GUIDANCE BOOKLET

ADVICE ON COMPLETING YOUR APPLICATION FORM

With your application form you will receive the following documentation:

Either

A Job Description and Person Specification
Or

A Role Profile and Competency Definitions

You should use these documents to assist you in preparing your job application

JOB DESCRIPTION & PERSON SPECIFICATION

The Job Description sets out the responsibilities and duties of the job and the Person
Specification sets out the level of experience, knowledge, aptitude and personal skills required
to carry out the job.

Example Person Specification

NOTES FOR APPLICANTS: This form is for you to keep. It specifies all the experience,
knowledge, aptitude, skills and personal qualities necessary to perform the duties of the post
for which you are applying, to the required level.
You should ensure your application explains how your experience, skills, abilities and
knowledge gained in paid or unpaid work, study or training, meets each of the selection
criteria marked “A” below, including Equal Opportunities where specified. If you fail to do so
you will not be short-listed.

OFFICERS COMPLETING FORM: A N Other

JOB TITLE: Administrative Assistant GRADE: H2/3

DIRECTORATE/ SERVICE: Place Shaping / Planning

CATEGORY ESSENTIAL JOB REQUIREMENTS METHOD OF

ASSESSMENT
1.EQUAL Ability to demonstrate an awareness of equality issues and A
OPPORTUNITIES commitment to the aims and objectives of the Councils Equal
Opportunity Policy in employment and service delivery.

Able to deal fairly and equally with colleagues and members of A

the public
2.JOB RELATED Ability to use Microsoft Word and Excel software A/T
KNOWLEDGE/
APTITUDE/SKILLS Ability to input data
A/I
Numerical skills
A/T
Keyboard skills
A/T

3. EXPERIENCE Dealing with telephone enquiries A/I

6 months experience of working in an office A/I

ROLE PROFILE

The Role Profile sets out the purpose, dimensions, context and accountabilities of the role
together with the relevant levels of competency, experience, knowledge, aptitude and personal
skills required.

ASSESSMENT METHOD

Person Specification
The Person Specification identifies the assessment method for each of the relevant criteria for
the job as follows:

Assessment Method: A = Application Form I = Interview T=Test /

Assessment
Exercise

The criteria identified with an A are the criteria that will be used to decide whether you are
shortlisted. You must therefore ensure that you address each of these criteria in your
application.

You should ensure that your application fully describes how your experience, skills and
abilities meet all the relevant criteria detailed on the Person Specification identified with
an A.

You should also indicate other relevant experience gained outside work such as
community/voluntary/leisure, other interests, languages spoken and any other skills and abilities
which could be relevant to your application.

Remember that your application form is the only information we can use to shortlist!

Role Profile

The Role Profile includes a section in the required competences for the role. Also included in
an applicant pack is an Extract from Harrow Council’s Competency Dictionary. You should
ensure that your application form fully describes how your experience, skills and abilities meet
the requirements of the Role Profile. You should pay particular attention to the competencies
identified on the role profile and the Extract from the Competency Dictionary to guide you in
demonstrating your competence for the role.

If there are additional requirements in the application process, these will be described in the
applicant pack.

In accordance with the Councils Equal Opportunities policy the front page of the
application form, which contains you personal details, is detached prior to short listing. In order
to assist in the administration of this process please do not include your name or any other
personal details in any supporting documents. Where the application form has a personal
reference number this should be quoted on supporting documents.
DO YOU NEED HELP TRANSLATING THE DOCUMENTS?

If you need assistance with any documents in this pack, it may be possible to arrange for them
to be translated into another language or arrangements may be made for an interpreter to help
you with them. Alternatively the documents can be made available in large print, audiocassette
or Braille. Please contact the Human Resources & Development Office on 020 8424 1110.

Harrow aims to make its information available in a range of formats to suit you.

OUR RECRUITMENT AND SELECTION CODE OF PRACTICE

The Councils Procedure and Guidelines for Recruitment and Selection provide guidance for
staff concerned with the recruitment and selection of applicants. The intention of these
documents is to provide for equality of treatment in recruitment and selection decisions and they
endorse the Councils objective to put its policy of equal opportunities in employment into
practice.

