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 25th September 2015

1. JOB POSITION

Position applied for: Grade I Finance & Administration Officer

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:

Are you currently a Civil Servant? Please select:

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Have you ever been a Civil Servant? Please select:

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. 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.

Seeing the Big Picture: Gather information from a range of relevant sources inside and outside their department to inform own work

     

Seeing the Big Picture: Understand what is required of them in their role and how this contributes to team and department

     

Making Effective Decisions: Think through the implications of own decisions before confirming how to approach a problem or issue

     

Collaborating & Partnering: Proactively seek information, resources and support from others outside own immediate team in order to help achieve results.

     

Delivering Value for Money: Handle numbers confidently; collate information ensuring accuracy of financial and performance data.

     

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

     

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.

     

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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:      

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 as a Civil Servant 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

Title: Please select:

Forename(s):      

Surname:      

Date Of Birth:      

Male Female

Gender Identity (optional): If you identify as transsexual or transgender (in that you have effected a permanent change of gender identity) or as inter-sex, which group do you identify with?      

How did you learn of this vacancy? Please select:

If ‘Other internet site’, ‘Recruitment Agency’ or ‘Other’, please specify here:      

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:      

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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 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 Prefer not to say

Section D: National Identity

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

British or Mixed English Northern Irish Scottish Welsh

Other (please specify if you wish)      

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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)      

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 Person Specification: (See the Civil Service competency framework for further information)

Job Title: Finance and Administration Officer

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Grade & Salary: Grade I (Admin) £19,600 - £22,731

Section: Rangers Lodge, Hyde Park & Kensington

Gardens

Location: Based in Rangers Lodge with time spent as required in Kensington Garden

Responsible to: Office Manager

Responsible for: No responsibility for staff

Important functional relationships:

All staff based in Rangers Lodge, Kensington Gardens, Office Managers, Park Managers, other staff within The Royal Parks.

Important External Relationships:

Contractors, concessionaires and suppliers, National and local organisations and authorities e.g. Government Departments, Westminster City Council, Greater London Authority, the Military, Friends Groups, Park users, members of interest groups and other voluntary organisations involved with the park including event organisers, local charities and commercial clients.

Main Purpose of the Job:

To assist the Office Manager in the delivery and development of the parks’ administration and financial services. To assist in the administration of both Park offices, as well as liaising with a wide range of organisations and customers. To assist in monitoring the park budgets and work as part of a team to ensure that a high standard of customer service is provided for Park staff and users. To undertake specific administrative and financial functions under guidance of the Office Manager.

Main responsibilities:

Hyde Park, Kensington Gardens and Brompton Cemetery:

Support the Office Manager in the running of the administration and financial aspects of the Parks as delegated.

Assist and carry out financial duties in line with The Royal Parks best practice and procedures.

Raise Sales Invoices and Purchase Orders for Hyde, Kensington and Brompton and take responsibility for their filing and tracking, whilst demonstrating continual accountability.

Managing and tracking Sales Invoices and Purchase Orders through the Ebis financial system.

Assist in managing the filing and archive systems of the Sales Invoices and Purchase Orders.

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Assist the Office Manager with the management of park contracts and concessions. Duties may include collecting revenue from concessions and chasing late payments.

Follow procedures for stock control: stock take, prepare necessary forms and assist in updating stock sales reports.

Assist as required to monitor utility consumption in liaison with Works Officers and seek reduced consumption in line with Royal Parks targets.

Process Sales Invoices and Utility Bills for payment and deal with queries regarding Sales Invoices, Utility Bills and Council Tax.

Process and collate concession licences, invoicing, paperwork and revenue e.g. Bluebird Boats Concession.

Be main contact for smaller park Concessions, helping with queries and enquiries, arranging and taking minutes for Quarterly meetings.

To be responsible for the weekly banking reconciliation and registering itemised bills, e.g. Orange Mobile Phone bills.

Provide administration support to Hyde Park and Kensington Garden’s Management team.

Complete admin tasks with efficiencies and effectiveness, whilst being accountable for tracking assigned admin tasks.

Provide the required administrative support to the Office Manager in regards to the events programme for the Parks.

Providing administrative support to the Office Manager, drafting letters as necessary and tracking responses to complaints.

Assist visiting students with educational research into the park. Assist in general visitor management during events.

Attend and minute relevant meetings as directed by the Office Manager. To also provide written notes of the minutes to attendees within one week of the meeting.

Responsible for temporary vehicle permits and the issue of such permits, as well as a working template of the permits that TRP staff can access.

Responsible for the ordering of stationery through Banner. Maintain stationery levels as required by the staff of Rangers Lodge and adjust order where appropriate.

Responsible for paper functions within the office – managing the photocopier and its service requirements as well as recycling responsibilities.

To be aware of his/her responsibilities described in the H&S Manual and in particular:a. implement the Policy in their area of responsibility; andb. Ensure that health & safety issues receive the same priority as other

management tasks. Other relevant duties that may be agreed with the Office Manager from time to

time

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Competencies/Selection Criteria Essential / DesirableSeeing the Big Picture

Gather 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 role and how this contributes to team and department E

Changing and ImprovingReview work practices and come up with ideas to improve the way things are done D

Cooperate with and be open to the possibilities of change and consider ways to implement and adapt to change in own work role D

Making Effective DecisionsThink through the implications of own decisions before confirming how to approach a problem or issue E

Investigate and respond to gaps, errors and irregularities in information E

PEOPLE CLUSTER – ENGAGING PEOPLE

Leading and CommunicatingWrite clearly in plain simple language and check work for spelling and grammar, learning from previous inaccuracies. E

Act in a fair and respectful way in dealing with others E

Collaborating and Partnering

Proactively contribute to the work of the whole team EProactively seek information, resources and support from others outside own immediate team in order to help achieve results. E

Building Capability for All

Identify your own skills, knowledge and behaviour gaps to inform own development plan and discuss these with the line manager. D

PERFORMANCE CLUSTER – DELIVERING RESULTS

Achieving Commercial OutcomesBe aware of and comply with Department procurement processes and know when to access commercial expertise D

Learn about customers and supplier needs DDelivering Value for MoneyMaintain recognised financial procedures and practices EHandle numbers confidently; collate information ensuring accuracy of financial and performance data. E

Managing a Quality Service

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Encourage customers to access relevant information or support that will help them understand and use services more effectively. D

Act to prevent problems, reporting issues where necessary EDelivering at PaceWork in an organised manner using own knowledge and expertise to deliver on time and to standard. E

Work with energy and pace to get the job done E

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