October 2013

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 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 ResourcesThe Royal ParksOld Police HouseHyde ParkLondonW2 2UH

Or email your completed application to ddeane@royalparks.gsi.gov.uk , 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 Wednesday 23 rd October 2013 .

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.

We wish you every success.

APPLICATION PACKFor the post of:

Grade I

Sports Administrator/Duty Officer

The Regent’s Park Hub

OVERVIEW OF THE ROYAL PARKS

The Royal Parks are:

St. James’s Park

The Green Park

Hyde Park

Kensington Gardens

Richmond Park

Greenwich Park

The Regent’s Park

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 Officer, who advises on habitat management, sustainability, and biodiversity.

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

Our Purpose & Objectives

"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

Conserve and enhance the natural and build environment, historic landscape and bio-diversity of the parks for the benefit of current visitors and future generations;

Deliver a broad array of activities and amenities for our diverse audiences;

Improve organisational effectiveness and deliver better value for money.

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 Agency (Linda Lennon) is responsible for operational decisions.

Structure

The Royal Parks currently employs approximately 120 staff, approximately half 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.

APPLICATION FORMCONFIDENTIAL 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.

Candidates have the right to complain if they feel they have been unfairly treated in the recruitment process. In this instance candidates should address their complaint in writing, including any evidence supporting their case, to: Head of HR, The Old Police House, Hyde Park, London. W2 2UH. We will aim to respond to any complaints in writing within 10 working days.

If candidates are not satisfied with the response from The Royal Park they should refer their complaint to The Civil Service Commission. More information on this is available at:http://www.civilservicecommission.org.uk/Recruitment/Complaints_Recruitment_Principles/

Position applied for: Reference Number Available to take up employment (date):

1. PERSONAL DETAILSTitle:

Surname:

Forenames

Address:

Postcode:

Telephone (Daytime Contact Number/s):

Email Address:

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 (if Yes, please give details below)

2. EDUCATION A) Secondary Education

School name/addressDates

Examinations (subject/result, etc.)From To

B) Further Education and Training

University/college nameDates Type

of Cours

e

SubjectsQualifications or class of degreeFrom To

C) Occupational Qualifications/Institute Membership/Membership of Professional Organisations

College/Institute or other name

DatesQualification/levelFrom To

3. 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/ToDates

Name and address of employer and type of

businessJob title and main duties

Reason for leaving

Continue on a separate sheet if necessary

GENERAL

4. 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 each essential competency below please give specific examples in no more than 200 words about a time either at work, volunteering or in your personal life that demonstrate how you meet the essential criteria required to do the job. The relevant competencies you need to address in the section are highlighted RED in the person specification:

SEEING THE BIG PICTURE:

LEADING AND COMMUNICATING:

MANAGING A QUALITY SERVICE:

DELIVERING AT PACE:

5. PERSONAL STATEMENT

This is your opportunity to tell us why you think we should select you and why you want the job. You must also demonstrate in no more than 500 words how your

background meets the criteria. You may also wish to include experiences and/or personal interests which are relevant and meet the requirements of the post.

6. ATTENDANCE RECORDIf you wish to comment on any extended absences from the office, please do so here.

7. PART TIMEIf 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.

8. 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.

9. DECLARATION I confirm that the information given on this form is, to the best of my knowledge and belief, true and accurate. Should any information provided be found to be false then it may constitute an offence under the Fraud Act 2006 and the appropriate legal action may be taken. Please note that that information you provide may be shared with other public bodies should you apply for another post with them.

Signature __________________________________ Date:

10. 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. Please also attach your last 2 years appraisal reports.

External candidates should proceed directly to section 12. 1) I consider this applicant to be:

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:

Please comment on your promotion assessment:

Highly suitable Suitable Unsuitable I am unable to judge

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

Signed: Grade: Date:

Name (in block capitals)

Line Manager/Countersigning Officer for years months

11. DIVERSITY FORM

A Section A: Your Details

Surname: Forenames: Title:

Date Of Birth: Gender: Male FemaleGender 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:

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 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 and Ethnic 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)

Which Ethnic Background do you most identify with? Please tick one box only.ASIANBangladeshi Indian Pakistani Other Asian Background (specify if you wish)

BLACKAfrican Caribbean Any other Black background (specify if you wish)

CHINESEAny Chinese background specify if you wish)

MIXED ETHNIC BACKGROUNDAsian & 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)

Job title: Sports Administrator/Duty Officer

Location: Regent’s Park, The Hub Sports Facility

Grade & Salary:Grade I £19,060 - £22,110

Hours:

41 hours per week including lunch. Hours of work will vary but will normally be on a shift basis between the hours of 8.30am and 9pm Mon – Sunday and will include regular weekend working, approx 2 weekends per 4wk period. Work will also include bank holidays and privilege days. Time off in lieu will be preferred for this, however overtime may be agreed with Director approval.

Responsible to: Active Sports Manager

The Regent’s Park Multi – Sports Hub (‘The Hub’) is a high quality, energy efficient and fully accessible landmark building set within 20 hectares of newly restored Grade 1 listed park land laid out as multi-sport grass sports pitches. The Hub, pitches and Sports Development & Physical Activity Programme provide a range of activities and services aimed at increasing participation in sport and physical activity across all social groups leading to health and other social and economic benefits and providing the basis for progression into higher levels of performance.