The Council is committed to employing people on the basis of their ability.

OUR APPROACH TO EMPLOYING PEOPLE WITH DISABILITIES

The Council has a positive approach to employing people with disabilities. All disabled
applicants who can demonstrate on their application form that they meet the minimum criteria
for the job will be offered an interview. Further details can be found in section 29 within this
booklet.

If you have a disability please indicate in your application if you need any specific assistance or
adjustments to enable you to be interviewed.

If you need any specialist equipment or reasonable adjustments made to the work, or work
environment, to enable you to carry out the duties of the post for which you have applied, you
should provide details along with your application and these will be discussed with you at the
interview.

WHAT IF YOU ARE UNSUCCESSFUL?

It is our intention that short-listing should be finalised within four weeks of the closing date. All
applicants will be notified if successful or not.

Applicants not appointed can contact the Chair of the interview panel to request feedback on
why they were not successful.

REIMBURSEMENT OF INTERVIEW EXPENSES

Candidates selected for interview can claim reasonable travelling expenses incurred in
attending for interview/selection process.
Travel expenses for candidates who travel by car will be reimbursed at the lease car mileage
rate. If a candidate rejects an offer of employment, they will cease to be eligible for payment for
travel expenses
WHAT TO DO IF YOU HAVE A COMPLAINT

You have a right to complain if you feel you have been treated unfairly during the recruitment
process. In the first instance a complaint can be made in writing to Human Resources
Department. All complaints will be investigated and appropriate action taken.

DATA PROTECTION ACT AND HUMAN RIGHTS ACTS

The Council will use information from your application form in monitoring its Recruitment and
Selection process to assess the effectiveness of its Equal Opportunities Policy. The information
given will be treated in strict confidence and will be used only in the monitoring exercise to help
achieve equality of opportunity in the Council’s employment. We will protect your information
and make sure that no one has access to it that shouldn’t, or keep it any longer than is
necessary.

This authority is under a duty to protect the Public Funds it administers and may, if you are
appointed, use information provided by you (currently stored on the HR SAP system) for the
prevention and detection of fraud. The authority may also share this information with other
bodies administering public funds solely for the purposes detailed above. All data handled by
Human Resources staff is processed in line with established principles of good practice and is
only accessible by designated Data Controller and Human Resources staff to carry out
legitimate processing.
 INFORMATION ON THE COUNCIL
1. The Council

Harrow Council’s new Structure as of 1 April 2009, consists of five directorates:

• Adult and Housing

• Childrens Services
• Community and Environment
• Place Shaping
• Corporate Finance.

In addition, there is a Chief Executive’s Department and a Legal and Governance

Services Department.

The population of the Borough is around 214,600 and with over 5,600 employees the
Council is the Borough’s largest employer.

The policy decisions made by councillors are put into operation by officers, who are
employed by the council. Officers also make recommendations to councillors and give
impartial advice to every member, regardless of their political party.

2. Political Composition

In May 2006, 63 Councillors representing 21 electoral wards were elected to the Harrow
Council for a four-year term of office until May 2010. The political composition of the
parties is currently: -

24 Labour
35 Conservatives
2 Liberal Democrats
2 Independents

The Conservative Members form a majority group and the political administration of the
Authority. The Council’s current Constitution is formed on the Leader and Cabinet model,
in accordance with the Local Government Act 2000 and the regulations arising. The
Executive comprises of the Leader of the Council and eight other Portfolio Holders who
meet together as the Cabinet. All the Cabinet members are Conservative (majority
group) Councillors. The Executive is responsible for all functions not reserved for
Council.

3. The Offices

The main Council workplace is the Civic Centre located at Station Road, Harrow. The
Civic Centre is a modern building which is accessible for wheel chair users.

There are staff restaurant facilities on site and car parking is available including car bays
for people with disabilities.
 Other major workplaces situations elsewhere in the Borough include Schools, Libraries,
Children Services and Community Care establishments and the Central Depot at
Forward Drive.

