PART-TIME ADMINISTRATIVE ASSISTANTSalary Range NJC 7-10 (£14,615 -15,238) pro-rataFixed-Term 20 hours per week until 31st July 2018

Local Government Pension

Keynsham Town Council is looking to appoint an enthusiastic, motivated and diligentpart-time Administrative Assistant to support the work of our vibrant and friendly Town Council

Office in the heart of Keynsham

The hours of work are Monday – Friday 08.30-12.30

This is a varied role and duties include but are not limited to: dealing with enquiries/taking payments from members of the public by phone, email or face to face in Reception; maintaining up-to-date

Council and Community information in whatever format (e.g. schedules, noticeboards, social media and website), Agenda and Minutes production and distribution and general filing and archiving

including electronic scanning.

You will have excellent communication and keyboard skills and the flexibility to deal with a variety of situations and tasks. You will need to be able to work under pressure and be able to prioritise your own workload. You will need to be able to work as part of a team but also have the ability to work

on your own initiative.

The successful candidate will be able to demonstrate excellent organisational and administrative skills with meticulous attention to detail as strict deadlines have to be met.

Closing date for the receipt of application is 23:59 on Sunday 4th December 2016 with interviews scheduled for Friday 16th December)

Application forms can be obtained from the Town Council website www.keynsham-tc.gov.uk or call 0117 986 8683

PLEASE NOTE CV's WILL NOT BE ACCEPTED

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KEYNSHAM TOWN COUNCILPART-TIME ADMINISTRATIVE ASSISTANT

CANDIDATE INFORMATION PACK

NOVEMBER 2016

Thank you for your interest in the role of Administrative Assistant. This pack contains all of the information that you will need to support you in making an application.

The closing date for applications is 23:59 on Sunday 4th December 2016. Interviews will be held on Friday 16th December 2016. Further details will be provided to shortlisted candidates.

Applications can be submitted by e-mail to townclerk@keynsham-tc.gov.uk or by post c/o the Town Clerk, 15 – 17 Temple Street, Keynsham, Bristol BS31 1HF

Please note CV’s will not be accepted.

If you would like any further information please contact our Town Clerk Dr Cheryl Scott at the Town Council office on 0117 986 8683

Kind regards

Councillor Kate SimmonsPersonnel Committee Chairman

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CONTENTS

Information about the role of the PART-TIME ADMINISTRATIVE ASSISTANT

Job description Person specification

Information about Keynsham Town CouncilFurther information about the Town, and the work of the Town Council can be found on our website http://www.keynsham-tc.gov.uk

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KEYNSHAM TOWN COUNCILPART-TIME ADMINISTRATIVE ASSISTANT

20HRS PER WEEKNJC 7-10 (£14,615 - £15,238)

Fixed Term until 31st July 2018JOB DESCRIPTION

PURPOSE OF JOB The Administrative Assistant will perform a wide range of administrative and office support activities together with the rest of the Office Team in order to facilitate the efficient operation of the Town Council under the direction of the Clerk and Deputy Clerk.

PRINCIPAL DUTIES AND RESPONSIBILITIES Reception duties including dealing with enquiries and issues arising from the public

by phone, email or face-to-face; taking and passing on messages; receiving visitors to the office and providing refreshments

Ensuring the office is clean, tidy and welcoming to visitors Report matters of concern raised by residents, and that are outside the control of the

Town Council to outside bodies including B&NES Council Handling sales of Events tickets via an electronic ticketing system Handling/registering post (in and out) including collection of post from B&NES

Council Management and maintenance of an effective filing and archiving service in support

of all office activities (paper and electronic) Maintaining up-to-date literature displays Ensuring noticeboards, website, social media, literature, spreadsheets and

schedules etc are kept up to date on a weekly basis with a wide variety of Council, Community and Arts information/communications

Production and distribution of Agendas, minutes, letters and reports– including typing minutes from audio recordings

Dealing with purchase of office supplies and booking of accommodation for various meetings

Assisting with marketing and supporting events Ad hoc administrative and project based duties

GENERAL This post is subject to the National Agreement on Pay and Conditions of Service as

agreed by the National Joint Council for Local Government Services This is a part-time position of 20 hours per week but additional evening and weekend

work may be required from time to time . The Council operates a Time Off In Lieu Policy for this position.

