ROLE PROFILE
Human Resources and Organisational Development
Role Profile
Job Title
Principal
Registration
Officer
Job No.
A602 A901
(Office Use)
Grade/Grade
range (for career
E
grades)
Department
Corporate Services
Division
Democracy and Governance
Section
Registration Service
Team
Plymouth Register Office
Reports to
Registration Service Manager
(Job Title)
Competency Semi Professional
Job Type
Suitable for Job
No
Share (Y/N)
If No state
reason
Location
Plymouth Register Office, local
churches and approved venues
Shift Pattern May be required to work
weekends bank holidays and out of
normal hours
CRB check
required
none
Job Purpose
Registration of births, deaths, marriages and civil partnerships, preliminaries to civil
partnership and issue of certificates in accordance with procedure set by the Registrar
General. Undertake civil preliminaries to marriage, conducting marriage and
citizenship ceremonies and issue of certificates on behalf of the Superintendent
Registrar, undertake preliminaries to Civil partnership, register and record civil
partnerships and issue certificates in accordance with regulation set by the Registrar
General. Conduct civil ceremonies, celebratory and non-statutory ceremonies with
associated administration.
Decision
Making
The job involves working within statutory regulation, which requires interpretation
and discretion and requires initiative. The work involves responding independently to
unexpected problems and situations, for example when registering marriages. The
post holder generally has access to a manager for advice and guidance on unusual or
difficult problems but is responsible and accountable for their own actions.
Statutory post
There is a responsibility for investigating any discrepancy, evidence produced, apparent
duress or inability to comprehend the proceedings and deciding whether the marriage
or civil partnership should be allowed to proceed.
Version 1.0 22 February 2010
Not protectively marked
Plymouth City Council is committed to providing access, aids, adaptations and alternatives wherever possible and
reasonable adjustments to enable people with disabilities to fulfil the criteria for, and undertake the duties of its’
jobs.
Accountabilities 
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Responsible for the registration of births, deaths and still births
Responsible for the registration of civil and religious marriages, at the Register
Office, approved premises and churches, institutions and private homes
Post holder is required to update and read handbook regulations (selfdevelopment)
Responsible for the registration and recording of civil partnerships
Responsible for the collection of authorised persons and clergy marriage returns
Responsible for the delivery of quarterly returns to the superintendent registrar
Responsible for the collection of statutory fees, maintaining and accounting
record and payment to the local authority
Responsibility to maintain security of certificates and other valuable stock.
Responsible for handling, processing and creating statutory documentation and
personal information where care, accuracy, confidentiality and security are
important. Required to create and maintain accurate and confidential manual and
computerised registration records. Handle registers on a daily basis with
accountability for their safety and condition. Personally orders registration
supplies (certificates etc)
Deputise for Superintendent Registrar as required
 Responsible for taking and entering notices and issue of authorities for marriage
on behalf of the superintendent registrar. Taking and entering notices and the
issue of schedules for civil partnership
 Conduct and witness the solemnisation of marriage and conduct citizenship
ceremonies on behalf of the superintendent registrar in the registrar office and at
approved premises. Also at institutions and private homes or housebound or
detained persons or the terminally ill.
 Be aware of any situations where intent is fraudulent and actions may be needed
to be undertaken that may have an impact on the individuals well-being
 Have a duty to recognise and report to the Home Office any suspicions regarding
a marriage or civil partnership entered into with the intention of avoiding the
effects of immigration law
 Required to demonstrate own duties to others
 Administration: order office and security stock; accounting and cashing up;
reception duties; telephone enquiries; IT administration
 Undertake other duties as directed and commensurate with the grading of the
role
Demands
The post holder will be required periodically to search the archives area. This involves
lifting moderate weight items to access large registers. They may also need to walk
between approved premises carrying a heavy briefcase containing all the legal
documents required for ceremonies. During ceremonies the post holder is required
to stand for long periods of time and sit while conducting interviews. Post holder
must remain alert when producing certificates, conducting marriage ceremonies and
recording in the register.
Throughout the course of the day post holder will be in contact with members of the
public in various emotional states which can regularly place emotional demands on the
post holder. This can include people elated over a birth or devastated following a
death. Registrars also have to register and perform ceremonies for the terminally ill
occasionally exposing them to significant emotional demands. This could typically last
for periods of up to 2 hours at a time
Working
Conditions
Experience,
Knowledge and
Qualifications
The post holder may occasionally be subject to disagreeable behaviour from members
of the public, or may need to walk between ceremony locations in unpleasant weather
conditions (this is not regular feature of the role) and may need to attend a venue
which is old or poorly ventilated.
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Essential:
Knowledge of Registration procedures
Two GCSEs at grade A – C in English and Maths (or equivalent)
An understanding of the requirements to follow regulations and legislative
procedures
Reasonable experience of using a PC in an office based role including an
internet browser
Experience of dealing with the public in person and over the telephone
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Desirable:
Experience of using Registration Service Software
Experience of working in the Registration Service
Full driving licence and access to a car
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Skills and
Technical
Competencies
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IT and keyboarding skills are essential to input information for legal
documentation and using registration software to browse and search
for records of births, deaths and marriages
Skills to use a fountain pen and registration ink to accurately and
legibly handwrite legal registration documents
Driving skills are desirable in order to attend ceremonies at approved
venues across the city
Developed verbal and written communication skills are used to
exchange information of a complicated, sensitive or confidential nature
to a range of audiences, for example members of the public, other
Registration Officers, GP’s and doctors, solicitors, funeral directors,
civil service departments, the police and the clergy. The post holder
will need tact and diplomacy and be committed to high standard of
customer care
Post holder will advise and guide clients who use the Registration
Service about internal policy and procedure. They will also implement
Registration Service regulations. This is done verbally, in person or on
the telephone, by email or in writing and may involve contact with
people for whom English is not a first language
Required to react to varied problems, developing solutions where
needed. For example: planning staff allocation for wedding and
celebratory ceremonies at a number of venues across the city and
interpreting legislation and guidance to ensure duties are performed
correctly, changing roles at short notice to undertake reception
duties, marriages and birth and death registrations
Analytical and judgemental skills are required in order to interpret
situations and develop solutions, to be constantly aware of situations
such as where one party is being coerced, and to act accordingly in
this instance
Basic financial skills will be needed in order to handle cash, credit card
and cheque payments, maintain an account, and bank monies payable
to the Local Authority in line with instructions from Plymouth City
Council
Corporate
Standards
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In accordance with Council policies and guidance on information management and
security, it is your personal responsibility for data protection, client confidentiality
and information governance.
Act at all times in accordance with appropriate legislation and regulations, codes of
practice, the provisions of the Council’s constitution and its’ policies and
procedures.
Work within the requirements of the Councils’ Health and Safety policy,
performance standards, safe systems of work and procedures.
Undertake all duties with due regard to the corporate equalities policy and
relevant legislation.