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 Friday, 11 th August 2017 .

1. JOB POSITION

Position applied for: Works Project Support OfficerVacancy reference: WPSO17

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.

Making Effective Decisions: Speak with the relevant people in order to obtain the most accurate information and get advice when unsure of how to proceed.     

Making Effective Decisions: Monitor the storage of critical data and customer information to support Decision making and conduct regular reviews to ensure it is stored accurately.     

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

Delivering Value for Money: Manage information and financial data so that it is accurate, easily located and reusable.      

Delivering at Pace: Take ownership of problems in their own area of responsibility.     

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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       Telephone No:      

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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 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: Works Project Support OfficerLocation: The Blacksmith, Lower Store Yard, Hyde ParkPay Range: £25,500 - £32,250

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Relationships:

Responsible to the Works Manager, there is no responsibility for line management of staff.

Important Functional Relationships:

You will be expected to work closely as part of a team member within the Works Department. There will be significant interaction with other internal departments such as Estates, Finance and all of the Park Management teams, Major Projects and Landscape Development. You will also be expected to work closely with the Facilities Management Contractor, term consultants and other contractors.

Important External Relationships:

There will be requirements to communicate and interact with Local Authorities, Government Departments and Agencies, Statutory Undertakers, consultants, contractors and members of the Public.

Main Purpose of the Job:

Working within a small and flexible team managing the many and varied aspects of the built environment of The Royal Parks which encompasses maintenance of all buildings, structures and infrastructure assets. The team is responsible for one of the largest budgets within the Royal Parks at an annual spend of £7M. The role is one of project support and requires an understanding and familiarity of project management, construction, engineering and commercial terminology however, this is not essential as training and support will be provided if required.

The role will involve the provision of support to the Works Team in the day to day management of the Facilities Management (FM) contract which deals with the delivery of a mixture of Hard Services facilities management and minor new works. The budget for this works is in the region of £3M. Work will involve preparation of finance reports, attendance at monthly contract meetings, quality and performance management via the contract KPI’s.

The role will involve project support for the delivery of projects. The Works team undertake on average £4M per annum of maintenance or conservation based projects. The role would involve the coordination, control and expediting of project documentation such as drawings, specifications, contracts, risk assessments and registers and programmes plans from our consultant and contractors.

This project support role would suit somebody looking to develop a career in the disciplines of surveying, project management or facilities management, to learn in a dynamic environment while being afforded the opportunity of gaining a professional qualification as we would be supportive of further education.

The role would require that you would become familiar with all of the Estate and our assets and be able to respond in a positive and proactive manner to both written and oral enquiries from internal and external sources in accordance with company policies. The role will require a degree of problem solving and decision making. The role also

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requires a degree of travel across our estate to check our assets or visit construction sites.

Main Duties/Responsibilities:

Finance

To be responsible for the management of finance issues relating to Works matters i.e. raising purchase orders, payment of invoices, producing the monthly commitments & GPC returns and monitoring of purchase orders on the goods receipt return. To input on a monthly basis the FM Contractors invoices in EBIS and ensure the timely payment of the invoices.

The role would require that you work under you own initiative to trouble shoot and expedite the processing and payment and invoices.

You would be expected to work in conjunction with consultants and contractors to monitor and update monthly budget sheets to work in conjunction with consultants and contractors and to monitor actual spend against forecast spend. Responsible for creation and publication of financial reports as and when required using Ebis and Excel.

The role would require a methodical and accurate approach to financial control.

Data Management To be responsible for the Works Asset Data base, to regularly review the data

held, to check that all data is relevant and correct. It would also require you to maintain an audit control function for changes to the Works database.

To regularly review the data held on the CREW Database, which is the Works project prioritisation list. To check that all data is relevant and correct. To maintain an audit control function for changes on the CREW database.

Document Control Take the lead on the reorganisation and restructuring of the Works filing

system. Support the Works team as TRIM Super User and take responsibility for

management of the Works documents on the Shared Drive and migration to TRIM on completion of the project.

Take responsibility for the quality control, management and document control of Operation and Maintenance Files, Health and Safety Files and As Built Drawings. This will involve coordinating and undertaking internal reviews.

A methodical approach to document control is required and you would be expected to develop and nurture a good working relationship with internal departments and external consultants and contractors.

Project Management Support the preparation of tender documentation for the Facilities

Management Contract Renewal and other maintenance projects. The role will involve a degree of mobility as you would be expected carry out

visits/inspections across the Estate as and when required. Act as Secretary for Works Meetings such as Quarterly Works Governance

Board and Monthly Project Review Meetings, arranging the diaries and venues, taking minutes and circulating, expediting progress reports on action log.

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Act as Office Manager for the Blacksmiths to ensure all necessary resources are in place to deal with all aspects of office life.

To be aware of his/her responsibilities as described in the H&S Manual and summarised in the H&S handbook.

Person Specification:(Please refer to the competency framework)

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Competencies/Selection Criteria Essential /

Desirable

STRATEGIC CLUSTER – SETTING DIRECTIONSeeing the Big PictureTake an active interest in expanding their knowledge of areas related to own role.

EKeep up to date with a broad set of issues relating to the work of the Estates Department. DChanging and ImprovingUnderstand and apply technology to achieve efficient and effective business and personal result. EMaking Effective DecisionsDemonstrate accountability and make unbiased decisions. DSpeak with the relevant people in order to obtain the most accurate information and get advice when unsure of how to proceed. EMonitor the storage of critical data and customer information to support Decision making and conduct regular reviews to ensure it is stored accurately.

E

PEOPLE CLUSTER – ENGAGING PEOPLELeading and CommunicatingDisplay enthusiasm around goals and activities – adopting a positive approach when interacting with others. DExpress ideas effectively, both orally and in writing, and with sensitivity and respect for others. DCollaborating and PartneringDemonstrate interest in others and develop a range of contacts outside own team to help get the job done. EProactively seek information, resources and support from others outside own immediate team in order to help achieve results. EBuilding Capability for AllTake responsibility for the quality of own work and seeking opportunity for improvement through continuous learning. D

PERFORMANCE CLUSTER – DELIVERING RESULTSAchieving Commercial OutcomesUnderstand and be able to explain departmental approaches to assigning contractual and financial delegations. DRecognise when deliverables and/or services derived from a commercial arrangement are not being delivered to the required level of quality or standard and take appropriate action.

E

Delivering Value for MoneyManage information and financial data so that it is accurate, easily located and reusable.

EEnsure that recognised control procedures and practises are

maintained.D

Monitor resources against plans and budgets identify and flag up variations.

EManaging a Quality ServiceWork with team to set priorities, create clear plans and manage all work to meet the needs of the customer and the business. E

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Promote adherence to relevant policies, procedures regulations and legislation including equality, diversity and Health and Safety. DDelivering at PaceBe interested and positive about what they and the team are trying to achieve.

DTake ownership of problems in their own area of responsibility. E

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

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