Elections and canvassing vacancies for Rutland Interested in working at a polling station as a Poll Clerk or Presiding Officer at the Council & Parish Election on 4 May2023?
Elections and canvassing vacancies
How to apply to work during elections and referendums as a presiding officer, poll clerk, postal vote opener or count assistant
There are several roles available in election staffing.
Roles and job descriptions:
presiding officer
Electoral Services
Casual Election Staff
Presiding Officer Job Description and Person Specification
Polling Stations operate from 7.00am until 10.00pm. On Election Day staff are
required to arrive at the Polling Station at 6.30am to set up the equipment. Staff
are not permitted to leave the premises during Polling hours in order to maintain
the secrecy of the vote.
The role of the polling station staff is to ensure that voters are able to cast their
vote in secret, free from influence and in a calm atmosphere.
The Presiding Officer
Presiding Officers are responsible for the conduct of the ballot in the polling
stations and they must have a good knowledge of the voting procedures.
The Role:
Comply with any instructions from the Returning Officer.
To manage proceeding within a polling station.
To ensure that all electors are treated impartially and with respect.
To maintain the secrecy of the ballot.
To supervise the Poll Clerk(s).
To account for all ballot papers.
Duties:
Before Election Day
Compulsory training sessions and briefings will be provided by the
Electoral Services Office.
Liaise with contact person for designated polling station beforeElection
Day to confirm arrangements for key collection/opening and closing the
building.
In multiple polling stations, make contact with other Presiding Officer(s).
Make contact with Poll Clerk(s) to check travel arrangements to and from
polling station.
Collect the Ballot Box and contents before the Poll and keep secure.
Election Day
Transport Ballot Box and contents to polling station.
Erect polling booths - this will involve some lifting.
Organise the layout of the polling station taking all voter needs into
account
Be aware of access issues at the polling station
Be responsible for health and safety at the polling station for all staff and
visitors
Ensure the polling station is opened on time.
Ensure that all signs and instructions are clear, visible and remain in
place.
Keep the polling station neat and tidy.
Instruct and supervise the work of the Poll Clerk(s).
Account for, and be responsible for, all ballot papers, issued and unissued.
Ensure that only eligible voters are issued ballot papers.
Check and mark electors’ electoral numbers in the register of electors and
on the corresponding numbers lists.
Issue ballot papers to voters.
Ensure that voters cast their vote in secret and put them into the (correct)
ballot box.
Provide assistance to voters where appropriate
Receive postal votes delivered by hand.
Manage the attendance of those entitled to be present in the polling
station, eg. Candidates, agents, representatives of the Electoral
Commission and Observers, and ensure they do not interfere with the
voting process.
Be polite and professional when dealing with all visitors to the polling
station and remain impartial at all times.
Monitor the activities of tellers outside the polling places.
Close of Poll
Ensure the polling station is closed on time.
Supervise the dismantling of the polling station and ensure the building is
returned to good order.
Complete the ballot paper account and associated paperwork; pack in
accordance with instructions given by the Returning Officer.
Deliver the Ballot Box and associated paperwork to the Count location as
designated by the Returning Officer
Presiding Officers will work a 16 hour day, so they must provide their own
refreshments and take appropriate breaks throughout the day to avoid tiredness.
Polling station staff are not permitted to leave the premises during the hours of
poll.
The Returning Officer is not permitted to employ anyone who is/or has carried
out duties on behalf of any political party or candidate at the election.
All staff will be required to sign an agreement to maintain the secrecy of the poll.
Person Specification – Presiding Officer
Skills/Personal Attributes
Essential Desirable
Experience at working at a Polling
Station either as a Presiding Officer or
as a poll clerk on at least two other
occasions.
Ability to work independently under
pressure.
Literate and Numerate.
Good timekeeping.
Ability to remain politically neutral.
Diplomacy and tact when working with
members of the public.
Physically able to undertake the duties
of the task (lifting and moving ballot
boxes and polling booths)
Basic understanding of the election
process.
Previous experience in a customer
service environment.
Experience in a range of elections –
Local, Parliamentary or European.
Other
Essential Desirable
Must not have worked in support of a
political party / candidate at the
election, whether paid or unpaid.
Must be able to travel to and from
polling station / count venue and
transport ballot boxes.
poll clerk
Electoral Services
Casual Election Staff
Presiding Officer Job Description and Person Specification
Polling Stations operate from 7.00am until 10.00pm. On Election Day staff are
required to arrive at the Polling Station at 6.30am to set up the equipment. Staff
are not permitted to leave the premises during Polling hours in order to maintain
the secrecy of the vote.
