Registrar of Births, Deaths, Marriages & Civil Partn - Carrickfergus ...

Post Ref.: SS17AUTHORITY:TITLE OF POST:DEPARTMENT:SALARY GRADE:Carrickfergus Borough CouncilRegistrar of Births, Deaths, Marriages & Civil Partnerships(Job Share)Support ServicesSO1RESPONSIBLE TO: Director of Support ServicesLOCATION:The post is currently located at: Civic Centre but may be based at anyCouncil facilityFUNCTION AND PURPOSE OF POST:1. The post holder will uphold the Core Values of Carrickfergus Borough Council and willwork to achieve wider organizational objectives as laid down in the Corporate Plan.2. The post holder will provide a confidential, compassionate and efficient service to thosewho, often under stress, require the services of the Registrar.Duties to be performed, solemnization of marriages, the registration of births, deaths,marriages, civil partnerships, the issuing of birth certificates, the making of returns tothe General Registrar Office, other statutory bodies and all related clerical duties.The hours of work for the job share partners will be 9.00 am to 5.00 pm Thursday,Friday, Monday, Tuesday and Wednesday, on alternate weeks.Work will at times be required on Saturdays and Public Holidays (morning only) –currently under review. The Council reserves the right to vary the hours of work.The job share partners may be required to cover each other’s absences due toholidays, training or sickness.3. The post holder will ensure “Best Value” performance and service delivery in all areas ofwork.PRINCIPAL DUTIES AND TASKS:1. General(i)(ii)(iii)To carry out the functions of registration and to ensure the smooth running ofthe Registration office.To have a comprehensive and detailed knowledge of all relevant legislation andto make decisions as are required and authorized by statute and regulationconcerning all Registration duties.To ensure that all information on relevant work related matters is efficientlycommunicated between the job share partners.Page 1 of 4

Registrar of Births, Deaths Marriages & Civil Partnerships (Job Share) Job Description cont’dPRINCIPAL DUTIES AND TASKS continued:2. Registration of Births/Still Births and Deaths(i)(ii)(iii)(iv)(v)(vi)Registration of births/still births and deaths in the Council area.Issue of certified copies of births/deaths/still birth certificates at the time ofRegistration and thereafter to the general public.Carry out appropriate checks to ensure non-duplication of Registrations orabsence of Health and Care Numbers.Determination of whether to report certain deaths to the DistrictCoroner in accordance with the Registrar General’s Regulations andthe Coroner’s Act.Issue of appropriate forms (currently form 21 certificates) for the Disposal ofBodies and appropriate certificates (currently Form 36 certificates) for DHSSpurposes.Making returns on deaths/births/still births to the General Registrar Office andto notify the appropriate pension Department of deaths of professional persons.3. Registration of Marriages(i)(ii)(iii)(iv)(v)(vi)(vii)(viii)(ix)(x)(xi)Interviewing and advising clients regarding the legal preliminariesfor civil and religious marriages.Inspecting and validating a wide range of relevant documentsbefore proceeding with the necessary legal requirements or any marriageprocess.Performing and solemnizing civil marriages at the appropriate Council Office asrequired by the various marriage laws.Travelling to and conducting marriage ceremonies in venues approved byCouncil under the Marriage (Northern Ireland) Order 2003 for the purpose ofensuring compliance with registration.Registration of religious and civil marriages solemnized within CarrickfergusBorough under the Marriage (Northern Ireland) order 2003.Attending private homes of housebound and detained persons inorder to perform and solemnise Marriages under the Marriage Act 1983.Custody and Security of all Marriage Register books from 1845 to date and theissue of marriage certificates as required from the Registers.Keeping, updating and maintaining a Register of Church Buildings registered inthe Council area.Providing all clergy with relevant official forms and written guidelines.Making weekly returns of all marriages that have taken place to the GeneralRegistrar Office.Inspecting venues proposed by application under the Marriages (NorthernIreland) Order 2003 to ensure compliance with “fit and proper” qualification andliaise with Building Service Department.Page 2 of 4

Registrar of Births, Deaths Marriages & Civil Partnerships (Job Share) Job Description cont’dPRINCIPAL DUTIES AND TASKS continued:4. Registration of Civil Partnerships.(i)(ii)(iii)(iv)(v)Interviewing and advising clients regarding the legal preliminaries for civilpartnerships.Inspecting and validating a wide range of documents before proceeding withthe necessary legal requirements of civil partnership.Conducting the official formation at the Council office or an approved venue.Registration of civil partnership conducted within Carrickfergus Borough underthe Civil Partnership Act 2004.Making weekly returns of all civil partnerships that have taken place to theGeneral Registrar Office.5. Marriage Abroad(vi)(vii)(viii)(ix)Dealing with all queries regarding marriage abroad.Inspecting and validating documents before proceeding with necessary legalrequirements.Issuing of Certificates of Legal Capacity to Marry.Advising clients of procedure to ensure easy access to marriage certificatesonce they have returned to the United Kingdom.6. Finance7. Staff(i) Assessing and determining, in conjunction with the Management Accountant, thecost of the Registration service biannually to ensure accurate recoupment ofcosts from the General Registrar Office.(ii) Preparing regular returns of all registration work carried out for presentation toCouncil members.(iii) Responsible for all fees received.(iv) Safe keeping of stock of GRO Registration Stamps and money (Stock £5,000approx.).(v) Making regular lodgments to the Finance Team.To supervise part-time Deputy Registrar and Second Deputy Registrars as and whenrequired.• CONFIDENTIALITY: The post holder must respect the confidential nature ofCouncil’s business and agree not to communicate such information externally orinternally whether verbally, in writing or by electronic means without the explicit priorconsent of the appropriate authority.• OTHER DUTIES: Any other duties commensurate with the salary and hours of workas may be required.Page 3 of 4

