APPLICATION FORM

CONFIDENTIAL APPLICATION FOR EMPLOYMENT

The Royal Parks is committed to the fair treatment of its staff, potential staff or users of its services. Recruitment and selection decisions are made purely on merit as the result of fair and open competition. We are committed to equality of opportunity for the advancement of employees including promotion and training and do not discriminate against any person because of gender, race, ethnic or national origin, religion, sexual orientation, marital status or responsibility for dependants, age, physical/mental disability or offending background.

Tip: You can use the arrow keys on your keyboard to move between fields. Once completed, please email your form to vacancies@royalparks.gsi.gov.uk with the job title as the subject, we don’t require a hard copy as well.

The closing date for this application is Thursday, 3 rd August 2017 .

1. JOB POSITION

Position applied for: Administrative Officer – Richmond Park

Vacancy reference: AO0717

2. PERSONAL DETAILS

Title: Please select:

Surname:      

Forename(s):      

Address:      

Postcode:      

Daytime telephone(s):      

Email Address:      

Do you have a full current driving licence? (If required by the job description)

Please select:

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3. EDUCATION

A) Secondary Education

School name/address From

(MM/YYYY)

To

(MM/YYYY)

Examinations (subject/result, etc.)

                       

(Tip: Tables will automatically expand as you type if extra space is needed)

B) Further Education and Training

University/college name From

(MM/YYYY)

To

(MM/YYYY)

Type of

Course

Subjects Qualifications or class of degree

                                   

C) Occupational Qualifications/Institute Membership/Membership of Professional Organisations

College/Institute

or other name

From

(MM/YYYY)

To

(MM/YYYY)

Qualification/level

                       

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4. EMPLOYMENT HISTORY

Please provide details over the last 10 years, including any unpaid or voluntary work, listing present or most recent employer first. Any gaps in employment dates should be explained. If you have any particularly relevant experience dating beyond the last 10 years please include this.

Current salary and benefits or salary when last employed:

£      Notice required:

     

Name and address of employer and type of

business

From

(MM/YYYY)

To

(MM/YYYY)

Job title and main duties

Reason for leaving

                             

                             

                             

                             

                             

                             

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5. REASON FOR APPLICATION – Skills, Qualities and Experience

In this part we want you to highlight your skills, qualities and experience. The competencies relevant to the post you are applying for are listed in the Person Specification on the job description enclosed below. For those competencies listed below, please give specific examples in no more than 200 words for each heading about a time either at work, volunteering or in your personal life that demonstrates how you meet the essential criteria required to do the job. You must ensure that your answers provide clear evidence of the given competency.

Leading and Communicating: Act in a fair and respectful way in dealing with others.     

Collaborating and Partnering: Be open to taking on different roles.     

Collaborating and Partnering: Seek help when needed in order to complete own work effectively.     

Delivering Value for Money: Maintain recognised financial procedures and practises.     

Managing a Quality Service: Actively seek information from customers to understand their needs and expectations.     

Delivering at Pace: Work in an organised manner using own knowledge and expertise to deliver on time and to standard.      

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6. PERSONAL STATEMENT

This is your opportunity to tell us why you think we should select you and why you want the job. Here you can demonstrate how your experience meets the other role competencies in the person specification attached. You may also include personal interests which are relevant and meet the requirements of the post. You must use no more than 350 words.

     

7. ATTENDANCE RECORD

If you wish to comment on any extended absences from the office, please do so here.

     

8. PART TIME

If you are part time, please state the number of hours that you are able to work and also please confirm if you would consider job share.

9. REFEREES

Please provide the contact details of referees from your employment over the past 3 years.

Please note that your present employer and other referees will not be contacted without your prior consent.

Referee 1 Referee 2Name:       Name:      Address:       Address:      Postcode:       Postcode:      Occupation:       Occupation:      Email:       Email:      Telephone No:

      Telephone No:      

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Referee 3 Referee 4Name:       Name:      Address:       Address:      Postcode:       Postcode:      Occupation:       Occupation:      Email:       Email:      Telephone No:

      Telephone No:      

10. DECLARATION

By submission of your form, you agree to the following:

I confirm that the information given on this form is, to the best of my knowledge and belief, true and accurate. I understand that if I have given misleading information on this form, this will be sufficient grounds for terminating my employment. I have personally completed the application form.

Name:       Date: Click here to enter a date.

