Job info	Job info details
Job title	Registration Officer Births, Deaths Marriages and Civil Partnerships
Strategic team/Directorate	Corporate Services
Service	Register Office
Business unit	Registrars
Responsible to (day to day issues)	Senior Regisration Officer/ Statutory Registrar
Accountable to (line manager)	Senior Regisration Officer/ Statutory Registrar
Salary grade	F
JE ref	GOV28

1. Key purpose of job

• To act as Registration Officer of Births, Deaths, Still Births, Marriages and Civil Partnerships.
• To conduct and record Marriage, Civil Partnership, Citizenship and non-statutory ceremonies.
• Carryout all administrative duties associated with all life events.

2. Anticipated outcomes of post

• To ensure an efficient and customer focused Registration Service for the general public.
• Ensure that the legal preliminaries for a civil marriage have been correctly carried out, by checking and examining the accuracy and validity of marriage authorities, checking places of worship and approved premises hold the appropriate license, to witness the marriage ceremony, complete the Register with appropriate details, verify and counter-sign.  Issue marriage certificate.
• Ensure that the legal preliminaries for a civil partnership have been correctly carried out by checking and examining the accuracy and validity of the civil partnership schedule.  Checking places of worship and approved premises hold the appropriate license.  Register the civil partnership on RON (registration Online System), and issue the civil partnership certificate.

3. List key duties and accountabilities of the post

• As an Employee of Torbay Council all roles are expected to work in a way that ensures vulnerable children and adults are safeguarded and report any safeguarding concerns in accordance with established policies and procedures. The Designated Senior Lead for Safeguarding is the Chief Executive and Director of Children’s Services.
• To deal on a one-to-one basis with members of the public wishing to register a birth, death, still birth, marriage or Civil Partnership in accordance with the procedure laid down by the Registrar General.
• To register marriages and Civil Partnerships as prescribed by the Registrar General which will require attendance at any approved premises, including the Register Office, other approved premises and local churches during weekdays, weekends and Bank Holidays.
• To attend and/or conduct Citizenship Ceremonies as required.
• To conduct Civil Ceremonies (to include Renewal of Vows, Naming and Commitment Ceremonies.
• To deputise for the Superintendent Registrar in his absence through leave or incapacity and working Saturdays by rota, or to assist the Superintendent Registrar and Senior Registration Officer.
• To attend staff meetings regularly and routinely.
• To undertake and deliver the cascading of Training Courses.
• To ensure the safekeeping of current registers in accordance with General Register Office guidelines.
• To provide copies of certificates and information to the public as required.
• To provide appropriate returns to the Registrar General and/or Registration Service Manager/ Proper Officer as required.
• To study and implement new or revised Regulations as instructed in the Registrar General’s Circulars.
• To deputise for the Nominated Officer when required.
• To submit cash and financial records in an accurate and timely manner in accordance with Council and Registration guidelines.
• To deal with personal, telephone and written enquiries relating to the above duties.
• To travel to and from the Area Office providing cover at Outstations (as appropriate) in accordance with the required opening hours and to transport the necessary stationery and security stock to deal with registrations as required.
• To conform to and actively commit to and promote Torbay Council’s Customer Service Standards both with internal and external customers when using any communication media including telephone, e-mail and face to face.

4. Budgetary/Financial Responsibilities of the post

• To receive and account for Statutory Fees daily (£1000 a week). 

5. Supervision/Line Management Responsibilities of the post

• None. 

6. Working environment and conditions of the post

• Normal working conditions. 

7. Physical demands of the post

• Normal physical demands. 

8. Specific resources used by the post

• To receive and account for Statutory Fees (average £300 per day). 

9. Key contacts and relationships

External

• Registration colleagues within England and Wales, Government Bodies and other relevant authorities in accordance with the Registrar General’s regulations.
• The Coroner’s Office.
• Funeral Director’s.
• Crematoria and Churchyards.
• Child Health.
• Doctor’s Surgeries.
• Medical Examiner.

Internal

• Other Directorates within Torbay Council.

10. Other duties

• To undertake additional duties as required, commensurate with the level of the job.

