Electoral Services Administrator

Job description

Post No. POSN005448 - Electoral Services Assistant

Full and part-time available to be discussed at interview. This post is on a fixed-term basis until 31 March 2027 with potential to extend.

Please indicate clearly on your application whether you are looking for a part time or full-time position and this will be discussed at interview.

This role is about providing residents with excellent customer service, and to maintain the electoral register in line with existing processes and in accordance with relevant legislation.

This role is focussed on administrative duties to maintain the register and process applications and providing an efficient service to all enquiries and applications.

You will be part of a small team that provides guidance and support on the democratic process to the public.

You will act as a point of contact for queries and issues linked to elections and provide support and advice to residents. This could include email, e-forms, digital, telephony and face-to-face services. You will use the bespoke system to manage additions and amendments to the electoral register.

The successful candidates will be essential in the lead-up to the elections taking place in 2027, and will play an important role on polling days and counts, which can sometimes take place overnight. This involves working overtime, and long hours that run on outside of usual office hours, and also working from different locations in the city as required. It is important that candidates are able to be available and flexible regarding these requirements during this key period.

We're looking for someone who is highly motivated and can adapt to different tasks within the role as required. The right candidate will be someone with experience of providing support and advice to the public and demonstrates excellent attention to detail in their work. The ability to process high volumes of detailed work without making errors is essential to the role.

This role is predominantly based in the Civic Centre, with occasional home working and being on-site at various locations in Newport as required. Due to the nature of the role, there will be a requirement to work additional hours and outside of normal business hours in the lead up to, and during the election.

Essential Requirements:

• Educated to GCSE level standard or equivalent or proven experience within a customer service and/or administrative environment.
• Understanding the principles of excellent customer service.
• Knowledge of computer software packages including Microsoft Office.
• Experience of working in a customer service or administrative role and/or providing a service to the public
• Experience of using multiple systems to record and reference information
• Experience of referring to processes, policies and guidance to inform decisions regarding complex enquiries and administrative tasks
• Experience of interacting with the public through emails and over the phone
• Ability to work independently and manage and prioritise own workload when required, as well as working in a contact centre environment.
• Ability to communicate confidently and effectively with a wide range of individuals including colleagues.
• Possess excellent computer skills and demonstrate ability to promote the benefits of technology to others
• Able to interpret procedures, processes, policy and guidance, and make relevant decisions based on the information they contain
• Demonstrates tact, diplomacy, resilience, empathy and assertiveness
• Demonstrates excellent accuracy and attention to detail

The post you are applying for is politically restricted under the provisions of the Local Government and Housing Act 1989. If you wish to receive further information about politically restricted posts either email [email protected] or contact the person named in the advertisement.

Enquiries for queries regarding vacancy via Teams or email please: [email protected]

Interviews will take place on 12 November.

We welcome applications for all our jobs in either Welsh or English. An application submitted in Welsh will not be treated less favourably than an application submitted in English.

Newport City Council is committed to working towards its workforce being more representative of the population that we serve and
particularly welcomes applications from people from minority ethnic communities represented (or living) in the city. Selection will be made on ability and skills to undertake the role.

Newport City Council is not currently supporting applicants with sponsorship for right to work. In applying for a vacancy, applicants should already have the right to work in the UK.

Our values - Fairness for all, Making a difference, Being responsible, Working together
Ein gwerthoedd - Tegwch i Bawb, Gwneud Gwahaniaeth, Bod yn Gyfrifol, Gweithio gyda'n gilydd