Senior Democratic Services Officer - Admin & Clerical

Centurion Staunch Innovative Solutions; Birkenhead; On-site; GBP 35,000 - 45,000; Full time

Job summary

A local government council in Birkenhead is seeking a Senior Democratic Services Officer to support the effective delivery of its democratic processes. This role is crucial in ensuring transparency and accountability through the coordination of meetings, agenda management, and minute production. The ideal candidate should have strong local government knowledge, exceptional communication skills, and a commitment to democratic governance. This position offers an excellent opportunity for professional growth within a dedicated team.

Qualifications

• Experience in local authority committee administration.
• Proven minute-taking experience in formal settings.
• Experience working with Councillors and governance professionals.

Responsibilities

• Compile, draft and publish agendas for meetings.
• Provide accurate minutes that reflect key decisions.
• Support scrutiny and democratic improvement projects.

Skills

Organizational skills

Communication skills

Analytical skills

Knowledge of local government law

Time-management

Education

English Language to A-Level standard or equivalent

Mathematics at GCSE grades A-C or equivalent

Tools

MS Word

Excel

Committee management systems

Job description

We are seeking a highly organised and politically astute Senior Democratic Services Officer to support the effective delivery of the Council's democratic and decision‑making processes. This role plays a vital part in ensuring transparency, accountability and good governance through the coordination of Council and Committee meetings, agenda management, minute production and the administration of statutory appeals. The post holder will provide professional support across all aspects of Democratic Services, contributing to service improvement, policy development and the modernisation of democratic functions. This is an excellent opportunity for someone with strong local government knowledge, excellent communication skills and a commitment to democratic governance.

Committee & Democratic Governance

• Compile, draft and publish agendas, ensuring accuracy, clarity and timely distribution.
• Attend Council, Committee and related meetings, providing accurate, impartial minutes that reflect key decisions and actions.
• Communicate and publish decisions made by Committees and ensure monitoring, follow‑up and completion of required actions.
• Manage, develop and maintain detailed Committee work programmes, arranging meetings, briefings and supporting statutory processes.
• Interpret the Constitution, governance rules and relevant legislation, providing authoritative advice to elected Members, senior officers, partners and the public.
• Support the modernisation of democratic processes, including committee management systems, digital solutions and streamlined workflows.

Scrutiny, Policy & Project Support

• Support scrutiny and democratic improvement projects, contributing to the development of service reviews, policy evaluation and corporate governance.
• Draft and present reports, briefings and updates as required.
• Assist with stakeholder consultations, strengthening relationships with residents, partners and community organisations.

Statutory Appeals & Governance Compliance

• Provide clerking and administrative support for statutory independent appeals panels (e.g. school admissions and exclusions), ensuring legal compliance and timely processes.
• Maintain high standards of governance, accuracy and data management in all statutory and administrative duties.

Electoral Services Support

• Work collaboratively with Electoral Services, providing advice, administrative support and project coordination for elections, referenda and electoral registration where required.

Continuous Improvement & Professional Development

• Maintain up-to-date knowledge of relevant legislation, national guidance and best practice in democratic governance.
• Engage in ongoing professional development and support initiatives that promote local democracy and community leadership.
• Undertake additional duties as required, consistent with the level of the role.

People

• Provide clear, professional advice on governance procedures, democratic processes and constitutional requirements.
• Support Councillors, senior leaders and colleagues with tact, diplomacy and political sensitivity.
• Contribute to a collaborative, supportive and high‑performing team environment.

Financial

• No direct budget responsibilities, but ensure cost‑effective delivery of democratic functions.

Strategic

• Support the delivery of the Council's governance framework and organisational priorities.
• Contribute to service planning, modernisation projects and wider corporate objectives.

Resources

• Maintain accurate electronic and manual records in line with information governance requirements.
• Use committee management and administrative systems effectively to support decision‑making processes.

Planning & Organising

• Manage a varied workload independently, balancing high volumes of work with strict deadlines.
• Plan and prioritise tasks across multiple committees and project streams.
• Coordinate complex schedules, documentation and statutory processes.

Decision Making

• Provide authoritative advice on governance issues, exercising sound judgement and professional discretion.
• Escalate complex constitutional or political matters where necessary.
• Use initiative to lead small projects and improvements within the service.

Qualifications

• English Language to A‑Level standard (or equivalent).
• Mathematics at GCSE grades A‑C (or equivalent).

Knowledge & Skills

• Awareness of current local government issues.
• Knowledge of local government law, procedures and governance roles.
• Understanding of committee structures, decision‑making processes and constitutional frameworks.
• Excellent written and verbal communication skills.
• Ability to draft concise minutes, agendas, reports and official correspondence.
• Strong organisational, time‑management and analytical skills.
• Ability to handle high workloads while maintaining accuracy and quality.
• Competent in using administrative systems and digital tools.

Experience

• Experience in local authority committee administration.
• Proven minute‑taking experience in formal settings.
• Experience preparing and coordinating large volumes of documents.
• Experience working with Councillors, senior officers and/or governance professionals.
• Experience supporting decision‑making processes and leading small projects. ICSA, BTEC Higher National, DMS, ADSO or equivalent governance qualification.

Additional Knowledge & Skills

• Ability to produce documents using digital tools including MS Word and Excel.

Advanced Experience

• Advanced Committee Administration experience.
• Experience with webcasting or streaming Council meetings.
• Experience using Modern.gov or similar committee management systems.
• Ability to travel across the borough as required.
• Availability to attend regular evening meetings.
• Willingness to work flexibly, including occasional weekends and non‑standard hours.
• Ability to adopt agile working arrangements in line with business needs.
• This post is politically restricted.
• Proof of Right to Work in the UK.
• Satisfactory references.
• Basic DBS check.
• Compliance with safeguarding, confidentiality and GDPR protocols.
• Completion of mandatory training and appraisal processes.

Summary of Roles and Expectations

• Support the democratic functions that underpin local decision‑making and community leadership.
• Play a central role in maintaining transparency and accountability in governance.
• Work within a professional and dedicated Democratic Services team.
• Opportunities for professional growth, development and progression within governance.