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.

PLEASE NOTE: The Royal Parks (TRP) and the charity The Royal Parks Foundation have agreed they should become a new single organisation to fundraise for and manage the capital's eight Royal Parks. Both organisations plan to join within a new charitable public corporation.  A detailed plan has been worked up, and work is ongoing but it is hoped the new organisation will be established from 1 December 2016. The new organisation will be a charitable public corporation with increased freedoms and flexibilities to manage the parks more efficiently.

Staff joining TRP before 1 December 2016 will be civil servants but after that date their status will change as TRP will be moving out of the civil service to a new charitable status.  Staff terms and conditions will be protected on transfer.

The closing date for this application is Monday, 15 th August 2016 .

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.

1. JOB POSITION

Position applied for: Records Manager

Grade: II

Vacancy reference: RM0716

2. PERSONAL DETAILS

Title: Please select:

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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:

Have you ever been a Civil Servant? Please select:

At what stage are you applying? 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

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College/Institute

or other name

From

(MM/YYYY)

To

(MM/YYYY)

Qualification/level

                       

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: Monitor the storage of critical data to support risk decision-making, and conduct regular reviews to ensure that it is stored in a manner which upholds the CIA triad (confidentiality, integrity and availability).     

Collaborating and Partnering: Readily identify opportunities to share knowledge, information and learning, and make progress by working with colleagues from the IT/RM team and beyond.     

Managing a Quality Service: Work with the IT/RM team to set priorities, create clear project plans and manage work to meet the needs of the customer and the business.

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Delivering at Pace: Set and achieve challenging goals and monitor quality, e.g. delivering requests under FOIA within the appropriate time limits.     

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.

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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:      

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

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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

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

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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: Records Manager

Location: The Old Police House, Hyde Park, London, W2 2UH

Grade and Salary: Grade II (£25,090 - £30,574)

Additional Requirements: successful candidates must have a Security Clearance (SC) or be willing to undergo a security clearance

Important Functional Relationships:

IT Delivery Manager; Data Protection Officer/Head of IS; FOI Director (Deputy Chief Executive); other HQ teams and Park staff

Important External Relationships:

The National Archives; DCMS; Government data management networks; Information Commissioner’s Office

Main Purpose of the Job:

To support the IT Delivery Manager and the Head of IS in the delivery of Knowledge Information Management (KIM) statutory requirements, Electronic Document and Records Management (EDRM), archive management, and information risk requirements

Main Duties/Responsibilities:

Statutory requirements, regulations, and external communications

Advise on delivery of obligations in respect of the Public Records Act, The Freedom of Information Act 2000 (FOIA), Environmental Information Regulations (EIRs) and Data Protection Act 1998

Manage and deliver effective responses to requests (FOI, EIR, DPA, etc) Review archiving/retention policy in the context of changing needs, liaising

with external bodies, e.g. TNA on policy issues as required Ensure individuals’ personal information is used only in accordance with

appropriate legislation Comply with decisions and policies of TRP and relevant statutory

requirements, e.g. Health and safety at Work Act and Data Protection Act Ensure compliance with Health and Safety regulations by all staff, contractors

and volunteers working in the Parks Liaising with the Foundation ahead of New Org

Internal process and policy

Line manage Grade I Records staff Give access to information in a proportionate and secure manner Maintain current and historical records of access controls applied to

information assets10

Dispose of all information assets securely, in line with organisational procedure

Ensure appropriate methods and tools for information retrieval are used effectively

Promote awareness of the need to capture internal information and resources, and to manage them in accordance with legal requirements and organisational policy

Promote awareness of the Government document classification system Baseline, monitor and report on organisational knowledge sharing practices Assist with relevant projects, advise on business cases and identify impacts of

system changes Advise on KIM policies and procedures; improve workflows where necessary Develop networks of knowledge champions and ‘super users’ to encourage the

use of knowledge standards, tools and processes Establish tools, templates and guidelines for capturing knowledge developed

by individuals in the course of their workTechnical specialism

As the System Administrator and trainer for the HPRM electronic records and document management system, provide training to all staff as appropriate

Work with the IT Delivery Manager to assess both HPRM and TRP’s shared drives; improve the working of the systems according to user needs

Keep up to date with TNA’s work on e-discovery tools Assist the Landscape Architecture team with the development of TRP’s

Building Information Management system

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Person Specification:(Please refer to the competency framework)COMPETENCIES / SELECTION CRITERIA Essenti

al / Desirable

STRATEGIC CLUSTER – SETTING DIRECTION

Seeing the Big PictureKeep up to date with a broad set of issues relating to the work of TRP, collaborating with the IT Delivery Manager to evaluate the implications of strategic decisions for KIM

D

Changing and ImprovingUnderstand and apply innovative technology to achieve efficient and effective business and personal results, in the context of the changing face of records management

D

Making Effective DecisionsMonitor the storage of critical data to support risk decision-making, and conduct regular reviews to ensure that it is stored in a manner which upholds the CIA triad (confidentiality, integrity and availability).

E

PEOPLE CLUSTER – ENGAGING PEOPLE

Collaborating and PartneringReadily identify opportunities to share knowledge, information and learning, and make progress by working with colleagues from the IT/RM team and beyond.

E

PERFORMANCE CLUSTER – DELIVERING RESULTS

Managing a Quality ServiceWork with the IT/RM team to set priorities, create clear project plans and manage work to meet the needs of the customer and the business. E

Delivering at PaceSet and achieve challenging goals and monitor quality, e.g. delivering requests under FOIA within the appropriate time limits. E

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

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