Dear Applicant s10

Dear Applicant,

Thank you for your interest in this position with The Royal Parks. Please find attached an Application Pack. The pack contains an Overview of The Royal Parks, full job description and person specification, an Application Form and an ‘Employment Monitoring Diversity Questionnaire’. If you have any difficulty in opening or printing the forms please contact Human Resources at the below email address with re-confirmation of your postal address.

All being well, please complete and print the application and employment monitoring forms and return in hard copy to:

Human Resources The Royal Parks Old Police House Hyde Park London W2 2UH

Or email your completed application to [email protected] with postal copy to follow (if close to closing date) to reach us by the closing date given in the application pack.

The closing date for this application is Monday, 22nd June 2015.

Key note for all applicants:

Section 5 of the application form, is where you are encouraged to display the reasons for your application, by demonstrating that your skills, qualities and experience are suitable for the role. This section of the form is critical to applicant’s success in the recruitment process so please read carefully and ensure your answers relate to the headings of the key competencies HIGHLIGHTED IN RED within the person specification.

Submission

When submitting this application form, please only return pages 9 to 20 inclusive. Please do not send any of the pages numbered 1 to 8 as these pages are for your information only.

We will shortlist as soon as possible following the closing date and, regardless of the outcome, write to let you know the status of your application.

1 We wish you every success.

APPLICATION PACK

For the post of:

Grade II (Exec) - Project Support Officer

The Old Police House,

Hyde Park

2 CONTENTS Page

Overview of the Parks 3

Job Description 6

Person Specification 8

Application Form 9

Diversity Form 19

OVERVIEW

The Royal Parks are:

St. James’s Park

The Green Park

Hyde Park

Kensington Gardens

Richmond Park

Greenwich Park

The Regent’s Park

3 Bushy Park http://www.royalparks.org.uk

We also tend a number of other spaces in London, including Brompton Cemetery, the gardens of 10, 11 and 12 Downing Street, and Grosvenor Square Gardens.

Keeping 5,000 acres of urban parkland stocked with trees and other plants is no small task. We have our own nursery to meet the demand, and a dedicated team of plantsmen and Parks staff keep the Parks looking great all year round.

Part of our remit is to conserve the Parks for future generations. We have a "Green Housekeeping Committee", which looks at how we can reduce the impact we have on the local and wider environment. We also have an Ecology team, who advise on habitat management, sustainability, and biodiversity.

The Royal Parks is an executive agency of the Department for Culture, Media and Sport (DCMS).

Our Vision and Purpose:

"To manage the Royal Parks effectively and efficiently; balancing the responsibility to conserve and enhance these unique environments with creative policies to encourage access and to increase opportunities for enjoyment, education, entertainment and healthy recreation."

Our Corporate Objectives for 2013/14

 To conserve and enhance sustainably, for the enjoyment of this and future generations, our world class natural and built historic environment and our biodiversity  To engage with our visitors, stakeholders and partner organisations and understand their views

4  To manage the parks efficiently and secure investment in the parks' assets and services through an appropriate combination of government funding, commercial income and philanthropy  To be a centre of professional excellence where people want to work

Ministerial Relationship

The Royal Parks is an Executive Agency of the Department for Culture, Media and Sport. The Parks are owned by the Monarch in right of the Crown. The Secretary of State has overall responsibility for the management of the parks. The Chief Executive of The Royal Parks (Linda Lennon) is responsible for operational decisions.

Structure

The Royal Parks currently employs approximately 120 staff, with half based in HQ and the rest in the individual parks. Our headquarters is in the Old Police House, Hyde Park. There is a park office and police station in each park.

Much of the work carried out within the Royal Parks such as grounds, works and tree maintenance is contracted out. Many of the services provided for the public in the Parks - catering, boating, deck chairs and some sports (golf, tennis, bowling, swimming in the Serpentine) - are carried out by licence concessionaires.

Responsibility for policing the parks rests with the Metropolitan Police Service.

The Royal Parks Foundation

Registered as a charity in May 2003, the Foundation has the charitable objectives of raising funds to:  Broaden public access to the Parks;  Educate, informing and engaging people from all walks of life;  Conserve and improving the natural and built environment;  Protect wildlife, increasing biodiversity and promoting sustainability.