Holiday entitlement is 26 days plus bank holidays, rising to 31 days after 5 years local government service (pro-rata for part-time positions)

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The post holder is entitled to join the Local Government Pension Scheme; details available on request

The post holder will be expected to be responsible for his/her own personal health, safety and welfare in the workplace

The post holder is expected to promote good equal opportunities practices and to take positive steps to counter discrimination however and wherever it occurs.

This job description only contains the main accountabilities relating to this post and does not describe in detail all the duties required to carry them out.

Reports to the Deputy Town Clerk Note: The nature of Town Council business makes it necessary on occasion for the

post holder to attend certain functions/events outside normal office hours.

Note: This job description is a guide only and whilst it covers most aspects of the post, the post holder will be required to carry out other duties commensurate with the post.

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PERSON SPECIFICATION Post Title: Administration Assistant – Part-time Grade: NJC 7-10: £14,615 - £15,238 Pro-rata Hours : 20hrs per week

REQUIREMENT ESSENTIAL DESIRABLE:

EDUCATION /QUALIFICATIONS/TRAINING

.5 GCSE’s or equivalent including Maths and English

NVQ/SVQ in Business and Administration, Levels 1-4 orBTEC Level 3 Award & Certificate in Principles of Business & Administration

EXPERIENCEDemonstrable experience working in anadministrative/clerical role

Experience of working in a busy team to deadlines

Experience of dealing with the public by telephone, email and in person.

Experience of filing/archiving (both paper and electronic), and managing data repositories on a weekly basis

Experience of prioritising work loads

Previous experience of taking andreproducing minutes of formalmeetings

Experience in a customer-service environment

Experience of dealing with a wide range of people, both internal and external, including dealing with people in a sensitive and sympathetic manner

SKILLS & KNOWLEDGEGood standard of computer knowledge with MS Office IT competency (MS Word, Excel, Outlook) and familiarity with Internet and Social Media applications

Effective communication skills, both oral and written

Knowledge of principles and practices of good office management

A knowledge of and commitment to the development, understanding and implementation of Equal opportunities and Diversity and to consider these in service delivery

Awareness of Local Government

Knowledge of Keynsham

BEHAVIOURALCOMPETENCIES/ABILITIES

Able to receive, record and relayinformation and messages accurately

Able to carry out regular monitoring of services, systems and/or processes.

Able to pay attention to detail even when under pressure to complete to a deadline

Able to form and maintain good relationships with fellow staff, members of the public, suppliers and Councillors

Willingness to undertake training

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OTHER REQUIREMENTSFlexible approach to working hours andhave the ability to attend eveningmeetings/weekend events when required

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APPLICATION FOR EMPLOYMENTCompleted Application Forms must be returned by

23.59 on Sunday 4th December 2016 by email or post

By email: townclerk@keynsham-tc.gov.uk

By Post: Town Clerk, Keynsham Town Council, 15-17 Temple Street, Keynsham, Bristol BS31 1HF

CONFIDENTIALPlease complete in black ink or type

Application for the post of: P-T Administrative Assistant

1. PERSONAL DETAILS

YOU NI Number:Forename(s): Surname:Address:

Email: Postcode:Telephone (Day) May we contact you on this number during the

application process? YES/NOTelephone: (evening) Mobile:Do you need a work permit for permanent employment in the UK? YES/NO

If YES, do you have a permit YES/NO

Do you have a current valid driving licence? Yes NoDo you have access to a car? Yes NoIf you have a driving licence is it: PROVISIONAL FULL HGV

How did you learn of this vacancy?