Registrar of Births, Deaths Marriages & Civil Partnerships (Job Share) Job Description cont’dNote to Candidates: Please read the following section carefully prior to completingyour application form.PERSON SPECIFICATION:Applicants must either hold a third level qualification and OCR Stage II Word Processing(parts I & II) or equivalent, or have three years experience of working as a Deputy Registrar.They must have relevant experience of working with the public. Applicants must possess acurrent, valid driving licence for use in Northern Ireland and have access to a suitable meansof transport. In the event of a relevant disability, applicants must have access to a means oftransport that enables them to carry out the duties of the post at various locations in theBorough.SPECIAL SKILLS AND EXPERIENCE:Given the nature of the work the post holder must demonstrate a professional and sensitiveattitude.NB: A requirement exists with this post that the Job Share partners will cover each other forsick leave, annual leave etc… if required.Under current legislation the first appointed job share partner will be the registered Registrarfor this Council area.Human Resource Section 7 June 2011Page 4 of 4

CARRICKFERGUS BOROUGH COUNCILSUMMARY OF CONDITIONS OF SERVICEREGISTRAR OF BIRTHS, DEATHS, MARRIAGES & CIVIL PARTNERSHIPS (JOB SHARE),SUPPORT SERVICES DEPARTMENTThe appointment will be subject to the Scheme of Conditions of Service of the National Joint Councilfor Local Government Services and to the relevant policies and procedures of Carrickfergus BoroughCouncil, all the foregoing as amended from time to time. These policies are held in each Departmentand can also be viewed in the Human Resources Section, or by contacting your relevant linemanager.WAGESAll wages will be paid into a bank or building society account, monthly, three banking days before theend of the month.HOURS OF DUTYThis is a Job Share position and the working week is 18 ½ hours per week. Week 1 work Thursday –Wednesday, Week 2 off Thursday – Wednesday. A requirement of this post is that the job sharepartners will provide cover for each other for sick leave, annual leave, other leave etc., if required.ANNUAL LEAVEWill be in accordance with the provision of the Scheme of Conditions of Service recommended by theNational Joint Council. The minimum paid annual leave entitlement is twenty one days with a furtherfour days after five years of continuous service. The entitlement as expressed applies to five dayworking patterns. For alternative working patterns an equivalent leave entitlement should becalculated. This will be pro-rata for this post.SUPERANNUATIONThe person appointed will, unless they opt out in writing, become a member of the Northern IrelandLocal Government Officers’ Superannuation Scheme. Deductions currently amount to 6% of salary.SICKNESS PAYMENTSEntitlement to sickness payments will be in accordance with the Scheme adopted by the NationalJoint Council for Local Government Services.An employee who is prevented by illness from reporting for duty shall notify their line manager. Ifhis/her absence continues after the third day he/she should provide further notification on the fourthday as to the nature and probable duration of his/her illness.For all absences in excess of seven calendar days. Doctors’ Statements must be submitted promptlyto the Council. During or following, any period of absence due to illness or accident exceeding 3weeks, an employee may be required to submit to medical examination(s) by the Council’s medicalofficer.PROBATIONThe appointment will be subject to a probationary period of 6 months, at the end of which, subject to asatisfactory report from the Head of Department, the appointment will be confirmed. A copy of thisreport will be maintained on the appointees personnel file.Page 1 of 2

Registrar of Births, Deaths, Marriages & Civil Partnerships (Job Share)Cond. of Service Cont’dDOCUMENT REQUIREMENTS (applies to all new appointees)Before taking up duty the person will be required to: -a) Produce medical evidence of fitness for work (i.e. a Doctor’s Certificate) or if required, submit to amedical examination by the Council’s Medical Officer.b) Produce a copy of their Birth Certificate for inspection.c) Produce documentary evidence, if appropriate, of qualifications mentioned on his/her applicationform.d) Produce documentation to prove eligibility to work in Northern Ireland, e.g. National InsuranceNumber or passport.OFFICIAL CONDUCTAn employee shall devote his/her whole time services to the duties of the office and not engage inany other employment without the express consent of the Council.CONFIDENTIALITYThe post holder must respect the confidential nature of their work and agree not to communicate suchinformation externally or internally whether verbally, in writing or by electronic media without priorconsent.NOTICENotice of termination of employment by the Council will be not less than the statutory minimum, asfollows: -PERIOD OF CONTINUOUS EMPLOYMENTMore than one month but less than two yearsTwo or more yearsTwelve or more yearsMINIMUM NOTICEOne weekOne week for each complete year of serviceTwelve weeksNotice of termination of employment by the employee will be not less than one calendar month.RETIREMENTThe person appointed shall retire from office not later than the last day of the month in which theyattain the age of 65 years, however they can request not to be retired.CANVASSINGCanvassing in any form, oral, written, direct or indirect will, if proved to the satisfaction of the Council,disqualify a candidate for appointment.Human Resource Section 7 June 2011Page 2 of 2