FULL-TIME ADMINISTRATIVE ASSISTANT
(Marketing and Communications)

Salary Range NJC 11-14(£15,807-£16,781))or NJC 15-18 (£17,072 - £18,070)

(dependent upon qualifications/experience)

Local Government Pension

Keynsham Town Council is looking to appoint an enthusiastic, motivated and diligent

Administrative Assistant with experience in Marketing and Communications to join the staff team in our vibrantand friendly Town Council Office in the heart of Keynsham

The hours of work are Monday –Thursday 8.30 – 4.30, Friday 8.30-4pm

Whilst the emphasis of the role is on Marketing and Communications, the team works tightly together to ensure all aspects of delivering the Town Council services are provided.

This is therefore a varied role with all members of staff being committed to providing excellent customer service to Residents, Community groups and Councillors.

Specifically – you will have experience of website and social media content management, desk-top publishing experience, and be aware of how the collection of personal data through such marketing activities needs to be properly protected and secured.

Generally - You will have excellent communication and keyboard skills and the flexibility to deal with a variety of situations and tasks. You will need to be able to work under pressure and be able to prioritise your own workload. You will need to be able to work as part of a team but also have the ability to work on your own initiative.

The successful candidate will be able to demonstrate excellent communication, marketing, organisational and administrative skills with meticulous attention to detail as strict deadlines have to be met.They will also be able to demonstrate their ability to engage positively and constructively with business and community organisations on behalf of a Local Government organisation.

Closing date for the receipt of application is Monday 20th November with interviews scheduled for Wednesday 6th December

Application forms can be obtained from the Town Council website or call 0117 986 8683

PLEASE NOTE CV's WILL NOT BE ACCEPTED

KEYNSHAM TOWN COUNCIL

FULL-TIME ADMINISTRATIVE ASSISTANT
(Marketing & Communications)

CANDIDATE INFORMATION PACK

OCTOBER 2017

Thank you for your interest in the role of Administrative Assistant. This pack contains all of the information that you will need to support you in making an application. Please read it carefully and note/address the person specification in your application.

The closing date for applications is 23:59 on Monday 20thNovember 2017. Interviews will be held on Wednesday 6thDecember. Further details will be provided to shortlisted candidates and if you are invited for interview you may be asked to perform a task as part of the process.

Applications can be submitted by e-mail to or by post c/o the Town Clerk, 15 – 17 Temple Street, Keynsham, Bristol BS31 1HF

Please note CV’s will not be accepted.

If you are applying via a job website – please also contact the Town Council directly at th your personal email address so we can send you the application pack without delay.

If you would like any further information please contact our Town Clerk Dr Cheryl Scott at the Town Council office on 0117 986 8683

Kind regards

Councillor Allan Sinclair

Personnel Committee Chairman

CONTENTS

(1)Information about the role of

FULL-TIME ADMINISTRATIVE ASSISTANT
(Marketing & Communications)

  • Job description
  • Person specification

(2)Information about Keynsham Town Council

Further information about the Town, and the work of the Town Council can be found on our website

KEYNSHAM TOWN COUNCIL

FULL TIME ADMINISTRATIVE ASSISTANT

(Marketing & Communications)

37HRS PER WEEK

NJC 11-14 (£15,807-16,781) or NJC 15-18 (£17,072 - £18,070)

depending upon qualifications and experience

LOCAL GOVERNMENT PENSION SCHEME

JOB DESCRIPTION

PURPOSE OF JOB

The Administrative Assistant will be asked to perform specific communication, marketing and engagement activities. In addition they will perform a wide range of administrative and office support activities together with the rest of the Office Team in order to facilitate the efficient operation of the Town Council under the direction of the Clerk and Deputy Clerk.

SPECIFIC DUTIES AND RESPONSIBILITES

  • To market and promote events including (but not limited to) Winter Festival, Music Festival, Community Networking Event, Grants presentation evening, and Keynsham in Bloom and any other events or promotions in which the Town Council may wish to engage
  • To participate in the organisation and project management of events and functions as directed/requested
  • To liaise with other members of staff as required to promote and market the events and facilities of the Town Council
  • Liaising with the Town Clerk (and any other relevant member of staff) in order to facilitate the production of a quarterly Town Council newsletter
  • To design marketing and promotional material to a high standard
  • To ensure the Town Council’s social media accounts are maintained, monitored and regularly updated on a daily basis
  • To ensure the Town Council’s websites are maintained, monitored and updated on a daily basis
  • To liaise with outside bodies in the Town whose purpose is the promotion of Keynsham
  • To provide support for the Tourism and Marketing Strategy Working party and facilitate any strategies arising from there.
  • To assist with the re-branding of the Town Council
  • To keep the business database updated and run engagement events/marketing activities with Keynsham businesses
  • Under the direction of the Town Clerk, to ensure all Town Council data collected is held and processed according to the requirements of the Data Protection Act and pending General Data Protection Regulations
  • To assist in the preparation of monthly financial reports