All Council offices are situated within Harrow with good rail links to London and
Hertfordshire, and are within easy access by car to the M25, M40 and M1 motorways.
Harrow and Wealdstone station, with a direct connection to Euston and North to Watford,
Hemel Hampstead and Bletchley, and an all day London Underground Bakerloo Line
Service, are a few minutes walk from the station.

4. The Councils Vision Statement

To be recognised as one of the best London councils by 2012 in a borough that is

cosmopolitan, confident and cohesive and where people are able to enjoy healthy and
happy lives in an environment which is clean, safe and secure.

5. Value for Money

Value for Money is now established as an integral part of the service and management
culture of Harrow, the Authority having adopted a policy of universal application of the
principles of Value for Money. The Government requires Harrow Council, along with
every other local authority in England and Wales, to publish an annual report on services.
Further information can be obtained from the Civic Centre or on our Website
www.harrow.gov.uk.

6. The Harrow Strategic Partnership

The Local Strategic Partnership in Harrow is called the Harrow Strategic Partnership
(HSP). The HSP brings together a group of people who represent the statutory, private,
business, community and voluntary sectors in Harrow.
Community views and partners data are used by the partnership to shape and influence
the boroughs priorities in the Sustainable Community Strategy.
The Sustainable Community Strategy provides the partnership with a shared vision for
the future of Harrow.

For more information please visit the partnership section of the Harrow live website
www.harrow.gov.uk or contact the Strategic Partnership Unit which supports the work of
the HSP on 0208 420 9637 or email hsp@harrow.gov.uk.

7. Beacon Services

The Beacon Council awards were set up by the Government as part of its plan to
improve the way local government works. The awards identify local authorities, which
lead the field in a particular area of service delivery and use them as centres of
excellence.

In 2002 the Government awarded Harrow the prestigious Beacon Status, identifying
Harrow as one of the leading, local authorities in the country. The award was gained in
the modern service delivery category for improving housing and Council tax benefit
administration.

In 2002 the Councils success was recognised again and Harrow was one of only three
authorities across the UK to be granted Beacon Status for promoting racial equality.
 In 2003 the Council was awarded Beacon Status for tackling homelessness.

Harrow will be passing on its experience and good practice to other authorities, helping
them to improve their relations with their ethnic communities.

Harrow has worked long and hard over many years to establish trust and good working
relationships with its community.

Short-listed as finalists for MJ best achieving council award 2009

INFORMATION ON CONDITONS OF EMPLOYMENT

1. Hours of Work

The basic working week is 36 hours depending upon the conditions of the post. These
hours are usually worked Monday to Friday but some posts involve Saturday and Sunday
which you will be paid the appropriate rate.

The basic working week for Youth & Community Workers is 35 hours or 10 sessions per
week (including Saturdays and Sundays)

For some employees a scheme of ‘flexible working hours’ is on operation allowing them
to vary their starting and finishing time around the core time of 10.00am – 4.00 pm by
agreement with their Manager and according to the needs of the service. Credit hours
may be built up and taken as flexi leave (in addition to annual leave) up to a maximum of
2 days every four weeks. (Except for certain departments who have their locally agreed
arrangements)

2. Salaries

Salaries are paid by credit transfer on the 25th of each month.

3. Pension

Employees will automatically be made members of the Occupational Pension Scheme on

joining Harrow Council, unless an election to opt-out of the scheme is received. For
employees newly joining the scheme your contribution rate depends on how much you’re
paid but it will be between 5.5% and 7.5% of your pensionable pay. The rate you pay
depends on which pay band you fall into1.

Full time Youth and Community Workers will automatically be a member of the Teachers
Pension Scheme, unless an election to opt-out of the scheme is received.

If you are a former employee in receipt of an augmented pension from Harrow Council,
your augmented pension will be stopped for the duration of any period of re-employment.