Are you to your knowledge related to or know any member or officer of Keynsham Town Council? If so, please give details:

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2. EMPLOYMENT HISTORY

Please provide details of your work experience, including previous posts with your present employer, unpaid voluntary or casual work. If you have undertaken periods of other responsibilities raising family or caring please include these as well

Present (or most recent) EmploymentName & address of employer:

Position held: Is this your current job? Yes/NoStart date: Leaving date (if

applicable):Notice required: Basic salary/wage:

Other allowances: Reason for leaving:

Key responsibilities and/or achievements:

All Previous EmploymentName and Full Address of

EmployerStart date, leaving date, position held and main

responsibilities – giving salaryReason for Leaving

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Please give details relating to any gaps in your employment history

3. EDUCATION

Please provide brief details of your education, showing most recent firstName of Educational Establishment

(School, College, University etc.)Qualifications obtained with dates, subjects and grades

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4. TRAINING

Please provide details of all training and development undertaken relevant to this postTraining Course and Organiser / Development

ActivityDate and Outcome (Grade achieved where

relevant)

5. HOBBIES/INTERESTS

Please provide any additional information about hobbies/interests

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SUPPORTING STATEMENT

Please provide information to demonstrate how you fulfil the criteria (both Essential and Desirable) listed in the person specification for the job. (Max 2 sides of A4).

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Do you wish to apply for this job on the basis of flexible working? Yes / No

If yes please give details of your preferred work pattern or other request

References

Please give the name and address of two people who can provide an assessment of your suitability for this post. One of these should be your present/most recent employer. If you have not been in paid employment since leaving full-time education please give the name of your tutor or lecturer. Please indicate by marking clearly with as asterisk (*) if you do not want us to contact them prior to a conditional offer being made.

Name: Address:

Email address (if available):

Position held: Daytime contact telephone number:

Name: Address:

Email address (if available):

Position held: Daytime contact telephone number:

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Supplementary Information Flexible Working

Please give details, including dates and places, of pending prosecutions and any convictions, cautions and bind-overs that are not ‘spent’. The Rehabilitation of Offenders Act 1974 gives individuals the right not to disclose details of old offences which are seen as ‘spent’.

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Rehabilitation of Offenders Act 1974

Declaration

I declare that that the information in this form and the accompanying application form has been completed by me and all the information I have given is accurate and complete to the best of my knowledge. I accept that if I have given any information which I know is false or if I withhold any relevant information it may lead to my application being rejected or if I have been appointed to my dismissal.

I consent that under the Data Protection Act 1998 the information contained in this form and my monitoring form may be processed by Keynsham Town Council, who will ensure the information will be stored on a computer fairly and lawfully and will not be disclosed to any person/s for any other purposes.

I give my permission for Keynsham Town Council to process and retain information about me contained in this form in accordance with the Data Protection Act 1998.

Signed……………………….……………………Date: ………………………………..

Dated............................................................................................................................................(If you submit an application electronically, you will be asked to sign the form before interview)

APPLICATION FOR EMPLOYMENT- ADMIN ASSISTANT

MONITORING FORMCONFIDENTIAL

Please complete in black ink or typeTHIS FORM IS NOT PART OF THE SELECTION PROCESS

(The information you provide will be treated in the strictest of confidence and will not be seen by the selection panel)

Keynsham Town Council recognise and actively promote the benefits of a diverse workforce and are committed to treating all employees with dignity and respect regardless of age, disability, gender, marriage/civil partnership, pregnancy and maternity, gender reassignment, sexual orientation, race (including ethnic origin, colour, nationality and national origin), religion or belief. We therefore welcome applications from all sections of the community. The information you supply on this form will be separated from your application form prior to any selections decisions being made and will be treated as confidential at all times, and in accordance with the Data Protection Act 1998.

Gender: Male / Female Marital Status: Married / Single / Other

Date of Birth:

Do you consider yourself to have a disability Yes / No

If yes, please state nature of disability

The Equality Act defines disability as “a physical or mental impairment that has a 'substantial' and 'long-term' negative effect on your ability to do normal daily activities”.

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White British Mixed White and Black CaribbeanIrish White and Black AfricanAny other white background*

White and Asian

Any other mixed background*Black orBlack British

Caribbean Asian or Asian British

IndianAfrican PakistaniAny other Black background*

Bangladeshi

Chinese or Other Ethnic Group

Chinese Any other Asian background*Other Ethnic Group* * Please specify

If you wish, you may disclose information about yourself in this section about your:

Religion:

Sexual Orientation:

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Ethnic Group (Please tick one box)