1 April 2015
To the Applicant
named in the Address
Dear Applicant
Information for Applicants
The Union of Shop, Distributive and Allied Workers is one of the UK's largest trade unions, with over 430,000 members working in retail, distribution, food processing and manufacturing, and other industries (sectors).
Thank you for the interest you have shown in the vacancy of Part-Time Clerical Assistant – Legal Department – Central Office (Ref: 517).
I hope you find the application package sufficiently informative in deciding whether you are the right person for this important post.
The application closing date is noon on Monday, 20 April 2015. Please return your completed Application and Equal Opportunities forms to: The Executive and Administration Officer, Usdaw, 188 Wilmslow Road, Manchester, M14 6LJ, ensuring the appropriate postage is applied. The application form can also be emailed to . If an acknowledgement of receipt of the application form is required please send a stamped addressed envelope.
It is expected interviews will be held on 12 May 2015.
Please note that it is not the Union's policy to give external candidates feedback after not being shortlisted.
I would be grateful if you could complete your application in black to enable clear photocopies to be taken. Care in completing the application form will enable us to give your application the consideration it deserves. All applications will be treated in the strictest confidence. Please note that CVs will not be accepted.
I look forward to receiving your application.
Yours sincerely
BRENDAN DUGGAN
Executive and Administration Officer
Enc
PART-TIME CLERICAL ASSISTANT
LEGAL DEPARTMENT – CENTRAL OFFICE
REF: 517
· Job Description.
· Person Specification.
· Principal Conditions of Service.
· Application Form.
· Equal Opportunities Form.
______
PART-TIME CLERICAL ASSISTANT
LEGAL DEPARTMENT – CENTRAL OFFICE
(REF: 517)
Job Title: Clerical Assistant
Grade: 1
Responsible to: Head of Legal Services
Job Purpose: Under the general direction of the Head of Legal Services:
· To provide general administrative support in connection with the smooth running of the department.
· Administer the Prosecution/BL3/Wills service.
Hours of Work: 20 per week (Wednesday-Friday).
Principal Accountabilities
The duties outlined below are not intended to be considered as an exhaustive list of duties but are simply to provide an indication of the main activities of the postholder.
1. Receive and process applications for legal assistance within the Legal Plus scheme, evaluating the type of assistance required and referring members to external agencies and to approved solicitors, sending members' self-help pack for relevant issues and handling any issues or queries arising from members regarding the workings of the scheme.
2. Close files when the personal injury case has been finalised and sort into relevant categories for use in the quarterly Legal Report.
3. Stamp the closed files and take the files settled with compensation to the Correspondence Section for typing and send out the letters.
4. Maintain department legal publications, liaise and meet with representatives on an annual basis to discuss the ordering of new publications and amendments, arranging for payment of invoices, ensuring amendments are transferred into publications promptly.
5. Collate and process cheque requisitions for professional services, eg medical reports, Counsel and solicitors' fees, etc, ensuring all paperwork is correct before sending to the Accounts Section, raise cheques and issue to recipients with the appropriate correspondence, ensuring payments are made promptly and accurately.
6. Process telephone enquiries to the Legal Department, answering requests for routine information or advice and referring more complex and/or urgent queries on to the appropriate officer.
7. Carry out various administrative activities associated with the running of the Legal Department, such as collecting and distributing the post, monitoring and maintaining stationery stocks, maintain databases, maintain an electronic diary, organise meetings, oversee photocopying and Dictaphone equipment, etc, in order to enable the smooth and efficient running of the department.
8. Assist department sections with general administrative support, carrying out faxing, photocopying, postal duties, etc, as and when required, take phone calls for Legal Assistants when lines are busy.
9. Responsible for administering the Prosecution work of the department, including giving initial information and options to members, reps, officials and solicitors. The postholder explains the Usdaw Prosecution process in detail, gathers key information, collates paperwork, drafts letters and contacts solicitors, and prioritises the instructions if the court date is imminent to ensure assistance can be provided within any courts or police interview deadlines and arranges for advice and representation.
