Electoral Services Assistant

Civic Recruitment Limited; Hatfield (MA); On-site; USD 46,000 - 57,000; Part time

Job summary

Civic Recruitment Limited is recruiting an Electoral Services Assistant for a 3-month contract with a Local Authority. The role focuses on administering the ElectoralRegistration Service, processing IER applications, and assisting with elections and the annual canvass.

You will handle sensitive data in line with GDPR, maintain elector records, and support customer enquiries while ensuring statutory deadlines are met. Local government experience preferred.

Qualifications

• Experience in administrative or data-processing environment.
• Experience of maintaining accurate records and databases.
• Experience handling confidential and sensitive information.
• Experience dealing with customers and responding to enquiries professionally.
• Experience working to strict deadlines and managing competing priorities.
• Experience of working within Electoral Services or a local government environment.
• Experience of using electoral management systems.
• Experience of data verification, validation, and compliance-related processes.
• Experience supporting elections, canvassing activities, or public sector projects.

Responsibilities

• Process IER applications in accordance with electoral legislation and deadlines.
• Assess eligibility for registration incl. age, nationality, residence, entitlement.
• Maintain and update elector and property records on the EMS.
• Scan, verify and process electoral forms (HEFs, Change of Name, Evidence requests, Postal/Proxy votes).
• Undertake local data matching and evidence verification.
• Handle sensitive personal information in line with GDPR.
• Assist planning and delivery of elections and annual canvass.
• Support recruitment and administration of temporary election/canvass staff.
• Provide customer service and respond to enquiries from residents, councillors and MPs.

Skills

Administrative experience

Data management

GDPR compliance

Attention to detail

Microsoft Office

Education

GCSE English & Maths

Full UK Driving Licence

Admin/Public Admin qualification

Electoral Administration Certificate

Tools

Electoral Management System

Microsoft Office

Job description

Hatfield, United Kingdom | Posted on 31/07/2026

At Civic Recruitment and Limited, we know that individuals are more than just fixed expenses; they are the cornerstone of every thriving organisation. That’s why we are passionate about transforming recruitment in the public and private sectors.

In the modern job market, organisations in both public and private sectors face significant workforce challenges. Public sector entities, such as local councils and central government departments, often struggle with lengthy recruitment processes, limited access to qualified candidates, and stringent budgetary and regulatory constraints. Private sector businesses, on the other hand, encounter high turnover rates, difficulties managing a mix of permanent and temporary staff, and challenges in sourcing specialised talent for niche industries. These sector-specific obstacles, coupled with the universal complexities of payroll management, create a pressing need for efficient workforce solutions.

Civic Recruitment Limited addresses these challenges with innovative recruitment and payroll solutions tailored for diverse organisational needs. Recognising the critical hurdles organisations face, the company leverages its expertise to streamline processes, reduce recruitment times, and alleviate administrative burdens. With an extensive database of over 1 million pre-screened candidates, Civic Recruitment Limited is well-positioned to cater to the specific needs of both public and private sectors.

Job Description

3 months contract with a Local Authority

Job Title: Electoral Services Assistant

Job Purpose

To support the effective administration of the ElectoralRegistration Service by accurately assessing and processing electoralregistration applications, maintaining the Register of Electors, and assistingwith the delivery of elections and the annual canvass. The postholder willensure compliance with electoral legislation, statutory deadlines, and dataprotection requirements while providing a high-quality service to residents,elected members, and stakeholders.

Key Responsibilities

Electoral Registration Administration

• ProcessIndividual Electoral Registration (IER) applications in accordance withelectoral legislation and statutory deadlines.
• Assesseligibility for registration, including age, nationality, residencystatus, and entitlement to register.
• Maintainand update elector and property records on the Electoral Management Systemaccurately and efficiently.
• Scan,verify, and process electoral forms, including:
  • HouseholdEnquiry Forms (HEFs)
  • Changeof Name forms
  • Evidencerequests and query forms
  • PostalVote applications
  • ProxyVote applications
  • PostalProxy Vote applications
  • Undertake local data matching and evidence verification activities whereapplications cannot be automatically verified through Department for Workand Pensions (DWP) checks.
  • Handlesensitive personal information, including National Insurance numbers, passport details, and driving licence information in accordance with GDPRand data protection regulations.

