ELECTORAL OFFICE FOR NORTHERN IRELAND APPLICATION INFORMATION POLL CLERK Completed application forms must be returned to HR Section by 12 NOON on 30 th September 2015 EONI is an equal opportunities employer and welcome applications from all Section 75 groups regardless of age, disability, ethnicity, gender, marital status, people with or without dependants, political opinion, religion or sexual orientation. 1
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CONTENTS Page Introduction & Background 4 Area Office - Locations 5 Job Description / Application 6 Conflict of Interest / Vetting 8 Annex A Nationality Information 11 3
INTRODUCTION The arrangements for electoral administration in Northern Ireland (NI) are different from elsewhere in the UK. The system in NI is administered centrally by the Chief Electoral Officer (CEO) who is a statutory office holder independent of Government. He is assisted by the staff of the Electoral Office for Northern Ireland (EONI), the administrative structure that supports him in the discharge of his duties. In addition to the 55 permanent staff employed, EONI employs approximately 4,500 temporary staff to conduct polling day and for the counting of votes and without the assistance of the temporary staff employed we would not be able to run elections successfully. Further information about EONI can be obtained on our website at www.eoni.org.uk BACKGROUND There are approximately 623 polling places consisting of approximately 1,400 polling stations (ballot boxes) throughout Northern Ireland. Each polling place is managed by a Polling Station Manager and each polling station is managed by a Presiding Officer who is assisted by one or two poll clerks according to the election type(s). In busier polling stations additional poll clerks may be appointed in the evening also. Polling stations are open to voters from 7.00am to 10.00pm. Presiding officers and poll clerks are responsible for setting up and opening the polling station on time and managing the polling station throughout the day. At the close of poll the poll clerk must assist the presiding officer in their duties and ensure the polling station is cleared and left tidy. Each poll clerk must carry out their duties as detailed in the Handbook for polling staff provided to all staff appointed. EONI wish to expand their current list of poll clerks to ensure a sufficient number of staff are available on polling day to operate the polling stations and enough reserve staff to cover any last minute staff vacancies. 4
LOCATIONS CONSTITUENCIES AREA ELECTORAL OFFICE HEADQUARTERS 15 Church Street BELFAST BT1 1ER FOYLE EAST LONDONDERRY 20 Queen Street LONDONDERRY BT48 7EQ NORTH ANTRIM MID ULSTER 122 Broughshane St (1 st Floor) BALLYMENA BT43 6EE WEST TYRONE FERMANAGH & SOUTH TYRONE 21 Kevlin Avenue OMAGH BT78 1ER UPPER BANN NEWRY & ARMAGH 52 Bridge Street BANBRIDGE BT32 3JU SOUTH DOWN LAGAN VALLEY As Banbridge above EAST ANTRIM / SOUTH ANTRIM BELFAST NORTH 1-3 Portland Avenue, Glengormley NEWTOWNABBEY BT36 5EY STRANGFORD/ NORTH DOWN BELFAST EAST 2(B) Regent Street NEWTOWNARDS BT23 4LH BELFAST WEST BELFAST SOUTH 15 Church Street BELFAST BT1 1ER 5
JOB DESCRIPTION The gross fee for a poll clerk is 205 which includes travel to and from your polling station and for attendance at a mandatory poll staff training session which lasts for approximately two hours, in advance of polling day. The polling station operates from 7.00am to 10.00pm The key responsibilities of the post are to: be at the polling station at least 30 minutes before opening and assist with the setup and layout of the polling station in preparation for the opening of the polling station; write the correct ward and elector number on the Corresponding Number list (CNL) against the ballot paper number to be issued; ensure only one ballot paper is removed from the ballot book and passed to the Presiding Officer for issue; provide cover for the Presiding Officer when required; assist the Presiding Officer in ensuring that voters cast their vote in secret and maintain the secrecy of the ballot at all times; answer voters queries in an impartial, friendly and businesslike manner; ensure the polling station is kept tidy at all times; remain at the polling station at least 30 minutes after the close of poll to assist with the necessary close of poll procedures; clear and tidy the polling station area as instructed by the Presiding officer; carry out any other polling station duties as required. This post requires you to work a 16 hour day - from 06:30am to 22:30pm Polling station staff are not permitted to leave the premises during the hours of poll therefore all staff are required to bring their own refreshments and take appropriate breaks, as directed by the Presiding Officer and/or Polling Station Manager. 6
Personal Attributes Good communication skills and ability to follow strict instructions; Good personal presentation and commitment to customer care; Good administration skills and attention to detail; Team player and flexible attitude; Punctual and reliable; Work effectively as part of a team. Your performance will be assessed on the above job description, particularly the following standards: Time keeping PO support e.g. assistance to set up, close the polling station, providing cover etc. Corresponding number list marked correctly Ballot paper issue Customer service (be polite and professional at all times) Secrecy and security Essential Criteria 2 GCSE s at Grade C or above in English Language and Mathematics or equivalent; (Copies of your qualifications should be returned with the application form). Flexibility to work at any location within a reasonable travelling distance of home. Requirements of the position 1. All staff will be required to maintain secrecy and must not stand as a candidate at the election; work (either paid or voluntary) for any political party or candidate, or sign the nomination paper of any candidate(s). Staff must not have been convicted of an offence under electoral law. 2. Mobility - You may, at the DRO s discretion, be required to change your polling place of work at short notice for operational reasons, within a reasonable travelling distance. If you are therefore appointed and accept a position as a Poll Clerk, and you have access to transport, you will be given additional financial assistance for excess travel if you move polling station at the request of EONI. If you have valid business cover on your car insurance policy you will be paid at the rate of 45p per mile. If you do not have business cover you will be paid at the rate of 25.7 p per mile. Mileage will be paid on receipt of a complete insurance declaration form available from your Area Electoral Office. 7