The role of the polling station staff is to ensure that voters are able to cast their
vote in secret, free from influence and in a calm atmosphere.
The Poll Clerk
Poll Clerks assist the Presiding Officer in the conduct of the ballot in the
polling stations.
The Role:
To assist the Presiding Officer in carrying out the following:
Comply with any instructions from the Returning Officer.
Ensuring that all electors are treated impartially and with respect. To
maintain the secrecy of the ballot.
Duties:
Before Election Day
Attend training sessions and briefings provided by the Electoral Services
Office.
Election Day
Help the Presiding Officer carry out the following:
Erect polling booths. This involves some lifting – the polling booths are
wooden.
Prepare the polling station for the opening of the poll
Be aware of access issues at the polling station.
Keep the polling station neat and tidy.
Check and mark electors’ electoral numbers in the register of electors and
on the corresponding numbers lists.
Issue ballot papers to voters.
Ensure that voters cast their vote in secret and put them into the (correct)
ballot box.
Any other polling station duties on the instruction of the Presiding Officer
Close of Poll
Help in the dismantling of the polling station and ensuring the building is
returned to good order.
Poll Clerks will work a 16 hour day, so they must provide their own refreshments
and take appropriate breaks throughout the day to avoid tiredness. Polling
station staff are not permitted to leave the premises during the hours of poll.
The Returning Officer is not permitted to employ anyone who is/or has carried
out duties on behalf of any political party or candidate at the election.
All staff will be required to sign their agreement to maintain the secrecy of the
poll.
Person Specification – Poll Clerk
Skills/Personal Attributes
Essential Desirable
Good communication skills.
Literate and Numerate.
Good timekeeping.
Ability to remain politically neutral.
Physically able to undertake the duties
of the task (lifting and moving ballot
boxes and polling booths)
Good administrative skills and attention
to detail.
Diplomacy and tact when working with
members of the public.
Team player with flexible attitude.
Basic understanding of the election
process.
Previous experience in a customer
service environment.
Other
Essential Desirable
Must not have worked in support of a
political party / candidate at the
election, whether paid or unpaid.
Must be able to travel to and from
polling station.
count assistant
Electoral Services
Casual Election Staff
Count Assistant Job Description and Person Specification
The Verification / Count Team
The purpose of the Verification/Count Team is to open ballot boxes, ensure the
contents agree with the Ballot Paper Accounts and then count the votes for each
candidate in the election.
The Count Assistant Role:
Although the role of the Count Assistant is not complex, the duties are
undertaken in a pressurised environment and the greatest of care has to be
taken to ensure that mistakes are not made.
Count Assistants must:
Attend training if required.
Have read and agree to the terms of the Statement of Secrecy.
Act impartially at all times and respect the confidentiality of material
handled.
Refrain from engaging in conversations with candidates, agents
councillors or guests.
Duties:
Count Assistants will work in teams of varying sizes as designated by the
Returning Officer.
As directed by a Senior Count Assistant, they will:
For the Verification
Count the number of ballot papers in a ballot box.
Re-Count if required.
For the Count
Divide ballot papers into votes for individual candidates and count them using
the method designated by the Returning Officer.
Re-Count if required.
The length of time a Count takes will depend on the size and nature of the
election and whether re-counts are required. Count assistants must be prepared
to stay as long as it takes. If the Count is to take place immediately after the
close of Poll it will commence after 10pm, and potentially into the early hours of
the morning.
Adequate breaks will be given, refreshments will not be provided and successful
applicants may wish to supply their own.
The Returning Officer is not permitted to employ anyone who is/or has carried
out duties on behalf of any political party or candidate at the election. All staff
will be required to sign an agreement to maintain the secrecy of the poll.
Person Specification – Count Assistant
Skills/Personal Attributes
Essential Desirable
Numerate.
Accuracy and attention to detail. Ability
to follow instruction.
Ability to work as a team member
Punctual and reliable. Calm under
pressure.
Previous experience as a counting
assistant.
Other
Essential
Must not have worked in support of a
Political Party/Candidate at the election,
whether paid or unpaid.
Be willing to attend training/briefing
sessions as required.
Must not have been convicted of an
offence under Electoral Legislation.