1The contribution rate for those manual workers who joined the Scheme before 1 April 1998 and were protected to
pay contributions at a rate of 5% will be brought into line with all other Scheme members on a phased basis by 1
April 2011.
4. Leave Entitlement

The leave year starts on 1st April. Basic leave entitlement granted by the council is as
follows:-

a) employees with less than 5 years continuous service in local government are
entitled to 23 working days per annum (30 days for Youth and Community
Workers)

b) Employees with 5 years or more continuous service in local government are

entitled to 28 working days per annum (35 days for Youth and Community
Workers)

In the case of part-time staff, the entitlement is given in hours, proportionate to the hours
of work.
This leave entitlement is in addition to the statutory Bank Holiday entitlement.

5. Notice Period

The length of notice required to be given by employees to terminate employment is

dependent upon grade as follow: -

Contractual Notice

Up to H7 (or equivalent) 4 weeks notice

H8 – H9 (or equivalent) 8 weeks notice
H10 and above (or equivalent) 12 weeks notice
Youth and Community Workers 2 months

6. Political Restrictions

If you are successful in your application for a post graded on SPM, Director Grades or
above, (or equivalent) you would be subject to political restrictions in accordance with the
Local Government and Housing Act 1989 and Amendments thereafter.

This would prohibit you from holding office in a political party, standing as a candidate for
Parliament or a Local Authority, canvassing at an election or speaking or writing publicly
on behalf of a party political controversy.

The above is a very brief summary but if you require further information on the nature of
the restrictions that would apply – a full copy of the regulations are available from the
Human Resources and Development Division.

7. Sickness Pay

Harrow operates an occupational sickness payment scheme for all employees.

8. Maternity Leave

The Harrow Maternity Scheme operates alongside the Statutory Maternity Scheme.
Maternity leave and pay provisions apply to all employees regardless of hours worked.

The Council also has a scheme for Adoption Leave.

9. Maternity Support Leave Scheme

All employees are entitled to apply for up to one week’s maternity support leave
irrespective of their length of service provided they are the husband, child’s father,
partner* or nominated carer** of an expectant mother.*A partner may include a female
partner in same sex couple. **A nominated carer is the person nominated by the mother

10. Paternity Leave Scheme

Only those employees who meet the criteria for statutory paternity leave will be entitled to
two weeks paternity leave.

11. Parental Leave

The Council grants up to 13 weeks unpaid leave to employees with more than one years
service, who are the parents of children under the age of 5 on, or born after the 15th
December 1999. This leave is to be taken before the child’s 5th birthday.

12. Fair Treatment

The Council operates the ‘Fair Treatment’ suite of procedures, which is made up of
Capability covering performance and absence, Conduct covering misconduct and
disciplinary issues and Dignity at Work covering grievance and harassment complaints.
.

13. Medical Clearance

All appointments are subject to medical clearance by the Councils Medical Adviser.

14. Probationary Period

All new employees are subject to a twenty-six week probationary period regardless of
previous local government service. (Youth and Community Workers and staff who work
in Children’s Residential Establishments are subject to 12 months probation).

15. Employment of Friends/Relatives/Partners

You are required to declare on your application form if you are a close relative or partner
of any employee of the Harrow Council and/or Councillor and you are also required to
provide details.

In addition, the council has a policy that gives guidance on situations where relatives,
partners or friends may work together. Full copies are available from the Human
Resources Department

16. Smoking in the Workplace

The Council operates a policy of no smoking in any Council workplace.

17. Trade Union Membership

The Council supports the system of collective bargaining and believes in the principle of
solving employee relations problems by discussion and agreement. Employees are
encouraged to be in membership of a trade union representing them in the appropriate
negotiating body.

18. Pay and Conditions of Service

Your pay and conditions of employment will be in accordance with National and
Provincial agreements as negotiated by the appropriate National and Provincial Joint
Councils. However, some conditions are negotiated or determined locally and are
included in the Harrow Scheme for Pay and Conditions of service.

19. Service Tenancy

For some posts e.g. Housing Caretakers, employees are required to enter into a service
occupancy agreement with the Council. It is a term of the tenancy that the tenancy will
cease if the post is terminated for any reason.

The employee will not therefore be a secure tenant as defined by the housing Act 1985
and will not have the right to buy the dwelling under the ‘Right to Buy Scheme’ contained
in the Housing Act 1985.

If employees take up non-service tenancy employment in the future, they will not be
offered housing.