5 Job Title: Project Support Officer

Location: Old Police House, Hyde Park, with travel to all Royal Parks

Grade and Salary: Grade II £24,840 to 30,271

Relationships:

Responsible to the Project Sponsor

Important Functional Relationships:

Director of Programmes Projects and IS, Project management in Project Team.

Main Purpose of the Job: 6 To provide administrative support to both the Director of Programmes, Projects & Information Services, Project Sponsors and to selected programmes and projects

This support includes the processing of project expenditure and other eBis requirements, filing project documentation and arranging/attending Directorate team meetings.

It also includes providing secretariat duties for several groups/boards and collating information in the form of a register of all project activity within TRP.

Main Duties/Responsibilities:

1 – Project Support & assistance to the Director –  providing ongoing support to the Programmes & Projects Directorate, the Director and others (where requested by the Director).  Project expenditure - supporting project managers, enabling them to process invoices within ten days of receipt by raising purchase orders and receipt notes in accounting software eBis. Maintaining the project ledgers with electronic records of income, expenditure and commitments. Providing Finance with a consolidated monthly return of current commitments and consultancy returns within the set Finance timetable.  Director’s and Project Sponsor monthly GPC card reconciliation – a monthly exercise that reconciles all items purchased on the card over the last month with the statement. Provide Finance with an electronic version within 10 working days following receipt of the statement and followed up with signed hard copies - plus all relevant receipts.  Day to day management of project documentation, filing in the TRIM records management system and other documentation as requested by the Director of Programmes, Projects & IS.  Directorate team meetings - to schedule and organise to take place as soon as possible after the monthly ExCom meetings enabling the Director to feedback and keep the team informed of developments within TRP.

2 - Secretariat Duties  providing secretariat support to several Groups and Boards as requested by the Director including:  Project Approval Group – arranging monthly meetings, circulating papers one week before, taking minutes and producing them within one week following the meeting. Also, providing ExCom with a quarterly update of PAG activity before the paper submission date. Also arrange quarterly meetings with 2 non-Executive members of the TRP board. These papers need to go out 2 weeks ahead of meetings for strategic papers.  Lodges Board - attending the meeting and producing draft minutes for the Lodges Project Manager within one week afterwards.  Lottery funded project board meetings - attending the meeting and producing draft minutes for the Senior Responsible Officer, Project Sponsor and Project Manager within one week afterwards.  Selected other project and programme boards will also require this support.

3 – Project Register, Project Priority list & Control Logs  Project Register - following discussion with project managers produce a comprehensive quarterly report in Microsoft Project format for the designated quarterly ExCom meeting 7 - listing general basic criteria for all projects being undertaken in TRP. Issued by the ExCom paper submission date.  Project Priority List – Assist the Project Sponsor in the compilation and analysis of the Priority Project list. Maintain list on regular basis. Produce regular summary reports for the Project Approval Group and ExCom, issuing papers one week in advance of meetings  Control Logs - Assist project managers with the production and updating of Risk Registers for the Lodges programme for discussion at the regular Project Board meetings.  Also, following on from Directorate Team meetings to maintain and update the Programmes and Projects Business Unit Risk register.

Key Competencies Seeing the Big Picture; Collaborating & Partnering; Delivering Value for Money; Managing a Quality Service; Delivering at Pace

Key functional relationships: Line manager – Project Sponsor Also Director of Programmes, Projects & IS, Senior Responsible Officers, Project Sponsors, Project Managers & Finance Staff

Representation on TRP internal groups: None

Key external relationships: Project Support Services Contractor – Liaison Officer