Electoral Register Management

• Produceand distribute the Register of Electors and monthly updates to statutoryrecipients in the required formats.
• Maintainthe accuracy and completeness of electoral records through regular datacleansing and validation exercises.
• Undertakedata mining activities using Council Tax and other relevant datasets toidentify and encourage eligible residents to register to vote.

Elections and Annual Canvass

• Assistin the planning and delivery of local, regional, and national elections.
• Supportthe Annual Canvass process in accordance with statutory requirements.
• Conductyear-round doorstep canvassing visits to non-responding households andpotential electors.
• Assistwith the recruitment and administration of temporary election and canvassstaff.
• Verifyright-to-work documentation and ensure compliance with immigrationlegislation.
• Supportthe booking of polling and election venues and assist with associatedadministrative processes.

Customer Service and Communication

• Respondto enquiries from members of the public, councillors, Members ofParliament, political parties, election agents, and council officers.
• Communicateeffectively through face-to-face interactions, telephone, email, andwritten correspondence.
• Provideaccurate advice on electoral registration, voting methods, and electionprocesses.

General Duties

• Contributeto the delivery of a high-quality, customer-focused electoral registrationservice.
• Promotethe Council's values, behaviours, and "Here to Help" ethos.
• Undertakeany other duties appropriate to the role as directed by management.

Experience

• Experienceof working in an administrative or data-processing environment.
• Experienceof managing and maintaining accurate records and databases.
• Experienceof handling confidential and sensitive information.
• Experienceof dealing with customers and responding to enquiries professionally.
• Experienceof working to strict deadlines and managing competing priorities.
• Experienceof working within Electoral Services or a local government environment.
• Experienceof using electoral management systems.
• Experienceof data verification, validation, and compliance-related processes.
• Experiencesupporting elections, canvassing activities, or public sector projects.

Qualifications

• Educatedto GCSE level (or equivalent), including English and Mathematics.
• FullUK Driving Licence.
• Qualificationin Business Administration, Public Administration, Local Government, or arelated discipline.
• ElectoralAdministration Certificate or willingness to work towards a relevantprofessional qualification.

Knowledge & Skills

• Knowledgeof administrative processes and data management principles.
• Strongattention to detail and high levels of accuracy.
• Excellentorganisational and time management skills.
• Goodverbal and written communication skills.
• Abilityto interpret legislation, procedures, and guidance.
• Proficiencyin Microsoft Office applications and database systems.
• Abilityto work independently and as part of a team.
• Commitmentto maintaining confidentiality and data security.
• Knowledgeof electoral registration legislation and electoral processes.
• Knowledgeof local authority systems and procedures.
• Understandingof GDPR and information governance requirements.

Additional Information

• Location: Wallfields, Hertford, Hertfordshire, SG13 8EQ, United Kingdom
• Rate: £20.12 per hour
• Hours: 37 hours per week
• WorkingPattern: Monday to Friday (hours as required by service needs)
• TravelRequirement: Regular travel within the district for canvassingactivities and election-related duties.
• DrivingRequirement: Full UK Driving Licence essential.
• ReportingTo: Assistant Director for Democracy, Elections and InformationGovernance (or nominated manager).
• DirectReports: None.
• Duration: Subject to assignment and service requirements.
• SpecialConditions: The postholder may be required to work evenings, weekends,and extended hours during elections, annual canvass periods, and otherpeak operational times.
• DataProtection: The role involves handling highly sensitive personal dataand requires compliance with GDPR, electoral legislation, and Councilinformation governance policies.
• Rightto Work: Successful candidates will be required to provide evidence oftheir right to work in the UK in line with the Asylum and Immigration Act.
• ClosingDate: Applications closing soon – early applications are encouraged