Chief Executives Department Democratic & Legal
Senior Generic Registration Officer Role Profile and Person Specification
August 2014
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CROYDON COUNCIL Role Profile Job Title:
Senior Generic Registration Officer
Department:
Chief Executives
Division:
Democratic & Legal
Grade Range:
Grade 6
Hours:
36
Location:
Croydon Register Office, The Town Hall, Katharine Street, Croydon
Reports to:
Superintendent Registrar
Responsible for:
Statutory delivery of the service for registering Births, Deaths, Marriages, civil partnership and citizenship and the Nationality Checking Service.
Role Purpose and Role Dimensions:
To be responsible in law for the provision of high quality and comprehensive administrative support to the department using information technology as necessary. To contribute to the effective and efficient operation of the service with scope of the post-holder to use own initiative in prioritising their own and the team’s workload.
Commitment to Diversity:
As a member of the Croydon Registration ServiceTeam to take individual and collective professional responsibility for championing the council's diversity agenda and proactively implementing initiatives which secure equality of access and outcomes. Also to commit to continually developing personal understanding of diversity.
Key External Contacts:
The Registrar General’s Office, H.M.Inspector of Registration (Civil Service), LACORS (regulatory service), funeral directors, Coroner’s Officers, members of the public, Croydon Primary Care Trust , Mayday Hospital Administrators, General Medical Practitioners, Residential Care Home Managers, Social Workers, Midwives, Police Officers, Cemetery and Crematorium Staff, Home Office Officials, Photographers at ceremonies.
Key Internal Contacts:
Other members of the Registration services Team, Proper Officer for registration Matters, Superintendent Registrar, Croydon’s Contact Centre, Interserve (council contractors), The Mayor’s Office, Council Cashiers, Human Resources Section, Security Officers, Council’s Caterers.
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Key Areas for Decision Making:
The compilation & maintenance of records for indexing of registration of Births, Deaths and Marriages both manually and with the use of IT software To deputise for the Superintendent Registrar when required to take notice of Marriage and civil partnership when required. The officer is also required to attend and officiate at Marriage and Civil Partnerships at various locations within the Croydon Borough area and this requires the ability of public speaking. To attend and register Marriages and Civil Partnerships as a Registrar of Marriages and Civil Partnerships The supervision and crowd control of up to 150 people attending Marriage and Civil Partnerships. To assist the Superintendant Registrar with providing a suitably equipped venue for ceremonies at Croydon Register Office. To be available and responsible for the provision of a Registrar General’s Licence (death-bed Marriage of Civil Partnership), when required to do so 24 hours per day including Bank Holiday and Weekends. The ability to carry out all duties with sensitivity and confidence with attention to detail. To register Births, Deaths, Marriages and Civil Partnerships according to statute and regulations laid down by various Acts of Parliament. To be responsible for all communications with the public with regard to citizenship enquires and ceremonies and the administration pertaining to this service, including the payment of invoices for catering and to ensure that stock and stationery are maintained. To be responsible as part of a team to attend Citizenship Ceremonies when requested and to administer the paperwork from the Home Office in the form of citizenship certificates and a eprepared pack of information from Central and Local Government and to deliver to the new citizens, and to liaise with the Superintendant Registrar, dignitary and others in attendance. To undertake the necessary training and successfully complete the two exams required to become a Home Office (OISC) adviser, which requires self study and formal training. To be part of the Registration Service Team meeting customers, booking appointments, and with all enquires pertaining to the provision of a Nationality Checking Service, to ascertain by direct questioning eligibility for application for British Citizenship. To participate in the mentoring scheme provided by the national authorities to ensure minimum service standards are met and maintained. To use the register office computer systems and maintain a working knowledge of any upgrades or changes to the Registration service software to ensure the service to customers is maintained to a high standard. To organise and co-ordinate the maintenance of IT equipment ensuring that it meets all requirements within the section A good working knowledge of the Council’s electronic appointment booking appointment booking system. To liaise with ‘Zipporah’(Council’s Contractor) and the Contact Centre on a regular basis to ensure that appointment bookings are maintained. To organise and co-ordinate training in liaison with the Superintendent Registrar which includes contacting various professional bodies and organisations and to attend training meetings on a regular basis. To act as part of the Registration Services team meeting customers and dealing with enquires to maintain a high level of customer care To act as part of the Registration Services Team in marketing and publicising the service.
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Other Considerations:
It is the officer’s personal responsibility to collect, bank and to account for all fees taken on behalf of the Council and to submit to the Superintendent Registrar a yearly account for this income. To be responsible for the replenishment of all security stock of Births, Deaths, and Marriage certificates and all other non-security stock required. To be personally responsible for the safe custody of records, registers and security stock in their possession. The post holder must be physically capable of travelling within and outside the Croydon Borough independently, as the post holder will visit a range of premises and occasionally may be required to visit service users / customers in their homes (e.g. Housebound & Detained Persons Act, Registrar General’s Licence, to register Births & deaths where informants cannot attend the register office). To be in call (Office Rota) to register deaths outside of office hours at weekends and Bank Holidays The post holder must be able to attend and represent Croydon Council at regular professional bodies meetings throughout England & Wales.