TRP representation on external fora: None

8 Person Specification: SETTING DIRECTION: 1. Seeing the Big Picture Develop an understanding of how the project prioritisation process and the project E register benefit the organisation so that you can provide better information to senior management and assistance to staff. Expand your knowledge of project and portfolio management to better support your D role. 2. Changing and Improving Work with colleagues to improve their understanding of the type of information E required for the Project Register and Project Prioritisation processes so that they can provide the required information in a timely and accurate fashion. Project management experience – Prince 2 Foundation and a working knowledge D of Microsoft Project Consider and suggest ideas for improvements, sharing this feedback with others in D a constructive manner 3. Making Effective Decisions Monitor the completeness and accuracy of critical data that will be used to support D decision making ENGAGING PEOPLE: 4. Leading and Communicating Confidently and clearly communicate with colleagues and partners, being clear D about what data are required from them, when it is required and why it is necessary. 5. Collaborating and Partnering Adapt your ways of working to fit in with the needs of different project teams to help D them get their job done. Acting as secretary for several regularly meeting groups there is a need to have a D clear understanding of what is required for each meeting and then deliver it effectively. 6. Building Capability for All Take responsibility for the quality of your work and seek opportunities to improve D effectiveness. DELIVERING RESULTS: 7. Achieving Commercial Outcomes Undertake timely and accurate processing of purchase orders, payments and E commitments reporting to support accurate financial control by the organisation 8. Delivering Value for Money Understand that all actions have a cost and develop effective ways of undertaking D tasks efficiently 9. Managing a Quality Service Ensure that the levels of service you provide are well explained and maintained. E Flag up issues and risks early to avoid disappointments. Solid working knowledge of Microsoft Word and Excel E Keep project teams well served by agreeing what is required, when by, and then D deliver that. 10. Delivering at Pace 9 Be interested and positive about what project teams are trying to achieve D

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.

1. JOB POSITION

Position applied for:

Reference Number

Available to take up employment (date): 

2. PERSONAL DETAILS

Title:

Surname:

Forenames

Address:

Postcode:

Telephone (Daytime Contact Number/s):

10 Email Address:

Nationality at Birth

Present Nationality

Have you ever possessed any other nationality or citizenship? YES NO

If ‘’Yes’’, Please specify

Are there any restrictions on your continued residence or employment in the United Kingdom? YES NO

If ‘’Yes’’, please specify

Have you a full current driving licence? YES NO

Are you currently a Civil Servant? YES NO

Have you ever been a Civil Servant YES NO

11 3. EDUCATION

A) Secondary Education Dates School name/address From To Examinations (subject/result, etc.)

12 B) Further Education and Training

Dates Type Qualifications or University/college name From To of Subjects class of degree Cours e

13 C) Occupational Qualifications/Institute Membership/Membership of Professional Organisations College/Institute Dates or other name From To Qualification/level

14 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 Notice or salary when last employed Required

From/To Name and address of Reason for Dates employer and type of Job title and main duties leaving business

Continue on a separate sheet if necessary 15 5. REASON FOR APPLICATION – Skills, Qualities and Experience

In this part we want you to highlight your skills, qualities and experience. The key competencies relevant to the post you are applying for are HIGHLIGHTED IN RED and listed in the Person Specification above.

The headings of those key competencies are listed below for you to 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:

CHANGING AND IMPROVING:

ACHIEVING COMMERCIAL OUTCOMES:

16 MANAGING A QUALITY SERVICE 1:

MANAGING A QUALITY SERVICE 2:

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

17 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.

18 9. REFEREES Please give us the contact details of your all your employers over the past 3 years.

Name: Name:

Address: Address:

Postcode: Postcode:

Occupation: Occupation:

Email: Email:

Telephone No: Telephone No:

Your present employer and these referees will not be contacted without your prior consent.

10. DECLARATION 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.

Signature ______Date:

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 sign. .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:

Signed: Grade: Date:

Name (in block capitals)

Line Manager/Countersigning Officer for years months

12. DIVERSITY FORM

A Section A: Your Details

Surname: Forenames: Title:

Date Of Birth: Gender: M Female F

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?

Where did you see/hear about this vacancy?

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:

21 Section C: Religion or Belief and Sexual Orientation

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

No religion Bahai Buddhist Christian Jain Jewish

Muslim Sikh Hindu Other 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 British English Irish Scottish Welsh

Or any other (specify if you wish)

22 Section E: Ethnic Identity

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

ASIAN Bangladeshi Indian Pakistani Other Asian Background (specify if you wish)

BLACK African Caribbean Any other Black background (specify if you wish)

CHINE SE Any Chinese background specify if you wish)

MIXED ETHNIC BACKGROUND Asian & White Black African & White Black Caribbean & White Any other mixed ethnic background (specify if you wish)

WHITE: Any White background (specify if you wish)

ANY OTHER ETHNIC BACKGROUND (specify if you wish)