Main Tasks:

The primary responsibilities of the post are to assist with the day to day operation of the Hub building and the core business of the ‘play-and-pay’ facility.

Operational tasks will include reception work; telephone answering, dealing with enquiries in person or via emails/phone, making sports related bookings and associated amendments, cash handling, raising invoices and collecting outstanding debts, maintaining computerised records, setting up and storing away of equipment for bookings, managing sports pitch use, dealing with functions & corporate activities, small events and some general maintenance and cleaning.

Operations and Facility Management

To assist the Active Sports Manager in the effective day to day operation of the Hub acting as Duty Officer on a daily basis taking responsibility for all aspects of the operation of the Hub building.

Liaising with Contractors; Catering contractors to ensure that the needs and expectations of customers booking private functions are met, Cleaning contractors to ensure the cleanliness meets the standards expected, Grounds Maintenance contractors to ensure smooth operation of the bookings on all of

the sports pitches & maintenance contractors to keep maintenance logs up to date and reporting faults. To attend regular meetings with the Active Sports Manager and other reception staff to review emergency and normal operating procedures.

Other Key duties include:

Assisting the public with enquiries & consistently offering a high customer service standard expected within the Royal Parks. Consistently demonstrating the Royal Parks Core values. Opening and closing the Hub when acting as Duty Officer according to prescribed operational procedures, ensuring the security of the premises and undertaking any Health & Safety checks as directed by the Active Sports Manager. Assembling and dismantling of furniture and equipment (including conference, sports and exercise equipment) as required by the business in accordance with safe operating procedures. Recording exercise class attendance. Overseeing use of the Hub and the sports pitches to help ensure safe practices and acceptable standards of behaviour are observed and to seek to minimise incidences of injuries misuse and damage. This includes regular patrolling of the Sport pitches. Ensuring that no unauthorised person enters restricted areas and that contractors sign in and out of the facility, monitoring their work and reporting to the Active Sports Manager the outcome of any work undertaken. Keeping the reception and public areas organised, up to date and consistent with the high presentation standards expected within the Royal Parks. Assisting the public with enquiries (in person/phone/email etc), taking bookings enquiries and processing the booking onto the relevant systems, cash handling, maintaining computerised records, recording Class attendee’s, hiring out sports equipment and setting up schedules for changing rooms. Undertaking ad hoc cleaning and maintenance of equipment To be responsible for safety and security of money in the building in accordance with agreed procedures.

Finance and Administration

Receiving and checking stores or goods and passing delivery notes or invoices as required in accordance with agreed procedures.

To be responsible for cash reconciliation at the end of each Duty Officer shift in accordance with agreed procedures.

To assist the Active Sports Manager in the reconciliation of any cash/cheque and credit card banking on a weekly basis using Artemis bookings database and COA Accounting package. Updating daily the financial records and following all financial processes involved in facility hire.

To be responsible for all bookings of the Hub’s facilities including bookings from; Private schools, local authorities, sports governing bodies, state schools, community groups, junior sports clubs and leagues. To assist with bookings

relating to non sports usage and assist with some work involving events at The Hub.To be responsible for the bookings and all the processes involved in making the bookings including; making amendments, cash handling, raising invoices, taking payments, chasing outstanding debts, raising credit notes and maintaining accurate computerised & paper records.

To assist the Active Sports Manager in keeping usage records and other monitoring statistics as directed and in the preparation of material for progress and annual reports.

To represent the Hub as a point of contact for the finance team for any day to day financial transactions.

Promotion

To assist the Active Sports Manager in the maintenance of the Royal Parks website and liaise with other organisations that assist in the promotion of opportunities at Regent’s Park.

To actively promote the work of the Sports Program within Regent’s park and all of the 8 Royal Parks.

To undertake other duties as specified by the Active Sports Manager.

Person Specification:Please see Key Competencies on job description

Essential/DesirableSETTING DIRECTION:Seeing the Big PictureAwareness of Health and Safety issues and safe practice procedures in a sports facility environment, including child protection

E

Changing and ImprovingHandles problems and makes suggestions for improvement DENGAGING PEOPLE:Leading and CommunicatingAbility to communicate (written and verbal) effectively with people of all ages and abilities through a variety of media, articulating ideas and opinions clearly and constructively

E

IT literacy, basic numerously and an aptitude to learn to use a computer based booking system and information management systems

E

Values and encourages diversity, understands individuals motivations and brings the best out in people

D

Collaborating and PartneringValues and encourages diversity, understands individuals motivations and brings the best out in people

E

Building Capability for AllA recognised first aid qualification or a commitment to obtaining one once in post

E

DELIVERING RESULTS:Achieving Commercial OutcomesConsiders commercial implications of decisions DDelivering Value for MoneyAn understanding of the principles of sports development and its role in community development

E

Managing a Quality ServiceIs friendly, approachable and flexible when dealing with customers

E

Responds constructively to customer complaints and difficulties EExperience of working in a sports/physical recreation centre and knowledge of working practices in operating a sports/physical recreation centre either as an employee, volunteer or through work experience

E

Delivering at PaceFlexibility to work as part of a shift pattern working weekends and evenings

E

Able and willing to work unsupervised to achieve goals as a Duty officer on a team shift rota with a variety of responsibilities

E