Ref:593 - It Systems Administrator - Computer Department

3596/LP/MC

5 October 2017

To the Applicant named in the Address

Dear Applicant

Information for Applicants

Thank you for the interest you have shown in the vacancy of Deputy Head of Finance (Records/Benefits), Central Office (Ref: 609).

The Union of Shop, Distributive and Allied Workers is one of the UK's largest trade unions, with over 430,000 members working in retail, distribution, food processing and manufacturing, and other industries (sectors).

I hope you find the application package sufficiently informative in deciding whether you are the right person for this post.

The application closing date is noon on Thursday, 19 October 2017. Please return your completed Application and Equal Opportunities forms to the Executive and Administration Officer, Usdaw, 188 Wilmslow Road, Manchester, M14 6LJ, ensuring the appropriate postage is applied. The application form can also be emailed to [email protected]. If an acknowledgement of receipt of the application form is required, please telephone the HR Section on 0161 249 2457.

I would be grateful if you could type or complete your application in black ink to enable clear photocopies to be taken. Care in completing the application form will enable us to give your application the consideration it deserves. All applications will be treated in the strictest confidence. Please note that CVs will not be accepted.

Please note that it is not the Union's policy to give external candidates feedback after not being shortlisted for interview.

I look forward to receiving your application.

Yours sincerely

BRENDAN DUGGAN

Executive and Administration Officer DEPUTY HEAD OF FINANCE (RECORDS/BENEFITS)

CENTRAL OFFICE (REF: 609).

 Job Description.

 Person Specification.

 Principal Conditions of Service.

 Equal Opportunities Form.

 Application Form.

______DEPUTY HEAD OF FINANCE (RECORDS/BENEFITS)

Job Title: Deputy Head of Finance (Records)

Grade: Deputy Departmental Head

Responsible to: Central Treasurer

Job Purpose: To manage and direct the work of the Records and Benefits Sections of the Finance Department, including all aspects of Union membership and direct debit, ensuring all functions are administered effectively and efficiently.

Principal Accountabilities:

The duties outlined below are not an exhaustive list of duties but indicate the main duties of the Deputy Head of Finance (Records):

1. Manage and direct the work of the Records and Benefits Sections staff to deliver membership and benefits services to the members and staff of the Union and ensure all sectional duties are completed in a timely, accurate and efficient manner and membership details are accurate and as up to date as possible at all times.

2. Lead the strategic direction and development of the work of the Records and Benefits Sections.

3. Recruit, manage and develop the Records and Benefits Section staff including: conducting Personal Performance Development Reviews, Sickness Review meetings, Return to Work meetings, participate in the recruitment and selection and training of staff, including sitting as an interview panel member, conduct grievance and disciplinary hearings at the appropriate level, and operate and maintain the Union's HR system to record sickness absence and to authorise holidays for staff.

4. Ensure that telephone protocols are adhered to ensuring that telephone cover is in place throughout core office hours.

5. Oversee health and safety matters in the sections, including conducting risk assessments, to ensure compliance with relevant legislation. 6. Provide guidance and direction to all team members on matters relating to membership, contributions, benefits, direct debits, etc.

7. Produce ad hoc reports if requested by the Central Officials, on a range of issues such as staffing and trends in membership figures.

8. Advise the Union and the Central Officials on matters relating to membership and the operation of the Rule Book.

9. Oversee the implementation of changes to Union rules in respect of membership or benefits matters, for example membership contribution increases.

10. Respond to complaints from members in respect of membership or benefits matters, or delegate such complaints to the Senior Supervisor where appropriate, or refer to the Central Treasurer in some cases.

And in conjunction with the Senior Supervisor:

11. Process and produce the Records Section quarterly report as well as the weekly membership report and summaries and update the Key Performance Indicator Dashboard and intranet.

12. Liaise with the Computer Department with regard to the effective operation of the membership database and other information technology in use within the sections.

13. Develop and enhance the processes in place within the sections to deliver a more professional experience for members by continually reviewing sectional operations and systems, using new technology to introduce improvements.

14. Deliver PowerPoint and/or verbal presentations at sectional staff meetings in relation to sectional priorities, as part of the Finance Department management team.