Submitting your application The application form is designed to ensure that applicants provide the necessary information to determine how they meet the requirements for the post. Applicants must not reformat electronic application forms. CVs, letters, additional pages or supplementary material will not be accepted. EONI will not accept incomplete application forms, late applications or any application where we are asked to pay any shortfall in postage. EONI monitors applications for employment in term of community background, sex, disability and race. This information is regarded as part of your application and failure to fully complete and return this part of the application will result in disqualification. EONI reserves the right to consider for employment only those who appear from the information supplied to be the best suited, particular in light of resources available. All poll clerks will receive training in advance of polling day and will be provided with the Handbook for polling staff which must be read carefully. Equal Opportunity Monitoring Form Please note, this form is regarded as part of any application and failure to complete and return it will result in disqualification. The Electoral Office for NI is an Equal Opportunities Employer. 8
CONFLICT OF INTEREST Applicants must declare personal interests where there is, or could be perceived to be, a conflict of interest between their duties as employee and their membership of a particular organisation. Applicants must not be a member of any organisation or society which might be construed as a potential conflict of interest or have any employment background, or personal connections, current or previous, which if you were appointed might give rise to public speculation including: Obtained office as a MP, MEP, member of the Assembly, local Councillor or other political office. Stood as a candidate for one of the above offices. Spoken on behalf of a party or candidate. Acted as a political agent. Held office such as Chair, Treasurer or Secretary of a local branch of a party. Canvassed on behalf of a party/candidate or helped at elections. Work (either paid or voluntary) for any political party or candidate, or sign the nomination paper of any candidate(s). Applicants must not have been convicted of an offence under electoral law. Undertaken any other political activity which may be considered relevant. Nationality requirements EONI must ensure that you are legally entitled to work in the United Kingdom. Applicants must be either: (i) A UK national; or (ii) A Commonwealth citizen; or (iii) A British Protected Person; or (iv) An EEA national; or (v) A Swiss National; or (vi) A person who is not an EEA or Swiss national, but is a family member of an EEA national who has moved to the UK from another EEA Member State for an approved purpose. For further guidance on Nationality requirements please see Annex A. Advice on Nationality for (i), (ii) and (iii) above may be obtained from the Home Office website, www.ind.homeoffice.gov.uk. 9
Pre-employment vetting It is EONI policy that all poll clerks invited to a pre-employment training session bring sufficient documentation to satisfy nationality and identity requirements. Further details regarding acceptable documents will be issued with any invitation to attend for a training session: Changes in personal circumstances Applicants must ensure that EONI is informed immediately of any changes in personal circumstances e.g. change of address, availability, conviction. THIS APPLICANT INFORMATION DOES NOT FORM PART OF CONDITIONS OF EMPLOYMENT HR SECTION Electoral Office for NI 3 rd floor St Anne s House 15 Church Street Belfast BT1 1ER Tel No. 02890 446671 www.eoni.org.uk. Copies in alternative formats can also be made available on request from the Information Officer on 02890446688 or email info@eoni.org.uk. 10
ANNEX A Nationality (i) UK National means a person who is a British citizen (including persons from the Channel Islands and the Isle of Man), a British subject under Part IV of the British Nationality Act 1981 having the right of abode in the UK or a British Dependent Territories citizen acquiring his/her citizenship from connection with Gibraltar. (ii) Commonwealth Citizen means any person who has the status of a Commonwealth citizen under the British Nationality Act 1981, not covered by the UK Nationality definition above. This includes British Dependent Territories citizens (other than Gibraltarians), British Overseas citizens, and from 1986 those persons in the category British National (Overseas). (iii) British Protected Person means a member of any class of persons declared to be British Protected Persons by Order in Council under the British Nationality Act 1981, or by virtue of the Solomon Islands Act 1978. (iv) EEA National means a national of one of the following countries: Austria France Liechtenstein Romania Belgium Germany Lithuania Slovakia Bulgaria Greece Luxembourg Slovenia Cyprus Hungary Malta Spain Czech Republic Iceland Netherlands Sweden Denmark Ireland Norway United Kingdom Estonia Italy Poland ** Croatia Finland Latvia Portugal N.B. nationals from Switzerland also have the same free movement and employment rights. Family member of an EEA national means: (i) That national s spouse*; or (ii) A direct descendant (child, grandchild etc.) of that national or his/her spouse who is under 21 years of age or is their dependent; or (iii) A dependent relative in the ascending line (parent, grandparent etc) of the EEA national or his/her spouse. *Note: Spouse does not include a party to a marriage of convenience and in the case of EEA national vocational students; family members are restricted to spouses and dependent children only. ** Croatian nationals who want to work in the UK must obtain authorisation prior to commencing employment. They require a certificate of sponsorship and must also apply for an accession worker card before they can commence employment. Further guidance on nationality can be obtained from the Home Office website www.ind.homeoffice.gov.uk 11