GENERAL DUTIES AND RESPONSIBILITIES

  • Reception duties including dealing with enquiries and issues arising from the public by phone, email or face-to-face; taking and passing on messages; receiving visitors to the office and providing refreshments. Please note some enquiries relate to the operation of the Cemetery and will need to be dealt with discretely and empathetically.
  • Ensuring the office is clean, tidy and welcoming to visitors
  • Report matters of concern raised by residents, and that are outside the control of the Town Council to outside bodies including B&NES Council
  • Handling sales of Events tickets via an electronic ticketing system
  • Handling/registering post (in and out) including collection of post from B&NES Council
  • Management and maintenance of an effective filing and archiving service in support of all office activities (paper and electronic)
  • Maintaining up-to-date literature displays
  • Ensuring noticeboards, website, social media, literature, spreadsheets and schedules etc are kept up to date on a weekly basis with a wide variety of Council, Community and Arts information/communications
  • Production and distribution of Agendas, minutes, letters and reports– including typing minutes from audio recordings
  • Dealing with purchase of office supplies and booking of accommodation for various meetings

GENERAL INFORMATION

  • This post is subject to the National Agreement on Pay and Conditions of Service as agreed by the National Joint Council for Local Government Services
  • This is a full-time position of 37 hours per week but additional evening and weekend work may be required from time to time . The Council operates a Time Off In Lieu Policy for this position.
  • Hours of work are 8.30-4.30pm Mondays to Thursdays and 8.30-4pm Fridays with an unpaid 30 minute lunch break each day
  • Holiday entitlement is 26 days plus bank holidays, rising to 31 days after 5 years local government service (pro-rata for part-time positions)
  • The post holder is contractually entitled to join the Local Government Pension Scheme; details available on request. The Town Council also operates automatic enrolment into the same pension scheme but employees can opt out if they wish.
  • The post holder will be expected to be responsible for his/her own personal health, safety and welfare in the workplace
  • The post holder is expected to promote good equal opportunities practices and to take positive steps to counter discrimination however and wherever it occurs.
  • This job description only contains the main accountabilities relating to this post and does not describe in detail all the duties required to carry them out.
  • Reports to the Deputy Town Clerk
  • Note: The nature of Town Council business makes it necessary on occasion for the post holder to attend certain functions/events outside normal office hours.

Note: This job description is a guide only and whilst it covers most aspects of the post, the post holder will be required to carry out other duties commensurate with the post.

PERSON SPECIFICATION
Post Title: Administration Assistant – (Marketing & Communications)
Grade: NJC 11-14 £15,807-£16,871 or NJC 15-18 £17 072-£18,070
Hours : FULL TIME 37hrs per week
REQUIREMENT / ESSENTIAL / DESIRABLE
EDUCATION /QUALIFICATIONS/TRAINING / 5 GCSE’s or equivalent including Maths and English at C or above
Undertaken training in either business administration/marketing techniques/ social media and/or external marketing and communications. / Business Administration or Marketing qualification
Relevant qualification or training in website content management
EXPERIENCE / Demonstrable experience working in a
Marketing/Communications role
Experience of generating written content on and offline to a high standard; including reports and publicity
Experience of website and social media content management
Experience of working with a wide variety of stakeholders including the media;
Experience of working in a customer service office environment
Experience of working in a busy team to strict deadlines
Experience of filing/archiving (both paper and electronic), and managing data repositories on a weekly basis
Experience of prioritising work loads / Experience of dealing with a wide range of people, both internal and external, including dealing with people in a sensitive and sympathetic manner
Experience of engaging with businesses and community groups
Experience of managing content on social media channels in a work/professional context;
Experience of assisting with the development and implementation of marketing plans;
Experience of working in local government
SKILLS & KNOWLEDGE
SKILLS & KNOWLEDGE cont / Good standard of computer knowledge with MS Office IT competency (MS Word, Excel, Outlook, and Powerpoint)
Knowledge and use of Internet and Social Media applications
Desk Top publishing experience (MS Publisher or other)
Effective communication skills, both oral and written
Good organisational and time management skills with the ability to multi-task
Good attention to detail and proof reading skills. / Knowledge of regulations pertaining to acquisition and processing of personal data as per Data Protection Act and General Data Protection Regulations
Awareness of Local Government
Knowledge of Keynsham
A knowledge of and commitment to the development, understanding and implementation of Equal opportunities and Diversity and to consider these in service delivery
BEHAVIOURAL
COMPETENCIES/ABILITIES / Able to be creative and imaginative
Able to receive, record and relay
information and messages accurately
Able to carry out regular monitoring of services, systems and/or processes.
Able to pay attention to detail even when under pressure to complete to a deadline
Able to form and maintain good relationships with fellow staff, members of the public, suppliers and Councillors
Good team player and ability to build effective working relationships within a small team
Ability to work independently and effectively, to organise personal workloads;
Passion for effective communication
Self-motivated and a positive attitude. / Willingness to undertake training
OTHER REQUIREMENTS / Flexible approach to working hours and
have the ability to attend evening
meetings/weekend events when required