Planning and Organising

1. The postholder must, at all times, act within the policies and procedures of the Union.

2. The work of the department is often highly reactive and the postholder must be able to respond to urgent requests whilst ensuring that deadlines are met.

3. The postholder works unsupervised and is accountable to the Central Treasurer and General Secretary and must adhere to strict confidentiality in respect of any dealings with them.

4. The postholder must be capable of balancing diverse types of work across a full range of Union activities, and be able to react flexibly to different situations.

5. The postholder must be able to co-ordinate and deliver work in response to both fixed deadlines and the urgent and changing needs of the Union. The ability to prioritise workload is therefore essential.

6. The postholder is required to work directly with people at all levels of the organisation and externally. 7. The postholder is required to be proactive and innovative in harnessing the energies and capacities of staff at all levels and developing and delivering the Strategic Plan.

8. Much of the work of the department is confidential and/or sensitive and the postholder must be capable of understanding and complying with the duty of confidentiality.

Additional Features

There are no set hours for this position. The postholder will be expected to be adaptable and flexible to meet the needs of the job, which will include working away from Central Office and overnight stays and some weekend working.

The postholder must possess a valid driving licence and reside within 50 miles of Central Office.

Essential External and Internal Work Relationships

Central Treasurer Senior Supervisor – Records and Benefits Sections Members of the Records and Benefits Sections All Divisional and Branch Office personnel All Central Office Departments or Sections, particularly Audit, Accounts, Legal, Research and Computers Heads of Department and National Officers External companies including software providers and the Unions bankers DEPUTY HEAD OF FINANCE (RECORDS/BENEFITS)

Note to Applicants

The post requires you to have, or be capable of acquiring, the competencies listed in the boxes below. These cover job-specific and contextual knowledge, behaviours and skills.

The Application for Employment form has a section headed 'Supporting Statement', where you should tell us how you meet those competencies. It is not sufficient simply to repeat the words in the person specification: we expect you to give short, clear real-life examples to demonstrate your ability to do this job. Some of your examples may cover a number of competencies, so you do not need to repeat the details each time.

Your examples should tell us what was required, what you did, what the outcome was, and what you learned from the situation.

You may find it helpful to use sub-headings to address a single point or to group together a number of related points.

We know some of the competencies may be specific to Usdaw. Applicants without this specific information should demonstrate their competence from other experiences or situations, and explain how that is transferable to this job.

Please do not use more than three additional sides of A4 paper in addition to the Supporting Statement page. Where more than three additional sides are submitted, the application may not receive any further consideration. If you are shortlisted for interview, you will be required to undertake further exercises for us to assess your competencies practically.

JOB-SPECIFIC KNOWLEDGE

 A detailed understanding of the Union's Rules relating to the admission or cessation of membership, political membership and entitlement to benefits.  An understanding of staff management, training and development.  Knowledge of Usdaw processes and procedures relating to: Usdaw membership. Usdaw benefits and services. Employer deduction schemes. Management information systems.  An understanding of equal opportunities and its relevance to the Union's work.  An understanding of data protection.  An understanding of the principles and practice surrounding Investors in People.

CONTEXTUAL KNOWLEDGE

 An understanding of the aims and objectives of Usdaw and the Trade Union Movement.  An understanding of the aims of the Usdaw Balanced Scorecard and the performance of the Union as a whole.

CORE BEHAVIOURS

 Actively listens to and respects the views and feelings of others.  Communicates clear expectations of performance and behaviour.  Is fair and even handed in the treatment of people.  Addresses breaches of performance and behaviour firmly and fairly.  Anticipates peaks and troughs in workload and allocates resources appropriately.  Applies managerial judgement and initiative appropriately and consistently.  Recognises and responds when people need help and support.  Maintains a sense of balance and perspective.  Demonstrate a willingness to respond to change and adapt to the changing needs of the Union.  Models appropriate standards of personal and professional conduct.

CORE SKILLS

 Proven ability to manage departmental and individual performance levels.  Proven ability to display leadership and direction under pressure.  Proven ability to manage and develop staff.  Ability to work under pressure and meet tight deadlines.  Ability to research and produce complex written materials, including reports.  Ability to exercise judgement and initiative.  Ability to deal with highly confidential material.  Proven ability to build effective working relationships and to motivate staff.  Ability to develop and improve systems of working and the Records and Benefits service.  Ability to quickly assimilate information, assess priorities and make decisions.  Excellent organisational and administrative skills.  Ability to respond flexibly to the demands of the job.  Good presentation skills.