10. Support the Legal Assistants in resolving queries regarding membership and eligibility for assistance and liaise with solicitors in respect of the Union's 'FirstCall' Legal Helpline and advise the Legal Assistant of any issues that arise, such as those relating to eligibility.
11. Advise members and/or their representative if they do not qualify for 'FirstCall' assistance.
12. Access the Department's 'Justice' database to locate membership data, advise the Records Section of any membership changes and monitor the progress of prosecution cases.
13. Liaise with officials, representatives and solicitors, when required, to facilitate Wills and Legal Plus events, check all attendees are in membership and maintain the details on a spreadsheet.
14. Liaise with solicitors and divisional offices to arrange the yearly solicitors' meeting, including booking rooms, arranging refreshments and passing invoices to the Accounts Section.
15. Facilitate, record information and liaise with solicitors regarding solicitor training sessions and make sure all monies from solicitors are forwarded to the Accounts Section.
16. Facilitate 'Legal Plus' events and maintain an electronic record of events and feedback from members regarding take-up of services.
17. Maintain, update and distribute employment packs to officials, which are required each time a new official starts.
Planning and Organising
1. The work of the postholder is received daily via telephone, post and email from Union offices, from staff within the department and from members and reps. Activities are planned and organised on a daily basis.
2. Input to the quarterly reporting activity is organised on a day-to-day basis and is fitted around daily activities when time allows.
3. The postholder plans and organises their own daily tasks within the constraints of the office routines and the demands of the department's administrative system.
4. Annual Delegate Meeting – liaising and advising key partner solicitors, the Administration Office, issuing invitations for social events with regard to attendees.
Essential Internal and External Work Relationships
Head of Legal Services and Deputy Head of Legal Services
Staff in the Legal Sections
Union Officials
Union Members and Representatives
Central Office Departments
Solicitors
______
PART-TIME CLERICAL ASSISTANT
LEGAL DEPARTMENT – CENTRAL OFFICE
(REF: 517)
In order to be shortlisted for this post, you will need to demonstrate that you have the competencies listed below. Competency may be demonstrated through knowledge, experience, skills, abilities, education, training, work and other activities.
Applicants are not permitted to attach more than three additional sides of A4 paper to their 'Supporting Statement' at Section 8 of the 'Application for Employment' form.
If you are successful in reaching the interview stage you may be required to undertake practical exercises for us to assess competencies.
It is recognised that some of the knowledge, behaviours and skills outlined below are specific to Usdaw. Where this is the case applicants should demonstrate their competency from their own experience and explain how they believe this to be transferable, relevant and equivalent.
The post of Clerical Assistant will demand that the person appointed will possess or be capable of readily acquiring the following competencies. Please show in your application form how you meet the requirements.
JOB-SPECIFIC KNOWLEDGE· An understanding of the Balanced Scorecard.
· An understanding of confidentiality.
· Office practices and procedures.
CONTEXTUAL KNOWLEDGE· Knowledge of the Union’s function, services and organisational structure.
· An understanding of the Union's policies and procedures.
· Knowledge of the Trade Union Movement.
CORE BEHAVIOURS
· Actively listens to and respects the views and feelings of others.· Demonstrates the ability to work harmoniously in a small team and with individual colleagues.
· Has tact, initiative and discretion.
· Has an awareness of the importance of providing an effective service to members and external agencies.
· Responds flexibly to the demands of the job.
· Demonstrates a commitment to equal opportunities practice.
· Has a methodical approach with close attention to detail.
· Makes sound judgements and knows when to refer more complex queries.
· Demonstrates a willingness to participate in training and development opportunities.
· Demonstrates a willingness to respond to change and adapt to the changing needs of the Union.
CORE SKILLS
Communication Skills
· The ability to communicate effectively with a diverse range of people by telephone, in writing and face to face.
· Literacy.
Clerical/Administrative Skills
· An ability to understand and collate information.
· An ability to maintain efficient record keeping systems.
· An ability to produce basic reports.
· An ability to produce letters as required.
· An ability to undertake a range of clerical tasks including the use of office equipment.
IT and Numeracy Skills
· IT literacy, particularly Microsoft Office.
· Numeracy.· An ability to produce statistical data.
Analytical/Problem-Solving Skills
· The ability to suggest improvements to systems of working.