Key Accountabilities and Result Areas:
Key Elements:
This will involve: Statutory Requirement for the Registration of Births, Deaths, Marriages & Civil Partnerships + participating in the Citizenship Awards Ceremonies as required.
Registering Births, Still-Births & Deaths within the statutory time limits. Registering Marriages, Civil Partnerships and participating in Citizenship Ceremonies as required. As a Deputy Superintendent Registrar to conduct Marriage, Civil Partnership and Citizenship Ceremonies as required. Administration of the Nationality Checking Service for the application of customers requesting British Citizenship To assist the Superintendent Registrar in service delivery and customer care initiatives.
To Assist the Chief Superintendent Registrar in service delivery and customer care initiatives.
This will involve: To provide an efficient and cost-effective level of service to customers. To assist in the promotion of new working practices and to drive forward changes and improvements. To engage as part of a team in marketing and publicising the service. To actively participate in the training activities of the Section and Croydon Council.
Responsibility for Cash Handling and reconciliation of all money received daily.
This will involve: Monitoring & Control Ensuring procedures are adhered to Monitoring 4
Responsibility for the safe custody of controlled stationary and registers
This will involve: Practice & procedures are adhered to Monitoring
To contribute as an effective and collaborative member of the Croydon Registration Service Team
This will involve:
Key Accountabilities and Result Areas:
Green Statement
Key Elements:
This will involve:
Data Protection
Participating in training to be able to demonstrate competence. Participating in first aid training as required. Participating in the ongoing development, implementation and monitoring of the service plans. Championing the professional integrity of the Croydon Registration Service Supporting Customer Focus, Best Value and electronic management of processes.
Seek opportunities for contributing to sustainable development of the borough, in accordance with the council’s Green Commitment. In particular, demonstrate good environmental practice (such as energy efficiency, use of sustainable materials, sustainable transport, recycling and waste reduction) in management of the service provision.
This will involve: Being aware of the council’s responsibilities under the Data Protection Act 1998 for the security, accuracy and relevance of personal data held on such systems and ensure that all administrative and financial processes comply with this. Maintaining client records and archive systems, in accordance with departmental procedure, policy and statutory requirements.
Confidentiality
This will involve:
You are expected to treat all information acquired through your employment, both formally and informally, in strict confidence. There are strict rules and protocols defining employee’s access to and use of the council’s and coroners databases. Any breach of these rules and protocols will be regarded as subject to disciplinary investigation. There are internal procedures in place for employees to raise matters of concern regarding such issues as bad practice or mismanagement.
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Equalities
This will involve:
Customer Care
This will involve:
Health and Safety
The council has a strong commitment to achieving equality of opportunity in its services to the community and in the employment of people. It expects all employees to understand, comply with and to promote its policies in their own work, to undertake any appropriate training and to challenge racism, prejudice and discrimination.
Able to demonstrate a commitment to the council’s Customer Care Policy and Coroners Charter commitments.
This will involve:
Every employee is responsible for their own Health & Safety, as well as that of colleagues, service users and the public. Employees should cooperate with management, follow established systems of work, use protective equipment where necessary and report defectives and hazards to management.
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Person Specification Job Title: Essential knowledge:
Essential skills and abilities:
Senior Generic Registration Officer
In-depth knowledge of work at this level with the Registration Service (England and Wales) for registering Births, Deaths, Marriage and Civil Partnerships.
Ability to communicate sensitively, sympathetically and clearly with enquiries from members of the public on the telephone, via e-mail and in person. Ability to understand and follow complex procedures and legislation accurately. Ability to work as part of a team. Ability to work on own initiative, is highly motivated, and able to work with minimum supervision. Ability to plan and organise own workload, maintaining high quality output, and achieving set deadlines and targets. Ability to learn and put in to practice legislative requirements or similar rules and regulations. Ability to interview persons in a sensitive manner for the purpose of registering vital events and ceremonies.
Essential experience:
Experience of working at this level within the Registration Service (England and Wales). Experience of producing work of a high standard paying attention to detail. To have good keyboard skills and an ability to use IT in an office environment.
Special conditions:
Ability to complete registers and certificates in a legible script. To dress formally when officiating at marriage, civil partnership and citizenship ceremonies. Must be able to be physically capable of travelling within and outside of the council boundaries independently and visit a range of premises and occasionally may be required to visit service users / customers in their homes and at premises without any form of access for disabled persons. Ability to work out of office hours including Saturday, Sunday and Bank Holidays as required, + a willingness to travel to sites and locations in the Borough to perform registration duties as required.
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