APPLICATION FOR EMPLOYMENT

Completed Application Forms must be returned by

23.59 on Monday 20thNovember 2017 by email or post:

By email:

By Post: Town Clerk, Keynsham Town Council,

15-17 Temple Street, Keynsham, Bristol BS31 1HF

CONFIDENTIAL

Please complete in black ink or type

F-T Administrative Assistant(Marketing & Communications)
  1. PERSONAL DETAILS
YOU / NI Number:
Forename(s): / Surname:
Address:
Email: / Postcode:
Telephone (Day) / May we contact you on this number during the application process? YES/NO
Telephone: (evening) / Mobile:
Do you need a work permit for permanent employment in the UK? YES/NO / If YES, do you have a permit YES/NO
Do you have a current valid driving licence? / Yes / No
Do you have access to a car? / Yes / No
If you have a driving licence is it: / PROVISIONAL / FULL / HGV
How did you learn of this vacancy?
Are you to your knowledge related to or know any member or officer of Keynsham Town Council? If so, please give details:
  1. EMPLOYMENT HISTORY
Please provide details of your work experience, including previous posts with your present employer, unpaid voluntary or casual work. If you have undertaken periods of other responsibilities raising family or caring please include these as well
Present (or most recent) Employment
Name & address of employer:
Position held: / Is this your current job? / Yes/No
Start date: / Leaving date (if applicable):
Notice required: / Basic salary/wage:
Other allowances: / Reason for leaving:
Key responsibilities and/or achievements:
All Previous Employment
Name and Full Address of Employer / Start date, leaving date, position held and main responsibilities – giving salary / Reason for Leaving
Please give details relating to any gaps in your employment history
  1. EDUCATION

Please provide brief details of your education, showing most recent first

Name of Educational Establishment
(School, College, University etc.) / Qualifications obtained with dates, subjects and grades
  1. TRAINING

Please provide details of all training and development undertaken relevant to this post

Training Course and Organiser / Development Activity / Date and Outcome (Grade achieved where relevant)
  1. HOBBIES/INTERESTS

Please provide any additional information about hobbies/interests

SUPPORTING STATEMENT

Please provide information to demonstrate how you fulfil the criteria (both Essential and Desirable) listed in the person specification for the job. (Max 2 sides of A4).

Do you wish to apply for this job on the basis of flexible working? / Yes / No
If yes please give details of your preferred work pattern or other request
References
Please give the name and address of two people who can provide an assessment of your suitability for this post. One of these should be your present/most recent employer. If you have not been in paid employment since leaving full-time education please give the name of your tutor or lecturer. Please indicate by marking clearly with as asterisk (*) if you do not want us to contact them prior to a conditional offer being made.
Name: / Address:
Email address (if available):
Position held: / Daytime contact telephone number:
Name: / Address:
Email address (if available):
Position held: / Daytime contact telephone number:
Please give details, including dates and places, of pending prosecutions and any convictions, cautions and bind-overs that are not ‘spent’. The Rehabilitation of Offenders Act 1974 gives individuals the right not to disclose details of old offences which are seen as ‘spent’.

APPLICATION FOR EMPLOYMENT-ADMIN ASSISTANT

MONITORING FORM

CONFIDENTIAL

Please complete in black ink or type

THIS FORM IS NOT PART OF THE SELECTION PROCESS

(The information you provide will be treated in the strictest of confidence

and will not be seen by the selection panel)

Keynsham Town Councilrecognise and actively promote the benefits of a diverse workforce and are committed to treating all employees with dignity and respect regardless of age, disability, gender, marriage/civil partnership, pregnancy and maternity, gender reassignment, sexual orientation, race (including ethnic origin, colour, nationality and national origin), religion or belief. We therefore welcome applications from all sections of the community.The information you supply on this form will be separated from your application form prior to any selections decisions being made and will be treated as confidential at all times, and in accordance with the Data Protection Act 1998.

Gender: Male / Female / Marital Status: Married / Single / Other
Date of Birth:
Do you consider yourself to have a disability / Yes / No
If yes, please state nature of disability
The Equality Act defines disability as “a physical or mental impairment that has a 'substantial' and 'long-term' negative effect on your ability to do normal daily activities”.
White / British / Mixed / White and Black Caribbean
Irish / White and Black African
Any other white background* / White and Asian
Any other mixed background*
Black or
Black British / Caribbean / Asian or Asian British / Indian
African / Pakistani
Any other Black background* / Bangladeshi
Chinese or Other Ethnic Group / Chinese / Any other Asian background*
Other Ethnic Group* / * Please specify

If you wish, you may disclose information about yourself in this section about your:

Religion:
Sexual Orientation:

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