 Good IT literacy, particularly Microsoft Office and Usdaw specific software/databases/ accounts packages etc.  Financial and budgetary awareness.  Proven ability to train, coach, brief and mentor people.

WORK RELATED CIRCUMSTANCES

 Adaptable with a strong desire for high standards, fairness, consistency, integrity and confidentiality.  An ability and willingness to travel to any part of the UK and work outside of normal office hours, including overnights, which may be at short notice. Usdaw offers generous conditions of service as detailed below: Salary and Hours This information is detailed on the advertisement. Maternity Entitlement All women members of staff are entitled to maternity leave on the following basis: a) Women with less than 26 weeks' continuous service at the beginning of the 11th week prior to the expected week of childbirth will be eligible to take 52 weeks' maternity leave and to receive all contractual rights except remuneration. They will qualify for maternity pay as follows: First 6 weeks 90% of normal pay or the equivalent of the basic rate of Statutory Maternity Pay/Maternity Allowance, whichever is the greatest. Next 33 weeks Basic rate for Statutory Maternity Pay/Maternity Allowance. Remaining weeks No Pay. b) Women with more than 26 weeks' continuous service at the beginning of the 11th week prior to the Expected Week of Childbirth will be eligible to take 52 weeks' maternity leave and to receive all contractual rights except remuneration. They will qualify for maternity pay as follows: First 26 weeks The normal salary inclusive of any Statutory Maternity Pay/Maternity Allowance. Next 13 weeks Basic rate for Statutory Maternity Pay/Maternity Allowance. Remaining weeks No Pay. Paternity Leave All staff, with the exception of women on maternity leave or staff on adoption leave, will be entitled to receive ten days' paid Paternity leave per confinement or adoption. Shared Parental Leave Mothers, fathers and partners of mothers, and adoptive parents who are notified of having been matched with a child, have the right to opt to take Shared Parental Leave (SPL) if they meet the eligibility criteria. Holidays The holiday entitlement is service related at the beginning of a holiday year. The Union's holiday year runs from 1 May to 30 April. Completed Years of Service Entitlement

1 year 24 days 2 years 26 days 3 years 28 days 4 years 30 days 5 years 32 days For those employees working less than five days a week holidays are calculated on a pro rata basis. Sick Pay Entitlements

 At least one year's service at the commencement of a period of sickness will receive full wages/salary during sickness, subject to deductions, for a period of up to 52 weeks.

 At least six months' service at the commencement of a period of sickness will receive during sickness full wages/salary, subject to deductions, for a period of up to 26 weeks.

 Less than six months' service but have completed their probationary period will receive during sickness full wages/salary, subject to deductions, for a period of up to 13 weeks. During their probationary period all employees will receive during sickness full wages/salary, subject to deductions, for a period of up to two working weeks. Sick pay entitlement will be calculated on a pro rata basis for those employees working less than 34 hours per week. Superannuation Scheme Usdaw operates a final salary pension scheme called the Usdaw Staff Superannuation Fund ('The Fund'). Entry into the Fund is automatic on commencement of employment subject to the employee meeting the following criteria:

 Aged between 18 and State Pension Age  Has annual earnings in excess of the prevailing Personal Allowance for Income Tax If not eligible for automatic enrolment, the employee is able to opt into Fund membership if they wish. Retirement Staff can make a written application to the Executive and Administration Officer to retire from the age of 55. Probationary Period All employees, upon commencing employment with Usdaw, are required to undertake a minimum probationary period of six months. Childcare Voucher Scheme Usdaw has a childcare voucher salary sacrifice scheme, whereby staff can sign an agreement to convert part of their salary into childcare vouchers which can be used as full or part payment for childcare provision. References All conditional offers of appointment are subject to the Union being satisfied with two references. Both referees must be able to comment on work performance, particularly in relation to the person specification, eg current or previous employer, tutor, etc. Applicants should note that members of the interviewing panel are disqualified from providing references for shortlisted candidates. Medical All conditional offers of appointment are subject to the Union being satisfied with a pre-employment medical questionnaire. This will be conducted by the Union's occupational health provider. Requirements of the Immigration, Asylum and Nationality Act 2006 All conditional offers of employment are subject to the production of a document or documents on a statutory list that confirms eligibility to work in the UK. Equal Opportunities Policy Usdaw operates an equal opportunities policy and a copy is included in the application pack. No Smoking Policy Usdaw operates a No Smoking policy. Investors in People Usdaw is committed to the principles of Investors in People by continuing to develop its workforce and has been awarded Investors in People accreditation. Jury Service The procedure to be followed if a member of staff is called for jury service is set out in the Staff Handbook. Social Media and Networking Policy The Social Media and Networking Policy is as set out in the Staff Handbook.

