Bluestones Staffing
BSNI are working with Belfast City Council to recruit a Deputy Registrar – Admin & Clerical. This role is temporary.
Employment type
Temporary
Number of people required
1
Target start date
11 May 2026
Duration
12 Weeks
Hours per week
37
Rate
PAYE: £17.18 per hour
Job location
Donegall Square, Belfast, BT1 5GS, United Kingdom
This is following a temporary secondment
Main purpose of job
Responsible to the Registrar through the Senior Deputy Registrar for undertaking the duties necessary for the provision and administration of a confidential and efficient Registration Service for Births, Deaths, Marriages and Civil Partnerships.
To have a comprehensive working knowledge of all relevant legislation, including Acts, Orders and Statutory Regulations and to make such decisions as authorised by statute and regulation concerning all Registration duties.
To officiate at marriage and civil partnership ceremonies in the Registration Office and other venues within the Belfast City Council.
Summary of responsibilities and personal duties
Birth Registrations
To register all births and still births in accordance with relevant legislation or using statutory declarations including e.g. Birth and Death Registration (NI) Order 1976, Human Fertilisation and Embryology Act 2008, Family Law Order 2002.
To register all deaths in accordance with relevant legislation including Birth and Death Registration (NI) Order 1976.
To assess whether a death should be reported to HM Coroner in accordance with Registrar, Generals, Regulations and Coroners Act.
To liaise with medical practitioners, nursing home and hospital staff to ensure correct interpretation of death and clarify questionable non-medical details on Medical Certificates of Cause of Death certificates (MCCD) where necessary.
To liaise with proprietors of private nursing homes, managers of residential homes, cemetery authorities and funeral directors regarding notification of deaths, to ensure all reported deaths are registered.
To ensure informants are issued with relevant forms required, i.e. Form 21 or the Disposal of Bodies and Bereavement Leaflet for DHSS purposes and to provide assistance and explanations as necessary.
To notify government departments of the need to determine pensions payable on the deaths of individuals.
To provide emergency call-out for the registration of deaths at weekends and public/bank holidays in accordance with service business continuity plan.
Marriage Registration and Ceremonies
9. In accordance with the Marriage Order (2003) and Civil Partnership Act (2004), interview and advise clients regarding the preliminaries for all civil, religious marriages and civil partnerships. Validate relevant documents prior to issuing schedule of intention and authority to proceed. Liaise with the Home Office and UKBA, make report where necessary and attend any legal proceeding when necessary.
10. To validate all relevant documentation and issue Certificate of Legal Capacity to Marry (COLCM) in a foreign country.
11. To check divorce decrees and death certificates for all marriages or civil partnerships and refer foreign divorce details to GRO to ensure all parties comply with the legislation.
12. To administer all procedures for religious marriages including cancellation of any ceremony and refund necessary.
13. To officiate at marriage and civil partnership ceremonies in the registration office, approved venues and other locations within the Belfast city district.
Finance
14. To assist with the safe keeping and banking of all monies having reconciled fees received whether cash, check or card payments for registration purposes.
15. To assist with the provision of returns to GRO.
General
16. To employ services of interpreters with help from language line as necessary.
17. To provide advice and information to general public on all regulations relevant to registration including issue of certified copies of documentation.
18. To deal with the bereaved in a caring and sensitive manner whilst ensuring that adequate information is gathered and the informants are not overly distressed.
19. To assist with the safe keeping of public records while maintaining confidentiality of information.
20. To undertake clerical duties as necessary.
21. To deputise in the absence of the Registrar or Senior Deputy Registrar as directed.
22. To motivate and manage any staff, that may be assigned, to the post holder to ensure effective service delivery and to be responsible for reviewing and implementing a proper staff training and development programme.
23. To participate as directed in the councils recruitment and selection procedures.
24. To act in accordance with the council and departmental policies and procedures including customer care; equal opportunities; health and safety; safeguarding and any pertinent legislation.
25. To participate in all induction and in-service training provided by Belfast City Council and in the induction and support of all newly appointed staff and other human resource management policies and procedures as appropriate, including absence management, disciplinary and grievance procedure.
26. To undertake the duties in such a way as to enhance and protect the reputation and public profile of the council.
27. To undertake such other relevant duties as may, from time to time, be required.
This job description has been written at a time of significant organisational change and it will be subject to review and amendment as the demands of the role and the organisation evolve. Therefore, the post-holder will be required to be flexible, adaptable and aware that they may be asked to perform tasks, duties and responsibilities which are not specifically detailed in the job description but which are commensurate with the role.
Essential criteria
Experience
Applicants must, as at the closing date for receipt of application forms, be able to demonstrate on the application form, by providing personal and specific examples, at least one years relevant experience in at least two of the following three areas:
carrying out formal registration duties involving members of the public;
dealing with members of the public with tact, diplomacy and sensitivity; and, or
cash handling, reconciliation and lodgements.
Special skills and attributes
Applicants must also be able to demonstrate that they possess the following special skills and attributes, which may be tested at interview:
Communication skills: excellent written and verbal communication skills, preferably including public speaking.
Technical knowledge: a knowledge of the statutory provisions of a registration service in relation to births, deaths, marriages and civil partnerships with up-to-date knowledge of procedures relating to the legislative requirements of registration, adhering to policy guidelines and instructions issued by the General Register Office. The ability to advise and liaise with professional colleagues, for example, doctors, clergy, coroners, and so on.
Cash management skills: the ability to carry out cash handling duties including the receipt, preparation and lodgement of monies according to and complying with any policies and procedures on handling money.
Interpersonal skills: the ability to respond appropriately to the needs of all customers.
Customer care skills: an awareness of the importance of tact, diplomacy and sensitivity when dealing effectively with difficult issues and the ability to be discreet and maintain confidentiality.
Decision-making and work planning skills: the ability to work independently and use their initiative.
Team working skills: the ability to work in a team to ensure team working and deliver successful results.
Shortlisting criteria
In addition to the above experience, Belfast City Council reserves the right to shortlist only those applicants, who, as at the closing date for receipt of application forms:
in the first instance, can demonstrate on the application form, by providing personal and specific examples, at least one years relevant experience in all three of the areas outlined above;
in the second instance, can demonstrate on the application form, by providing personal and specific examples, at least two years relevant experience in all three of the areas outlined above; and
in the third instance, have at least five GCSEs (grades A-C) including English, or equivalent qualifications.
For more information contact Jessica or Debbie on 02895219313
BSNI are an acting recruitment agency.