DISTRICT ADMINISTRATION ASSISTANT – RICHMOND FIRE STATION
Grade 3, £8390.50 - £8709.50 per annum
18.5 hours per week
Applications are invited for the post of part-time District Administration Assistant based at Richmond Fire Station.
The successful applicant will provide administrative support including maintaining operational and community fire safety records and databases and supporting the booking process relating to Home Fire Risk Check requests and Fire Safety Audits. Related duties include assisting in the production of letters, reports and associated documents together with monitoring and inputting data into information systems. It is therefore an essential requirement of the role that you have good experience of using Microsoft Office applications, specifically Word and Excel, and other IT software together with the ability to work accurately with good attention to detail.
The postholder will handle non-emergency telephone enquiries associated with the operation of the district, including those relating to Technical and Community Fire Safety, redirecting or relaying messages as required together with receiving visitors and directing accordingly. It is also an essential requirement of the role that you possess good customer care skills and experience.
Other duties include taking minutes at specific meetings, co-ordinating all incoming and outgoing mail, recording receipt and arranging distribution and postage as appropriate, diary maintenance, ordering and maintaining office stationery and supplies, filing and administration of invoices. A valid driving licence is essential to enable the travel between stations as required.
The post is conditioned to the Scheme of Conditions of Service for NJC Local Government Services (Green Book). Benefits include a flexitime scheme, 24 days’ pro-rata annual leave entitlement (29 days pro rata after 5 years’ continuous service), Local Government Pension
Scheme and optional additional benefits.
Applicants must complete the following application form which will be the first stage of the recruitment process. The application will be sifted against the role profile, as below.
Closing date for applications: Monday, 13th November 2017
Late applications will not be considered in this recruitment process
North Yorkshire Fire & Rescue Service is an equal opportunities employer. We are committed to the principles of fairness and equality and welcome applications from all members of the community.
NORTH YORKSHIRE FIRE AND RESCUE SERVICE
APPLICATION FORM FOR APPOINTMENT AS
DISTRICT ADMINISTRATION ASSISTANT - RICHMOND
PERSONAL DETAILS:
SURNAME: / FORENAMES:ADDRESS:
POST CODE:
TELEPHONE Day: Evening:
Correspondence regarding the progress of your application will be sent by email (e.g. invite to interview). Please confirm below your preferred email address to be used for this purpose.
Email address:
Do you require a work permit? YES/NO If Yes, when is it due to expire?
Are you related to any Member, or holder of any Senior Office in North Yorkshire Fire and Rescue Authority? YES/NO (If Yes give details)
Where did you see this vacancy advertised?
Please give details of any criminal convictions. (NB Under the Rehabilitation of Offenders Act
1974 you are required to give details of any convictions which are not "spent". Failure to do so may render you liable to summary dismissal).
Do you have any disability or medical condition which might require special arrangements to be made at interview and/or to the working environment? YES/NO
If yes please provide details.
REFERENCES
Names, Addresses and Status of persons to who reference may be made, one of whom should be your current or last employer (not members of your immediate family).
Unless you state to the contrary, it will be assumed that you have no objection to these referees being contacted prior to interview.
NAME:ADDRESS:
JOB TITLE:
TELEPHONE NO:
NAME:
ADDRESS:
JOB TITLE:
TELEPHONE NO:
EDUCATION:
(The Certificates and Diplomas relevant to the post applied for must be produced at the interview)
SECONDARY EDUCATION / EXAMLEVEL / SUBJECT / GRADE
FURTHER/HIGHER EDUCATION / DEGREES OR DIPLOMAS OBTAINED AND CLASS
PROFESSIONAL EDUCATION / MEMBERSHIP OF PROFESSIONAL BODY OR QUALIFICATION OBTAINED
PRESENT OR MOST RECENT EMPLOYMENT:
NAME OF EMPLOYER:ADDRESS:
POST HELD: GRADE:
DATE OF APPOINTMENT: SALARY:
NOTICE REQUIRED: TELEPHONE NO:
PREVIOUS EMPLOYMENT
DATES / EMPLOYERS NAME/ADDRESS / POSITION HELD/GRADE / REASON FOR LEAVINGINFORMATION IN SUPPORT OF THIS APPLICATION (Complete each of the spaces below)
1. Please outline your experience of providing administrative and clerical duties, detailing what your role was together with communication methods used within the role2. Provide your experience of dealing with enquiries from members of the public
3. Detail your experience of data entry and data extraction for reporting purposes. Please provide the following information – the types of data entry / extraction system(s) used and how you ensure a high degree of accuracy
4. Provide examples of how you prioritise your time within your present / most recent role and detail what you take into consideration in order to successfully achieve this
5. Detail your experience of providing administrative support at meetings and provide the following information - what your role was, the types of meeting and average number of attendees and also what you had to take into consideration in such situations
6. Please provide details of any other experience, special skills or qualifications not mentioned so far which may support your application for the role of District Admin Assistant
Within the table below, please insert ticks against each IT system / computer application you have experience of using and to indicate your skill level for each: -
Application / Tick if used / Beginner / Intermediate / AdvancedWord
Excel
PowerPoint
Microsoft Outlook
Access
Internet
Intranet
SharePoint
Detail any others that aren’t listed above
Do you hold a current driving licence? YES/NODECLARATION:
I declare that the information given in this form is correct to the best of my knowledge.
SIGNATURE APPLICANT...... DATE......
DATA PROTECTION STATEMENT AND DECLARATION:
In compliance with the provisions of the Data Protection Act (DPA), we are required to inform you that in addition to the information that you supply us on this form we shall also collect, hold and appraise information on individual candidates' performance at each stage of the recruitment process, includinginformation we gain from your selected referees. This is for the sole purpose of conducting the selection and recruitment process.
