Committee Officer

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.

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