Other Information

• All staff must commit to the Workplace Equality, Diversity and Inclusion Practice and Policy.
• Torbay Council is committed to safeguarding and promoting the welfare of children and applicants must be willing to undergo the checks appropriate to the post applied for.
• The post holder is expected to work in a way that ensures vulnerable children and adults are safeguarded and report any safeguarding concerns in accordance with established policies and procedures. And are aware that the Chief Executive and the Director for Children’s Services are the Safeguarding Leads for the Council. 
• This post is office based at Paignton Library and Information Centre, but the post holder may be required to move their base to any other location within the Council at a future date.
• You will be asked to complete a Criminal Records Self Declaration Form. Criminal convictions will only be taken into account when they are relevant to the post. You will only be asked to disclose ‘unspent’ convictions.
• The Council operates a Smoke-Free Policy and the post-holder is prohibited from smoking in any of the Council's buildings (including Council owned and Council leased buildings, but excluding designated areas in residential schemes), enclosed spaces within the curtilage of buildings, and Council vehicles. The Council does not permit smoking breaks within work time, however, in services where the flexi-scheme is in operation, employees may take reasonable break times outside of core hours, in accordance with flexi-time arrangements. Employees should follow the flexi-scheme procedure for agreeing time away from their duties in the normal manner with their immediate colleagues and line manager, with break start and finish times being recorded, as with any other break-time arrangement.
• The post-holder is expected to familiarise themselves with and adhere to all relevant Council Policies and Procedures.
• The post-holder must comply with the Council’s Health and Safety requirements as outlined in the H&S policy appropriate to the role.
• The post-holder must be committed to the Council’s Core Values for employees – “Torbay Council employees are committed to being forward thinking, people orientated and adaptable - always with integrity”. Evidence will be sought during the probation and appraisal processes.
• If this post is customer facing, it will require the ability to fulfil all spoken aspects of the role with confidence and fluency in English.
• If you are required to access a government system such as HMRC, DWP or The Public services network (PSN) as part of your role with the Council you will be required to complete a basic disclose with your line manager before you can access these systems. Your manager will be required to complete a verification form that confirms your identity, nationality and immigration status, employment history and unspent convictions (third party).
• If you are required to use your own vehicle on Council business or drive a council vehicle you will be asked to provide information on any driving endorsements by accessing gov.uk/view-driving-licence and providing a code to your Line Manager in order to share your driving licence information with the Council. 

Person Specification

Note for Candidate

All Candidates

The supporting statement on your application form will be used to assess ability to meet the essential requirements of the role, so you should explain how you meet each of the numbered essential requirements within your supporting statement. In a competitive situation, the desirable criteria may be taken into consideration, so you are encouraged to show how you also meet each of the desirable criteria.

Candidates who consider that they have a disability

Reasonable adjustments will be made to the job, job requirements or recruitment process for candidates with a disability.

If you consider yourself to have a disability you should indicate this on your application form, providing any information you would like us to take into account with regard to your disability in order to offer a fair selection interview.

Where ever possible and reasonable we will make adjustments and offer alternatives to help you through the application and selection process.

If you have indicated that you have a disability on your application form you will be guaranteed an interview if you clearly demonstrate in your supporting evidence how you broadly meet the essential requirements of the role.

Job info	Job info details
Job Title	Registration Officer Births, Deaths Marriages and Civil Partnerships
Strategic team/Directorate	Corporate Services
Service	Register Office
Business unit	Registrars

Skills and effectiveness

Essential skills and effectiveness

• Experience of a customer focused, face to face, environment.
• Ability to deal with people at all levels in a tactful, diplomatic and confident manner.
• Ability to handle confidential information sensitively.
• A high degree of accuracy is required to record information and data.
• Ability to deal with distressed/bereaved/emotional people.
• Ability to work to conflicting deadlines and achieve desired results.
• Ability to prioritise own workload.
• Effective communication skills.
• Ability to work as part of a team.
• Excellent time management skills.
• As this post meets the requirements of the Immigration Act 2016 (part 7), the ability to converse at ease with members of the public and provide advice in accurate spoken English is essential for the post.

Desirable skills and effectiveness

N/A

Knowledge

Essential knowledge

• Knowledge and practical experience of Microsoft including Teams, Excel, Word and Outlook.
• Detailed knowledge of Births and Death Registration Act 1953, Marriage Act 1949 and Civil Partnerships Act 2004.
• Knowledge of handling confidential information and applying Data Protection.
• Cash handling and accounting.
• A good standard of written English.

Desirable knowledge

• Knowledge of Registration Service Software and Registration online applications (RON).
• Knowledge of DWP Tell Us Once application.
• Experience of cash handling.
• Basic knowledge of Torbay area approved ceremony venues.
• Knowledge of safeguarding and how to report concerns.

Experience and achievements

Essential experience and achievements

• Experience of working within a customer-based environment.
• Experience of public speaking.
• Record keeping and inputting data with attention to detail.
• Excellent interpersonal and communication skills.
• Flexible approach to work including working on own initiative.
• Good time keeping.

Desirable experience and achievements

• Experience of working in an environment where a high level of accuracy is required. 

Qualifications/professional memberships

Essential qualifications/professional memberships

• Educated to GCSE or equivalent to include English and Mathematics. 

Desirable qualifications/professional memberships

• Member of Local Registration Service Association.
• Willingness to work towards a customer service qualification. 

Other requirements

Other requirements of the job role

• Demonstrates a commitment to safeguard and promote the welfare of children and young people.
• Ability to travel efficiently around the Bay in order to carry out duties.
• Ability to accommodate unsociable hours.