Job Details
Job title: Elections Admin Officer
Salary/Grade: Grade 2
Service: Legal and Governance
Reports to: Election Manager
Manages/Supervises: N/A
Job Purpose
- To support the Election Team in providing a comprehensive electoral service assisting with the organisation of all elections and referenda held in the district in accordance with legislative and local requirements.
- You will play a key role in ensuring the administration of elections run smoothly and that the Electoral Register is accurate, up to date and legally compliant. This is a role at the heart of democratic services, where attention to detail, integrity and teamwork make a real difference to your community.
- Day-to-day, you’ll carry out structured, process-driven work, handling applications, maintaining records and working with systems where accuracy is critical. Alongside this, you’ll support the planning and delivery of all elections and referenda across the district, contributing to high-profile, time-sensitive events.
- This role is not the same all year round. While much of the work is steady and methodical, there are key periods where the pace increases significantly. During elections and annual canvass activity, you’ll need to be ready to work at speed, meet fixed deadlines, and be flexible about your working hours to support delivery.
Principal Accountabilities
- To provide timely and responsive clerical and administrative support to the Elections Team, including word processing, scanning, printing and posting documentation, and routine correspondence including dealing with telephone queries.
- In accordance with agreed procedures, order goods and services for the Election Team and to process payments through e-procurement, including matching invoices received to the respective PO Numbers, and Election Cost Claims.
- To work with Express or any other software in place to support the delivery of elections within the District.
- Provide support to the Election Team in diary management, management of the Election Team inbox, obtaining/clarifying instructions, reviewing documents, drafting standard forms and templates used by the team.
- Arrange for notices to be published as necessary and in accordance with any relevant statutory requirement.
- Co-ordinate Election Project meetings, assisting in the preparation of agendas, and the circulation of any required documentation, taking of minutes and maintaining any actions and decisions logs.
- Undertake workloads on behalf of the Election Team, in accordance with defined work progresses, and undertake research as requested, including, but not limited to:
- preparing the Register of Electors for monthly Publication and Distribution within the statutory framework to all authorised and legislative bodies.
- processing applications for inclusion on the Electoral Register – including special category electors such as Service and Overseas electors
- Processing overseas, postal, and voter absence certificate applications and renewals
- Assisting in ensuring that all new developments are correctly identified within the appropriate Polling District on the Electoral Register.
- Providing administrative support to deliver the Annual Canvass within statutory deadlines.
- Administering the sale and distribution of Electoral Registers to authorised individuals and organisations in accordance with statutory provisions
- Such variations as may be required from time to time without changing the general character of the duties shown above or the level of responsibility entailed.
Corporate Accountabilities
- To take responsibility for maintaining own health and attendance.
- To support, contribute and comply with quality and governance procedures as directed by management.
- To apply and actively promote the principles of the Council’s Equal Opportunities Policy in all areas of employment and service delivery.
- Any other associated duties detailed by Head of Service or his representative.
- To advise Line manager if, at any time, the above duties and responsibilities cannot be performed.
- Any other duties as required to support the business, including maintaining business
continuity and during civil emergencies. - To apply and actively promote the principles of the Council’s Safeguarding Procedure in all areas of employment and service delivery.
Skills, Knowledge and Experience
(Tested at application and interview stage)
Experience and Qualifications
- Experience of working in an administrative role
- An understanding of Electoral Registration
- An understanding of Electoral Processes
Skills and Knowledge
- Ability to work under pressure and to strict deadlines
- Ability to work outside Normal Office Hours (during the Election delivery period)
- Flexible and ability to work in a changing environment
- Methodical and good organisational skills
- Good Microsoft Office skills (Word, Excel and Power point)
- Strong keyboard skills
- Excellent communication and interpersonal (written & verbal) skills
Competencies
(Tested at interview stage)
Communicating Effectively
Demonstrate the effective use of the range of communication methods available: written, spoken, electronic, and use these methods in appropriate ways suitable to the context and situation
- Present spoken communication in a polite, friendly and respectful manner seeking to ensure mutual understanding
- Listen well and seek clarification and understanding, avoid jumping to conclusions or making assumptions
- Choose the most appropriate method of communication for the situation, seeking to avoid using one fixed style or approach
Performing efficiently and effectively
Promote good performance, developing clear, structured and efficient ways of managing workload and delivering results. Staff should challenge themselves and others to perform well, and to adhere to the Council’s performance management systems
- Plan your workload effectively, reporting achievements and problems to appropriate managers and project leaders
- Strive for continuous improvement in your work and manage your learning and development to enable you to perform to the best of your ability
Using and managing resources efficiently and effectively
Demonstrate the effective and efficient use of the full range of resources used in and by the Council including time, finances, staffing, equipment, information, materials, buildings, etc.
- Take responsibility for managing your time, seeking efficient ways to carry out your work, maximising your output and minimising wastage.
Engaging with the customer
Understand the needs and requirements of their customers, to provide excellent customer service, and to involve customers in the improvement of services
- Provide a helpful and friendly service to customers both internally and externally
- Ensure that you have a full understanding of the needs and requirements of the customer
Working well together
Actively foster good working relationships with colleagues and customers in order to collectively achieve the Council’s direction and ambition
- Seek to actively solve problems and avoid passing the issue on to others or leaving the problem unresolved
- Demonstrate self-awareness of your style of working and develop flexibility and adaptability in order to work well with others
- Demonstrate an ability to work effectively within a team environment
Other conditions
- This position does not require a DBS check
- This position is politically restricted
Job profile updated
September 2026
Values and behaviours
Our values and behaviours are an integral part of who we are; they are the guiding principles that should inform how we work together, support each other and make decisions.
Our organisation thrives on the dedication and passion of its people and it’s important that we embody these values and behaviours and they become a part of our organisational DNA.
Our vision
We will be ambitious, support each other and work together in new ways to achieve outstanding results
Our core values
We value everyone
- We respect, recognise and support our people, residents and businesses
- We listen to each other, understand and treat everyone fairly
- We care about our people and appreciate the unique qualities in us all
We work together
- We respect, recognise and support our people, residents and businesses
- We work as one team, recognising everyone's contribution
- We build strong relationships and partnerships to deliver better outcomes
We are flexible
- We embrace change and new ways of working
- We are adaptable, open to new ideas and focus on solutions
- We aim to constantly improve, and we are not afraid to challenge the status quo