Acceptance and adherence to the terms
of Statement of Secrecy.
postal vote clerk
Electoral Services
Casual Election Staff
Postal Vote Opening Clerk
The Postal Vote Opening Team
The purpose of the postal opening process is to ensure that the votes of
electors, or their proxies, who have chosen to vote by post, rather than in person
at a polling station, are opened, checked and counted in a secure manner.
Votes for candidates are NOTcounted as part of this process.
Postal vote opening teams are employed either for half day or a full day on the
days in the 10 days leading up to Election Day on days and at times designated
by the Returning Officer.
The Postal Vote Clerk Role:
Although the role of the Postal Vote Clerk is not complex, it requires great of
care to ensure that mistakes are not made.
They must:
Attend training if required.
Have read and agree to the terms of the Statement of Secrecy.
Act impartially at all times and respect the confidentiality of material
handled.
Refrain from engaging in conversations with candidates, agents
councillors or guests.
Duties:
Postal Vote Clerks will work in teams as designated by the Returning Officer,
and as directed by a supervisor will:
• Count envelopes received
• Open and check contents of envelopes
• May be required to check data against computer screen (instruction
given)
• Count number of ballot papers received
The Returning Officer is not permitted to employ anyone who is/or has carried
out duties on behalf of any political party or candidate at the election. All staff
will be required to sign an agreement to maintain the secrecy of the poll.
Person Specification – Postal Vote Clerk
Skills/Personal Attributes
Essential Desirable
None. Understanding of postal vote
procedures.
Other
Essential
Numerate.
Accuracy and attention to detail.
Ability to follow instruction.
Ability to work as a team member,
Punctual and reliable.
Must not have worked in support of a
Political Party/Candidate at the election,
whether paid or unpaid.
Be willing to attend training/briefing
sessions as required.
Must not have been convicted of an
offence under Electoral Legislation.
Acceptance and adherence to the terms
of Statement of Secrecy.
casual canvasser
Electoral Services
Casual Election Staff
Casual Canvasser Job Description and Person Specification
The Canvass
An annual canvass is carried out to ensure that the electoral register is up to
date.
The Casual Canvasser Role:
If, by a given stage in the canvass period, a household has not responded to the
Household Enquiry Form or subsequent reminders sent by the Electoral
Registration Officer, a personal canvasser will be required to visit the property.
The purpose of the visit will be to encourage the occupant to complete the
Household Enquiry Form.
Casual Canvassers must:
Attend training.
Be fully aware of their responsibilities under the General Data Protection
Regulations.
Act impartially at all times and respect the confidentiality of material
handled.
Duties:
Casual Canvasser will work individually as designated by the Electoral
Registration Officer.
Canvass visits
Canvassers will be required to visit assigned properties and make attempts to
obtain a completed Household Enquiry Form (HEF) and possibly an Invitation to
Register (ITR). Specifically canvassers are to:
Pay up to two visits to assigned properties within a designated area to
collect/complete
HEFs and ITRs (where applicable), and to confirm that they are correctly
completed.
If necessary assist occupants in the completion of the forms. Where no
contact is made with occupants, leave additional guidance at the property
along with the ERO’s contact details.
Record information about properties (for example the property is empty)
and identify any new properties not listed on documentation.
Attending training with regard to these duties.
Be aware of responsibilities in terms of health and safety (in particular lone
working regulations).
Ensure that duties are approached taking into consideration the
principles of value for money and a flexible, customer focussed approach.
The post is casual and will only be required until the necessary properties have
been canvassed.
Person Specification – Casual Canvasser
Skills/Personal Attributes
Essential Desirable
Accuracy and attention to detail. Ability to
follow instruction.
Punctual and reliable.
Good standard of written and spoken English
Good knowledge of the local area
Smart Appearance
Ability to work evening and weekends.
Ability to deal with the public
Ability to work to timescales, on own initiative
without any direct day to day supervision
Tact and diplomacy
Experience of electoral administration.
Experience of working in a customer
service environment.
Basic understanding of the principles of
the General Data Protection Regulations
Other
Essential Desirable
Must attend training/briefing sessions as
required.
Access to transport to meet the geographic
requirements of this post. If personal or hire
car is used it must be insured for business
purposes.
Access to a mobile phone as canvassing
involves lone working
If you're interested in applying, please complete the expression of interest form on the council website:
If you're appointed, you'll need to provide:
proof of your identity
proof of your eligibility to work in the UK
car insurance that covers business use (for eligible roles only)
If you have any questions, email the elections team: elections@rutland.gov.uk.