20. Loans for Purchase of Season Tickets

The council offers financial assistance for the purchase of annual season tickets, subject
to certain conditions. The season ticket loan can be used to purchase an annual bus,
tube or train ticket for travel between home and work. The interest free loan is repaid by
deduction from your pay over twelve months.

21. Loans for Car Purchase

Posts that carry Essential User car allowances and employees who have a disability that
affects their mobility may be eligible to participate in this scheme. Details are available
from the Human Resources Department.

22. Declaration of Criminal Convictions

Some posts are subject to certain provisions in the Rehabilitation of Offenders Act 1974
(Exceptions) (Amendment) Order 1986. Applications for these posts will be required to
disclose any cautions, reprimands or final warnings, as well as criminal convictions.

If the post for which you are applying involves working with children or vulnerable adults,
your appointment will be subject to a Disclosure check being made to the Criminal
Records Bureau (CRB). A disclosure check may also be taken if you are applying for a
post, for example, in the accountancy or law profession.

Depending on the nature of the post you have applied for, we may also carry out further
checks of computerised file records that are available to us.
23. References

You must give the name of two referees; one must be your current or most recent
employer. Note: References requests will be addressed to the Manager/Director of your
previous employing organisation.

A school leaver, with no work experience may present a National Record of

Achievement.

References may be requested in writing for all candidates called to attend for interview
unless the candidate specifically requests otherwise.

For posts which will have a responsibility for money, goods, accounts, computer
operations or computer programming the Council will require a reference from all
employers during the last 3 years (unless the candidate has already completed 12
months’ service with the Council).

Depending on the nature of the post you have applied for, we may also carry out further
checks of computerised file records that are available to us.

24. Asylum and Immigration Act 1996

Under the Asylum and Immigration Act 1996 Section 8 it is illegal for an employer to
appoint someone who does not have the right to work in the UK.

You have the right to work in the UK if you:

• are a British citizen or have the right of abode or an entitlement to readmission in
the United Kingdom
• A certificate of registration or naturalisation as a British Citizen
• A passport or national identity card issued by a state which is party to the
European Economic Area Agreement and which describes the holder as a
national of that state
• A birth certificate issued in the UK or Republic of Ireland
• A passport which shows the holder has indefinite leave to enter or remain in the
UK or has no time limit placed on his or her stay to remain
• A letter issued by the Home office confirming that a person has indefinite leave to
enter or remain in the UK
• A passport or other travel document endorsed to show that the holder has a
current right of residence in the UK and as the family member of an EEA national
• A letter issued by the Home Office indicating that the person named in the letter is
a British Citizen or has permission to take employment
• A work permit or other approval to take the employment in question
• A passport describing the holder as a British Dependent Territory Citizen which
indicates the status derived from a connection with Gibraltar.

In order to meet the requirements of this Act, we may ask you, at any stage of the
recruitment process, to provide documentation to verify your status. Further details are
available from Human Resources Department.
25. Code of Conduct

If appointed, you must declare:

a) Any financial or non-financial interest that you consider could bring about conflict
with the Councils interests.

b) Membership of any organisation not opened to the public without formal

membership and commitment of allegiance and which has secrecy about rules or
membership or conduct.

26. The Hospital Savings Association (HSA)

The Hospital Saving Association offers Council employees a range of health care
benefits at advantageous rates.

The HSA is not private medicine. Individuals who subscribe to the scheme receive cash
payments towards meeting the costs of optical, dental or other treatment and a cash sum
if hospitalisation occurs, regardless of whether NHS or private. The health care benefits
can cover your immediate family.

27. Payroll Giving

The Council operates a scheme together with the Charities Trust, which enables
employees to donate money to charity direct from their monthly salary, whilst gaining a
tax benefit. Up to 4 charities can be nominated and, if you pay the basic rate of tax, the
charity would benefit £1 for every 78p you donate.

EQUAL OPPORTUNITIES INITIATIVES

28. Equal Opportunities

The Council believes in the need to eliminate unlawful discrimination and to promote
equality of opportunity in all that it does. It recognises the rich diversity of Harrow’s
population as strength and aims to treat all people with dignity and respect whilst
recognising the value of each individual and the positive contribution they make to
Harrows diverse community and workforce.