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11. LINE MANAGER’S ASSESSMENT OF SUITABILITY (or Countersigning Officer if Line Manager not available)

If you are currently employed by The Royal Parks you will be required to complete this section in full. Candidates must attach their entire completed application, with section 11 for their line managers to complete. Please also attach your last 2 years' appraisal reports.

External candidates should proceed directly to Section 12.

1) I consider this applicant to be:

Highly suitable Suitable Unsuitable I am unable to judge

Please comment on your assessment drawing attention to the applicant’s experience/special qualities for the post. If you are unable to judge the applicant’s suitability, please give reasons:

     

To be completed only if applicant is applying for trawled post on promotion.

2) Do you consider the applicant to have the skills and experience to perform at the higher grade they have applied for?

Yes No

Please comment on your promotion assessment:

     

Name:       Grade:       Date: Click here to enter a date.

Line Manager/Countersigning Officer for Please select: years and Please select: months

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12. DIVERSITY FORM (this will be detached from your application by the HR Dept)

Section A: Your Details

Section B: Disability

The Royal Parks wish to encourage suitably qualified people with disabilities to apply for jobs. All information will be treated in strictest confidence.

Do you consider that you have a disability? Yes No Prefer not to say

What is the nature of your disability?      

Please give details of any special needs or requirements that you may need us to make if you are invited to interview/offered employment:      

Section C: Religion or Belief and Sexual Orientation

Which religion or belief do you most associate with? Please tick one box only.

No religion Buddhist Christian Hindu Jewish

Muslim Sikh Any other religion Prefer not to say

Which sexual orientation do you most associate with? Please tick one box only.

Bisexual Gay Man Gay Woman/Lesbian Heterosexual/straight

Other Prefer not to say

Section D: National Identity

Which National Identity do you most identify with? Please tick one box only.

British English Northern Irish Scottish

Welsh Other (please specify if you wish)       Prefer not to say

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Section E: Ethnic Identity

Which Ethnic Background do you most identify with? Please tick one box only.

ASIAN OR ASIAN BRITISH:

Bangladeshi Indian Pakistani

Any Other Asian Background (please specify if you wish)      

BLACK OR BLACK BRITISH:

African Caribbean Any Other Black Background (please specify if you wish)      

CHINESE:

Any Chinese Background (please specify if you wish)      

MIXED ETHNIC BACKGROUND:

Mixed White and Asian Mixed White and Black African Mixed White and Black Caribbean

Any Other Mixed Background (please specify if you wish)      

WHITE:

Any White Background (please specify if you wish)      

OTHER ETHNIC BACKGROUND:

Any Other Ethnic Background (please specify if you wish)      

Prefer not to say

Thank you for completing these forms, please now email your final application and diversity form to vacancies@royalparks.gsi.gov.uk with the job title as the subject

JOB DESCRIPTION

Job Title: Administrative Officer – Richmond Park

Pay Range: £20,000 - £23,200

Location: Holly Lodge, Richmond Park, TW10 5HS

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Main purpose of the job:

To assist the Office Manager with administrative/office support for the Park Manager, Assistant Park Managers and other staff to ensure a high level of customer service is provided for all Park users.

To provide a front line reception service dealing with visitors, mail and telephone callers to The Royal Parks (TRP) Office.

To respond using all communications mediums to internal and external customers including stakeholders enquiries and to seek solutions.

To provide full administrative support including finance and licensing to the Park Management team.

To be an ambassador for The Royal Parks and key interface between internal, external and stakeholder partners.

To work independently when Managers are not present and manage situations as they occur using available resources.

Main duties/responsibilities:

Receive all visitors at reception acting as the focal point for the Park. Manage guest hospitality.

Operate telephone and answer phone, deal with enquiries or take messages as necessary. Keep reception and conference room well presented.

Issue permits and commercial licenses for parking, fishing, event and commercial dog walkers and fitness instructors in accordance with TRP guidelines and file electronically.

Manage finances through credit card payments, banking, purchase orders and invoices and use an accounting system in conjunction with TRP’s Finance team.

Liaise with organisers of events and seek Office Managers approval where necessary.

Produce paperwork and letters of permission; ensure payment is received in accordance with TRP event policy.