This section of the application form will be detached from your application and will be used solely for monitoring purposes and will not be seen by the appointing panel.

Usdaw is an equal opportunities employer. We are committed to treating all employees and job applicants with dignity and respect regardless of gender, sexual orientation, gender reassignment, race, religion or belief, marital status and civil partnership, disability, age or pregnancy and maternity. We therefore welcome applications from all sections of the community.

Gender M ☐ F ☐ Another Gender Prefer Not ☐ to Say ☐Identity

Age 16-24 ☐ 25-35 ☐ 36-45 ☐ 46-55 ☐ 56 plus ☐

Ethnic Origin

Asian or Asian British Black or Black British Chinese/Other Ethnic Group Indian ☐ Caribbean ☐ Chinese ☐ Pakistani ☐ African ☐ Other ☐ (please specify) Bangladeshi ☐ Other ☐ (please specify) Other ☐ (please specify)

Mixed White Other White & Black ☐ British ☐ (please specify) ☐ White & Black African ☐ Irish ☐ ☐ White & Asian ☐ Other (please specify) Other ☐ (please specify)

Disability

The Union will make reasonable adjustments in respect of applicants with a disability.

The Equality Act defines disability as 'A physical or mental impairment which has a substantial and long- term effect on the person's ability to carry out normal day-to- day activities'.

Do you consider yourself to have a disability? YES ☐ NO ☐ If yes, please state nature of disability:

How did you become aware of this vacancy?

MEN ☐ Local Press ☐ Internal Notice ☐ The Guardian ☐ Internet ☐ Journal ☐ Word of Mouth ☐ Other ☐ (please specify):

Ref:609 - Deputy Head of Finance October 2017 Are you employed by the Union? YES ☐ NO ☐ Are you carrying out work for the Union through an agency? YES ☐ NO ☐

Convictions

Do you have any unspent convictions? YES ☐ NO ☐

If yes, please give details below. Spent convictions do not have to be declared as the job is not one that is covered by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975. Please see https://www.gov.uk/government/publications/new-guidance-on-the-rehabilitation-of-offfenders-act-1974 for further details.

We will not discriminate against ex-offenders. If you have previous convictions this will not automatically prevent you from getting the job. We will consider how previous convictions could affect the job you are applying for. The information you provide will be kept confidential.

I confirm that to the best of my knowledge the information given on this form is true and correct. I understand that if I deliberately omit or give false/misleading information I will be immediately disqualified from the selection process, or be subject to disciplinary action, if already in employment. Signed:

EQUAL OPPORTUNITIES POLICY

The Union is committed to policies and actions to ensure that its staff are not discriminated against on the basis of gender, sexual orientation, gender reassignment, race, religion or belief, marital status and civil partnership, disability, age or pregnancy and maternity.

The Union embraces and is committed to implementing all anti-discrimination legislation and aims to ensure its compliance in all aspects of its work as an employer.

These principles will apply in respect of all terms and conditions of employment, including pay, hours of work, holiday entitlement, overtime and shift work, work allocation, guaranteed earnings, sick pay, pensions, recruitment, training, promotion and redundancy.

Policy Statement:

The Union is committed to:

 Developing policies to promote equality of opportunity in employment.

 Assisting in creating a productive, safe and discrimination-free work environment where all staff are treated fairly and with respect.

 Demonstrating and promoting a commitment to equality issues by preventing and challenging discrimination and valuing diversity.

 Developing stronger internal and external communications on all aspects of Union business but specifically equality issues and ensuring that staff views are listened to and responded to.

 Improving the motivation, performance, skills and morale of all staff.

