Deputy Polling Place Manager (DPPM)

Position Description EL.159

Position details

Position Title: Deputy Polling Place Manager (DPPM)
Reports to: Polling Place Manager (PPM)
Location: Various polling places throughout the State
Positions reporting to this position: All Election Officials on election day report to the PPM
Hours of Work: Deputy Polling Place Manager's (DPPM) work includes the set up of the polling place on election eve, ready for work on election day from 7.00am until all tasks are completed on election night

Primary Purpose of the Position

A Deputy Polling Place Manager (DPPM) is responsible for assisting and relieving the Polling Place Manager (PPM).

Duties include:

  • ensuring the polling place is set up and operational during the hours of voting;
  • managing the conduct of voting and accounting for ballot papers in the polling place;
  • managing staff issuing ordinary ballot papers;
  • managing/undertaking categories of declaration voting including election day enrolment votes;
  • answering more detailed voter enquiries;
  • issuing silent elector votes;
  • managing the count of ballot papers at the close of voting;
  • assisting the PPM, phoning count results to the Returning Officer if directed by the PPM;
  • managing the polling place team under your supervision;
  • setting up an appropriate area within the polling place for the election count(s);
  • counting, batching, recording and packing ballot papers in a timely manner with minimal error; and
  • completing returns and account for all used and unused ballot papers.

DPPMs are required to read their manual, undertake and successfully complete online and face to face training (if applicable) prior to election day.

You must be an enrolled elector to be offered employment as an Election Official.

Key outcomes/accountabilities

  • Complete online training and face to face training, to a satisfactory level.
  • Make decisions consistent with the election manuals, directions and instructions. Seek direction from the PPM when unsure.
  • Set up of the polling place to be completed on the Friday afternoon/evening before election day.
  • Maintain the security of ballot papers and electoral rolls/personal data and information.
  • Assist the PPM in management of the polling place including briefing and monitoring staff in their duties, maintain customer service levels and ballot paper stocks.
  • Issues votes to silent electors in the absence of the PPM.
  • Assist with the first preference sort and count of ballot papers.
  • Liaise with the PPM with respect to the count of Councillor group totals and other ballot papers.
  • Assist the PPM phone through results at completion of each ballot paper count to the RO.
  • Package and return election material in accordance with instructions to the Returning Officer's Office.
  • Complete all electoral returns and forms accurately and legibly.
  • Dismantle the polling place on election night.
  • Ensuring as practically possible, the health, safety and welfare of people in the polling place.
  • Comply with the NSWEC information security guidelines and EEO policies and the cultural diversity, ethical conduct and core of practice.

Key challenges

  • All training/manuals will be provided and all procedures therein must be strictly followed.
  • High volume repetitive tasks need to be undertaken with a high degree of accuracy.
  • All election officials uphold the security of ballot papers and electoral materials at all times.
  • The correct completion of forms and returns to account for ballot papers, materials and results is critical.
  • Consistent and accurate information to voter and scrutineer enquiries is essential.
  • Some manual handling tasks involving bending, sorting and lifting are required, with reasonable adjustment to be made, if required, after discussion with the RO.
  • Managing large polling places will be challenging, particularly where a diversity of voters is serviced, and the volume of votes issued may be large. Well developed organisational skills are required.
  • Establishing a suitable area within the polling place to sort, count, record and pack the ballot papers.
  • A well supervised team is essential.
  • Tasks are completed to a strict timetable, with a high degree of accuracy and under scrutiny from scrutineers and electors.
  • DPPMs may need to respond to many enquiries and delicate issues tactfully and professionally throughout election day.

Selection criteria

You should demonstrate skills and experience in the selection criteria as outlined below.

1. Customer Service and Communication Skills

Your ability to understand and convey information in a clear, accurate and respectful manner to people of diverse backgrounds.

2. Ability to Work in a Team Environment

Your ability to take or give direction, and work co-operatively towards a common goal and deadline.

3. Accuracy in the Completion of Administrative and Numerical Tasks within a Time Constraint

Your ability in administrative, clerical and numerical tasks where accuracy and timely completion is important.

4. Supervisory and Time Management Experience

Your ability to bring people and tasks together to successfully complete your work.