Liaise with Metropolitan Police officers based in Richmond Park. Prepare statistical information as required. Maintain electronic diary of meetings and booking rooms. Take, produce and distribute minutes of various meetings as required. Carry out full administrative tasks including photocopying, laminating, binding,

etc,. Take calls from members of the public regarding Park issues, lost property,

booking events, complaints and enquiries. Carry out good practice in accordance with policies including Health and Safety,

Equal Opportunities, Freedom of Information, sustainability audits. Provide administrative and operational support for events i.e. Richmond Park

Open Day / Junior Citizen. Cover for colleagues where possible during annual leave or sickness for

Richmond and Bushy Parks. Assist Office Manager with Financial Year end accruals accounting returns.

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Collate weight dockets from gamekeepers for venison collected with invoices to contractor. Ensure that invoices are promptly issued and paid on time.

Record, scan and distribute incoming mail as appropriate. Update Events Log and distribute to police and TRP staff (as applicable). Order stationery in sufficient quantities to maintain reasonable stock levels.

Liaise with office manager to ensure order falls within the stationery budget prior to placing orders and that TRP procurement guidelines are adhered to.

Produce and electronically file correspondence for the Park Manager and team.

Take responsibility to be accountable for following up customer concerns through the Park management.

Receive reports for building maintenance and refer to the maintenance contractor or Park Manager as appropriate.

Receive deliveries for all Richmond Park users ensuring that they are stored in the appropriate and safe location, and distributed appropriately.

First point of contact for Stakeholders, Park users, Contractors and The Holly Lodge Centre including volunteers to proactively resolve day to day issues.

Set up and maintain the Richmond Park stakeholders’ database. Maintain stock of leaflets, maps, etc., both at the park office. Train and support temporary and new staff. Any other duties relating to the post as directed from time to time by

the Office Manager and Park Manager.

Key functional relationships:List important internal relationships for example other technical, executive and administrative officers with whom you are required to work closely with.

Royal Parks colleagues:Administrative Officers Office Manager Park Manager and Assistant Park Manager Richmond ParkBushy Park Team Aboricultural OfficerFinance TeamEcology TeamEstates TeamFilming and Events TeamDevelopment and Learning Team

Contractors and concessions Buildings Management ContractorGround Maintenance ContractorCleaning Contractor The Tree CompanyMagenta SecurityColicci’s cafePembroke Lodge restaurant Sterling Bike HireGlendale Golf

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Key external relationshipsThe Metropolitan Police The Holly Lodge Centre (Education charity) Shire horse and stables concession Thames Landscape StrategyFriends of Richmond ParkThe Royal Ballet SchoolAll Park ResidentsRichmond, Kingston and Wandsworth CouncilRichmond Park Wildlife Group

Representation on TRP internal groups:

Not applicable

TRP representation on external fora:None

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Person Specification:(Please refer to the competency framework)

Competencies/Selection Criteria

STRATEGIC CLUSTER – SETTING DIRECTION Essential /

Seeing the Big PictureGather information from a range of relevant sources inside and outside their department to inform own work. E

Understand what is required of them in their new role and how this contributes to team and departmental targets. D

Consider how their own job links with and impacts on colleagues and others in partner organisations. E

Making Effective DecisionsMake and record effective decisions following appropriate decision making criteria, framework or guidance. D

Investigate and respond to gaps, errors and irregularities in information. EThink through the implications of own decision before confirming how to approach a problem/issue. E

PEOPLE CLUSTER – ENGAGING PEOPLE

Leading and CommunicatingAct in a fair and respectful way in dealing with others. EAsk open questions to appreciate others’ point of view. EWrite clearly in plain simple language and check work for spelling and grammar, learning from previous inaccuracies. E

Put forward their own views in a clear and constructive manner, choosing an appropriate communications method, e.g. email/telephone/face to face.

E

Collaborating and PartneringBe open to taking on different roles. EProactively contribute to the work of the whole team. ESeek help when needed in order to complete own work effectively. EListen to the views of others and show sensitivity towards others. E

PERFORMANCE CLUSTER – DELIVERING RESULTS

Delivering Value for MoneyMaintain recognised financial procedures and practises. EKeep track of spend and make sure work is approved and signed off as necessary.

EChallenge others appropriately where they see wastage. E

Managing a Quality ServiceTake ownership of issues, focus on providing the right solution and keep customers and delivery partners up to date with progress. EActively seek information from customers to understand their needs and expectations.

EAct to prevent problems, reporting issues where necessary. EDelivering at PaceWork with energy and pace to get the job done. DTake responsibility for the quality of own work and keep manager informed of how the work is progressing.

E

Work in an organised manner using own knowledge and expertise to deliver on time and to standard.

E

See the Civil Service competency framework for further information on civil service competencies.