All staff will be made fully aware of this policy and must adhere to its requirements. Any staff member who feels that they have grounds for complaint in relation to bullying, discrimination, harassment or victimisation has the right to pursue their complaint through the Union's Grievance Procedure or Harassment and Bullying Procedure.

All complaints relating to alleged breaches of the Union's Equal Opportunities Policy will be investigated. Any such complaints which are upheld may lead to appropriate disciplinary action being invoked against any member of staff of the Union.

The Union and relevant staff representative bodies agree that they will revise, from time to time, through their joint machinery, the operation of this Equal Opportunities Policy. APPLICATION FOR EMPLOYMENT

PERSONAL INFORMATION ID NO: (CONFIDENTIAL) (for office use only) Please complete this form in BLACK ink or type written. POST TITLE: DEPUTY HEAD OF FINANCE CLOSING DATE: JOB REF NO: 609 (RECORDS/BENEFITS) - CENTRAL OFFICE NOON ON (for office use only) 19 OCTOBER 2017 1. PERSONAL DETAILS

Surname: Forename(s):

Address: Home Tel:

Work Tel:

Mobile No:

Email Address:

Postcode: NI No:

2 Please give any dates when you are unavailable for interview: . The panel will not necessarily be able to accommodate applicants who are unavailable on given dates.

3. PRESENT OR MOST RECENT EMPLOYMENT

Name and Address of Employer: Job Title:

Notice Period: Salary: £ Date commenced: Postcode: Date left (where applicable): Nature of Business: Reason for Leaving (where applicable):

Brief description of main duties and responsibilities.

4. PREVIOUS EMPLOYMENT Please list all previous employment, work experience, voluntary work or any gaps in employment – starting with the most recent first. If necessary, please attach additional information regarding employment and education history on a separate sheet and return this with your application form. Name and Address Job Title and Brief Description of Duration Reason for of Employer Main Duties Years/Months Leaving

5. EDUCATION

Duration Schools, Colleges, etc. Qualifications Gained Years/Months

6. PROFESSIONAL/TECHNICAL QUALIFICATIONS

Duration Qualification Gained Where Obtained Years/Months

Membership of professional bodies other than above and how obtained.

7. TRAINING (Job related training courses attended)

Course Where Attended Date

8. SUPPORTING STATEMENT

Please give details of relevant experience, skills and knowledge, including examples, which you consider may be helpful in assessing your suitability for this post, with particular reference to each point on the person specification. Continue on a separate sheet if necessary, but please do not attach more than three additional sides of A4 paper.

9. TRADE UNION INVOLVEMENT

(Provide any details concerning membership, positions held and involvement in the Trade Union and Labour Movement.) 10 REFERENCES .

Please give the names and addresses of two referees. One must be your present or most recent employer. The other can be either another previous employer or any other person who is able to comment on your work performance, particularly in relation to the Person Specification, eg Tutor etc.

References will not be taken up until a conditional offer of employment is made.

Applicants should note that members of the interview panel are disqualified from providing references for shortlisted candidates.

1. Name: 2. Name: Job Title: Job Title: Organisation: Organisation: Your Relationship to Referee: Your Relationship to Referee: Address: Address:

Tel No: Tel No: Email: Email:

I confirm that to the best of my knowledge the information given on this form is true and correct. I understand that if I deliberately omit or give false/misleading information I will be immediately disqualified from the selection process, or be subject to disciplinary action, if already in employment.

I consent to Usdaw accessing and holding such data as may be required that is relevant to my application and employment, if appointed.

Data Protection Statement The information that you provide on this form and that obtained from the relevant sources will be used to process your application for employment. The personal information that you give us will also be used in a confidential manner to help us monitor our recruitment process.

The Union is committed to meeting its obligations to process data in accordance with the requirements of the Data Protection Act. If you succeed in your application and take up employment with us, the information will be used in the administration of your employment with us and to provide you with information about us and third parties.

By signing the application form we will be assuming that you agree to the processing of sensitive data (as described above), in accordance with our registration with the Data Protection Commissioner. Signed:______Date:______NOTE TO Please return your signed application form to the Executive and Administration Officer, APPLICANTS Usdaw, 188 Wilmslow Road, Manchester, M14 6LJ. Applications received after the closing date will not be considered.