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 diligentAdministrative Assistant with experience in Marketing and Communications to join the staff team in

our vibrant and 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 www.keynsham-tc.gov.uk or call 0117 986 8683

PLEASE NOTE CV's WILL NOT BE ACCEPTED

Page 1 of 17

KEYNSHAM TOWN COUNCILFULL-TIME ADMINISTRATIVE ASSISTANT

(Marketing & Communications)CANDIDATE INFORMATION PACK

OCTOBER 2017Thank 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 20th November 2017. Interviews will be held on Wednesday 6th December. 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 townclerk@keynsham-tc.gov.uk 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 admin@keynsham-tc.gov.uk with 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 SinclairPersonnel Committee Chairman

Page 2 of 17

CONTENTS

(1) Information about the role of

FULL-TIME ADMINISTRATIVE ASSISTANT (Marketing & Communications)

Job description Person specification

(2) Information about Keynsham Town CouncilFurther information about the Town, and the work of the Town Council can be found on our website http://www.keynsham-tc.gov.uk

Page 3 of 17

KEYNSHAM TOWN COUNCILFULL TIME ADMINISTRATIVE ASSISTANT

(Marketing & Communications)37 HRS 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 SCHEMEJOB 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

Page 4 of 17

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.

Page 5 of 17

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

EXPERIENCEDemonstrable experience working in aMarketing/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

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

Page 6 of 17

Good attention to detail and proof reading skills.

BEHAVIOURAL COMPETENCIES/ABILITIES

Able to be creative and imaginative

Able to receive, record and relayinformation 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 REQUIREMENTSFlexible approach to working hours andhave the ability to attend eveningmeetings/weekend events when required

Page 7 of 17

APPLICATION FOR EMPLOYMENTCompleted Application Forms must be returned by

23.59 on Monday 20th November 2017 by email or post:By email: townclerk@keynsham-tc.gov.uk

By Post: Town Clerk, Keynsham Town Council, 15-17 Temple Street, Keynsham, Bristol BS31 1HF

CONFIDENTIALPlease 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/NOTelephone: (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 NoIf 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:

Page 8 of 17

2. 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) EmploymentName & address of employer:

Position held: Is this your current job? Yes/NoStart date: Leaving date (if

applicable):Notice required: Basic salary/wage:

Other allowances: Reason for leaving:

Key responsibilities and/or achievements:

All Previous EmploymentName and Full Address of

EmployerStart date, leaving date, position held and

main responsibilities – giving salaryReason for Leaving

Page 9 of 17

Please give details relating to any gaps in your employment history

3. EDUCATION

Please provide brief details of your education, showing most recent firstName of Educational Establishment

(School, College, University etc.)Qualifications obtained with dates, subjects and

grades

Page 10 of 17

4. TRAINING

Please provide details of all training and development undertaken relevant to this postTraining Course and Organiser / Development

ActivityDate and Outcome (Grade achieved where

relevant)

5. HOBBIES/INTERESTS

Please provide any additional information about hobbies/interests

Page 11 of 17

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).

Page 12 of 17

Page 13 of 17

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:

Page 14 of 17

Supplementary Information Flexible Working

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’.

Page 15 of 17

Rehabilitation of Offenders Act 1974

Declaration

I declare that that the information in this form and the accompanying application form has been completed by me and all the information I have given is accurate and complete to the best of my knowledge. I accept that if I have given any information which I know is false or if I withhold any relevant information it may lead to my application being rejected or if I have been appointed to my dismissal.

I consent that under the Data Protection Act 1998 the information contained in this form and my monitoring form may be processed by Keynsham Town Council, who will ensure the information will be stored on a computer fairly and lawfully and will not be disclosed to any person/s for any other purposes.

I give my permission for Keynsham Town Council to process and retain information about me contained in this form in accordance with the Data Protection Act 1998.

Signed……………………….……………………Date: ………………………………..

Dated.................................................................................................................................................................................................................................................................................................(If you submit an application electronically, you will be asked to sign the form before interview)

APPLICATION FOR EMPLOYMENT- ADMIN ASSISTANT

MONITORING FORMCONFIDENTIAL

Please complete in black ink or typeTHIS 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 Council recognise 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”.

Page 16 of 17

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:

Page 17 of 17

Ethnic Group (Please tick one box)