Planning/Organising Skills
· Well developed planning and organisational skills.
· An ability to prioritise work in order to meet deadlines.
JOB-SPECIFIC SKILLS
· An ability to proofread.
Usdaw offers generous conditions of service as detailed below:
Salary and Hours
This information is detailed on the advertisement.
Maternity Entitlement
All women members of staff are entitled to maternity leave on the following basis:
a) Women with less than 26 weeks' continuous service at the beginning of the 11th week prior to the expected week of childbirth will be eligible to take 52 weeks' maternity leave and to receive all contractual rights except remuneration.
They will qualify for maternity pay as follows:
First 6 weeks / 90% of normal pay or the equivalent of the basic rate of Statutory Maternity Pay/Maternity Allowance, whichever is the greatest.Next 33 weeks / Basic rate for Statutory Maternity Pay/Maternity Allowance.
Remaining weeks / No Pay.
b) Women with more than 26 weeks' continuous service at the beginning of the 11th week prior to the Expected Week of Childbirth will be eligible to take 52 weeks' maternity leave and to receive all contractual rights except remuneration.
They will qualify for maternity pay as follows:
First 26 weeks / The normal salary inclusive of any Statutory Maternity Pay/Maternity Allowance.Next 13 weeks / Basic rate for Statutory Maternity Pay/Maternity Allowance.
Remaining weeks / No Pay.
Paternity Leave
All staff, with the exception of women on maternity leave or staff on adoption leave, will be entitled to receive ten days' paid Paternity leave per confinement or adoption.
Holidays
The holiday entitlement is service related at the beginning of a holiday year. The Union's holiday year runs from
1 May to 30 April.
Completed Years
of Service / Entitlement1 year / 22 days
2 years / 24 days
3 years / 26 days
4 years / 28 days
5 years / 30 days
For those employees working less than five days a week holidays are calculated on a pro rata basis.
Sick Pay Entitlements
· At least one year's service at the commencement of a period of sickness will receive full wages/salary during sickness, subject to deductions, for a period of up to 52 weeks.
· At least six months' service at the commencement of a period of sickness will receive during sickness full wages/salary, subject to deductions, for a period of up to 26 weeks.
· Less than six months' service but have completed their probationary period will receive during sickness full wages/salary, subject to deductions, for a period of up to 13 weeks.
During their probationary period all employees will receive during sickness full wages/salary, subject to deductions, for a period of up to two working weeks.
Sick pay entitlement will be calculated on a pro rata basis for those employees working less than 34 hours per week.
Superannuation Scheme
Usdaw operates a final salary pension scheme called the Usdaw Staff Superannuation Fund ('The Fund').
Entry into the Fund is automatic on commencement of employment subject to the employee meeting the following criteria:
· Aged between 18 and State Pension Age
· Has annual earnings in excess of the prevailing Personal Allowance for Income Tax
If not eligible for automatic enrolment, the employee is able to opt into Fund membership if they wish.
Retirement
Staff can make a written application to the Executive and Administration Officer to retire from the age of 55.
Probationary Period
All employees, upon commencing employment with Usdaw, are required to undertake a minimum probationary period of six months.
Childcare Voucher Scheme
Usdaw has a childcare voucher salary sacrifice scheme, whereby staff can sign an agreement to convert part of their salary into childcare vouchers which can be used as full or part payment for childcare provision.
References
All conditional offers of appointment are subject to the Union being satisfied with two references. Both referees must be able to comment on work performance, particularly in relation to the person specification, eg current or previous employer, tutor, etc.
Applicants should note that members of the interviewing panel are disqualified from providing references for shortlisted candidates.
Medical
All conditional offers of appointment are subject to the Union being satisfied with a pre-employment medical questionnaire. This will be conducted by the Union's occupational health provider.
Requirements of the Immigration, Asylum and Nationality Act 2006
All conditional offers of employment are subject to the production of a document or documents on a statutory list that confirms eligibility to work in the UK.
Equal Opportunities Policy
Usdaw operates an equal opportunities policy and a copy is included in the application pack.
No Smoking Policy
Usdaw operates a No Smoking policy.