This includes the processing of sensitive data for the purposes of monitoring the Service’s commitment to the promotion of equality of opportunity and meeting its employment law obligations.
This information will be kept for the duration of the process and for no longer than is necessary. It will be destroyed in line with our retention schedule timescales. Should you be employed this information will be kept for the duration of your employment, on your personal record file (PRF) and for a period of time, according to the retention schedule.
We promise to treat your personal data with care and adopt organisational and technical measures to ensure that access will be restricted solely to those in the organisation with a need to see it for the purpose of the selection process and where applicable employment purposes, in accordance with the data protection principles in the DPA.
You also have the right to request sight of the information that we are holding on you at any time.
I confirm that I have read the Data Protection statement and to the best of my knowledge the information I have provided on the application form is true, accurate and correct.
Signed:……………………………………………………………Date:………………………………
Please note: Approaching any elected councillor or employee of a Fire and Rescue Authority directly or indirectly to promote this application or providing false/misleading information in this form shall disqualify you from appointment or if appointed may render you liable to disciplinary action, which could lead to your dismissal.
Completed applications should be sent to:
NORTH YORKSHIRE FIRE AND RESCUE
CENTRAL ADMINISTRATION OFFICE (HR TEAM)
THURSTON ROAD
NORTHALLERTON
NORTH YORKSHIRE
DL6 2ND
Applications may also be sent by email to: but must be followed up with a signed, hard copy.
The application form is the first stage of the recruitment process and will be sifted against the primary functions, role essential and role desirable requirements of the role profile.
Please ensure you have clearly detailed your preferred email address for correspondence relating to this application on page one of the application form.
Closing date for completed applications: Monday, 13th November 2017
Late applications will not be considered in the selection process.
NORTH YORKSHIRE FIRE AND RESCUE SERVICE
Role Profile
Role TitleWorkplace
Name / District Administration Assistant
Station Based /
Reporting To
Responsible ForRole/Grade / Station Manager
N/A
Grade 3
Overall Purpose of Role / To provide administrative and clerical duties for Service Delivery Units and the Area
ROLEMAP OF NATIONAL OCCUPATIONAL STANDARDS (NOS) Level 2 Award in Business and Administration / NOS
Work in a business environment
Communicate in a business environment
Manage own business performance in a business environment
Support the organisation of an event
Make and receive telephone calls
Use electronic message system
Use diary systems
Take minutes
Handle mail
Provide reception services
Organise and report data
Store and retrieve information
Use office equipment
Maintain and issue stationary stock items / Unit 3
Unit 4
Unit 1
Unit 17
Unit 24
Unit 25
Unit 26
Unit 27
Unit 30
Unit 31
Unit 35
Unit 37
Unit 43
Unit 44
PRIMARY FUNCTIONS:
· Coordinate all incoming and outgoing mail, distribute as appropriate and arrange postage;
· Maintain the petty cash;
· Receive visitors to Station checking appointments and directing accordingly;
· Maintain Community room bookings, including refreshment facilities;
· Receive non-emergency telephone calls, dealing with problems and enquiries including those relating to Technical and Community Fire Safety and take and relay messages as necessary;
· Administer the booking process for Home Fire Risk Check requests and Fire Safety Audits to activate a premises visit from operational and identified non-operational personnel;
· Maintain and update Diairies and Tourplanners – being aware of activities within the Area booking / confirming appointments as requested;
· Provide administration support to the districts overtime staffing pool process;
· Process reports, letters, minutes and documentation as directed;
· Assist in the collection of data for the district and performance reports;
· Take minutes of specific meetings, including discipline and grievance as identified by Station Manager and / or CAO Manager;
· Assist in the inputting, data cleansing and monitoring of service information systems including CFRMIS, FireWatch, intranet, and other data recording systems;
· Local point of contact to give help and advice on intranet record management and data entry into CFRMIS, FireWatch and other data recording systems;
· Organise and maintain filing (electronically and hard copy) as appropriate;
· Administer departmental purchase order numbers and invoices;
· Support the development of your colleagues within the administration structure;
· Assist in general administrative functions for the service delivery unit;
DEVELOPMENT PLAN
Skills, Knowledge and Understanding Required for Role / Module
To be agreed between Post Holder and Line Manager
PERSONAL QUALITIES AND ATTRIBUTES (PQA’S)
Tactical
Personal Style
· Understands and respects diversity and adopts a fair and ethical approach to others;
· Is open to change and actively seeks to support it;
· Maintains a confident and resilient attitude in highly challenging situations;
Interpersonal Skills
· Works effectively with others both within the F&R service and in the community;
· Communicates effectively both orally and in writing;
· Committed and able to develop self and others;
Working with Information
· Understands, recalls, applies and adapts relevant information in an organised, safe and systematic way;
· Maintains an active awareness of the environment to promote safe and effective working;
Organisational Effectiveness
· Adopts a conscientious and proactive approach to work to achieve and maintain excellent standards.
National Core Values
· We Value Diverse Communities
· We value our people
· We value innovation, change and learning
· We value our Fire and Rescue Service
Role Requirements
Essential
· Experience of Microsoft Office applications and other IT software
· Administrative skills
· Customer experience
· Attentiveness to accuracy and detail
· Organisational skills
· Valid driving licence (to enable travel between stations)
· Ability to work upon own initiative without close supervision
Signatures
Approved by: Line Manager ______Date: ______
Agreed by: Post holder ______Date: ______