Harrow Council aims to ensure that all groups and individuals within the community and
the workforce are given the full opportunity to benefit from the services and employment
opportunities they provide. No service user or potential service user, employee or
potential employee will be unlawfully discriminated against because of age, being a gay
man, lesbian or transsexual, colour, disability, race, ethnic or national origin, gender,
marital status, political or religious beliefs and trade union activities.

This is not an exhaustive list and the Council recognises that there are other groups who
may face discrimination.

The Council monitors the workforce, applications for employment and certain
employment conditions on an annual basis. It also provides support for groups formed to
assist in implementing Equal Opportunities initiatives.
29. Employing People with Disabilities

The Council has a positive approach towards employing more people with disabilities. It
is the Councils policy that:-

• Disabled applicants will be given full and fair consideration for all vacancies.
• All disabled applicants who meet the minimum requirements for the job will be
interviewed for the interview. The Council will make any reasonable adjustment to
the interview process to enable a disabled person to demonstrate fully his/her
suitability for the post.
• The Council will provide or obtain from the Employment Service any practicable
equipment or modification to enable a disabled person to do the job.

30. Additional Unpaid Leave/Flexible Working Arrangements

The Council operates a scheme to give employees more flexibility to meet both their
work and domestic commitments by allowing additional unpaid leave, to be taken or
reducing working hours at certain times of the year e.g. during school holidays. The total
amount of unpaid leave will not exceed 40 days per annum. Reductions to pay are made
either in the month that fewer hours are worked or can be averaged over 12 months.

31. Special Paid Leave

The Council has a scheme for granting special paid leave. There are certain cases,
which will always be considered for special leave e.g. serious illness or death of a person
close to you.

32. Returners Scheme

Option A: Returners Scheme – Up to 5 years

The Returners scheme encourages employees to return to work for the Council after a
career break of up to five years during which time they are not an employee of the
Council. When they wish to return to work they will have to apply for a post, however,
they will be guaranteed an interview provided they meet the Essential criteria on the
Person Specification. The Council does not guarantee re-employment.

Option B: Extended Unpaid Absence – (more than 40 Working Days – Up to 2

Years)

The Extended Unpaid Absence scheme enables employees to take a career break of up
to two years during which time they remain an employee of the Council. When they
return to work they will be guaranteed employment, though not necessarily in the same
post.

32. Job Share

Job sharing is where two or more employees voluntarily share the duties and
responsibilities of full-time post. In most cases, general conditions of service applicable to
full time employees will apply to job shares jointly. All posts are eligible for job sharing
subject to an assessment of usability.
33. Workplace Nursery

The Council has a nursery catering for the children of the Council staff who are aged 18
months to five years. The nursery is open from 8.00am to 5.00pm Monday to Friday and
operates in two sessions. The morning session is 8.00am to 1pm and the afternoon
session is from 1.00 pm to 5.00pm. The nursery closes for one week at Christmas and
Bank Holidays. Places are available on a full time, casual or seasonal basis subject to
availability, the rate for which is subsidised by the Council. For further details contact the
Nursery Manager on 020 89542015

34. Harrow Children’s Information Service

Harrow’s Children Information Service provides up-to-date details of all childcare

provision in Harrow including Day Nurseries, pre-schools, Holiday Schemes, Out of
Schools Clubs and up-to-date lists of childminders who have no current vacancies.
For further information, guidance or help regarding childcare issues contact the service
on 02084168416 or fax on 02084272418 between 9.30am and 3.00pm Monday to
Friday. (24 hour answer phone at all other times). Email Cservice@harrow.gov.uk

Information is also available on the National Website www.childcarelink.gov.uk which can

be accessed free of charge at Harrow Libraries. Printed lists of childcare providers (with
the exception of childminders) can also be obtained from Harrow libraries.

35. Harassment

Harassment in any form is unacceptable and under the Councils Conduct procedure it is
an offence, which may lead to dismissal. Harassment may be on grounds of gender,
race, disability, sexuality or age.