance transparency.

Advisory Role on Council Constitutional and Procedural Matters

• Provide timely interpretation and advice both internally and externally regarding:
• The Council's Constitution.
• Procedural matters related to committee activities.
• Terms of reference for committees and other Council bodies.

Meeting Coverage and Support

• Provide professional cover for servicing other Council meetings and associated bodies as may be required.

Correspondence and Communications Management

• Research and respond to communications from MPs, Councillors, government departments, public stakeholders, including customer comments and complaints.
• Handle Freedom of Information requests and forward communications to appropriate officers when needed.

Clerkship of Appeals and Quasi-Judicial Hearings

• Act as clerk and procedural advisor:
• Clarify procedures and support applicants/appellants during hearings.
• Ensure relevant facts and processes are fairly presented.
• Record proceedings, decisions and reasons accurately.
• Notify all parties of outcomes effectively.

First Point of Contact

• Serve as the main contact for Councillors, officers, partners, stakeholders, and the public on issues related to assigned Committees and bodies.

Collaboration and Innovation

• Work closely with Committee and Member Services colleagues to achieve corporate goals.
• Support the implementation and enhancement of e-government initiatives, including Committee Management IT systems.
• Participate in projects to improve service efficiency and adopt innovative working methods.
• Identify and support training opportunities for Councillors, officers, and partners.
• Utilise the Council's Agenda Management System (currently Mod.Gov) to produce high-quality agendas and minutes and maintain councillor records including attendance, declarations, and contact information.

Supplementary Accountability's

• Uphold and promote the Council's commitment to Equal Opportunities, inclusivity, and the Code of Conduct.
• Comply with data protection policies and other relevant legislation.
• Flexibly undertake additional duties as required, without altering the fundamental role or grade.