Administration Assistant - Req24649

Job title:Administration Assistant
Salary: B1 - £23,114 - £23,893
Hours: 37
Contract: Permanent
Location: South Leeds, West Leeds, East Leeds and the Hospital Team

Would you like to be part of something bigger and join us in our ambition to become the Best City, working together as a Team for Leeds? Do your values match ours, and do you have something to offer?

Leeds City Council delivers over 500 different services to residents and is dedicated to bringing the benefits of a prosperous, vibrant, and attractive city to the people of Leeds. This is a fantastic time to join us.

Benefits of working with us

We pride ourselves on offering the best employee experience, with a genuine commitment to keeping our colleagues safe and well at work. You can expect great benefits whilst working for us, including:

• a competitive pay progression structure including generous employer pension contributions
• flexible career paths with tailored personal and professional development
• support for you, your home and your family including personal, and financial wellbeing support
• hybrid working arrangements (subject to needs of the role) and a flexitime system

For more information about our benefits please see the benefits section of our jobs page.

Introduction to the role

The Business Administration Service (BAS) provides administrative support across Leeds City Council and all its services. The aim of BAS is to develop a professional service which meets service needs and supports the delivery of the Best Council Plan, ensuring the efficient use of resources, capacity, and technology.

We have several Administration Assistant roles working in BAS supporting Adults and Health Social Work teams. These roles will be based with the East Leeds, South Leeds, West Leeds and Hospital Social Work Teams. You will provide support to senior social workers and team managers in various aspects of their work.

These roles are based in various locations across Leeds including, Tribeca House, St James Hospital, John Charles Centre for Sport and Albion House. The roles are hybrid with a minimum of 2 days a week in the office but flexibility is essential.

What you will bring to the role

Key skills required:

• Well-developed interpersonal and communication skills, including face-to-face, telephone and written communication skills.
• Able to work with, and within, multiple teams and contribute to its development with suggestions for new ways of working.
• Able to work on you own and use your initiative to adhere to timescales and deadlines.
• Good numeracy and literacy skills and the ability to deal with complex tasks with support.
• Able to collate data and use it to produce reports.

How to apply

Please complete the online application form

Read our guidance for further advice. Please check your information carefully and ensure you complete all sections before submitting your application.

If you have any queries or would like an informal chat about the roles, please contact Gemma Hughes 0113 3785290, Rachel Graham 0113 3782920 or Deborah Bowness 0113 3788227.

We are committed to safeguarding and promoting the welfare of children, young people and vulnerable adults.

We promote diversity and want a workforce that reflects the population of Leeds. Leeds City Council is ranked 70 on the Stonewall Equality Index 2022. We are also an Age friendly employer, a Mindful employer and a Disability Confident leader.

Leeds City Council is a compassionate employer who is proud to offer the best employee experience. Our employee benefits aim to look after your health and wellbeing, your workplace, and your finances. Our shared Values and behaviours help everyone to be their best.

You can read more in the following link Leeds City Council Values and Behaviours.

All new Leeds City Council appointments are made subject to the satisfactory completion of a six-month probationary period.

This role is based in the UK. Employment is conditional on confirmation of the right to work in the UK - either as a UK or Irish citizen, under the EU Settlement scheme or having secured any other relevant work visa. If you do not have the right to work in the UK and the role does not meet eligibility for sponsorship, please consider carefully whether you meet the eligibility to apply.

Job Description

Job Purpose

Shared Services consists of employees in the Business Support Centre, Business Administration Service and Contact Centre. These services provide administration support activities to a wide range of teams and services across the council. We help the council to streamline operations by redesigning processes, reviewing models of delivery to enable better sharing of resources and exploiting existing or introducing new technology to modernise the way we work.

Our staff use a range of computer programmes and systems to support services which include those working with teams based across the council in a number of different administration roles. The role involves hybrid working (home/office dependant on service need), potentially working face-to-face with customers and working within the council boundaries as required.

This role is working in the Business Administration Service supporting Adults and Health Social Work teams. You will be based with one of the Social Work teams in an Area office. You will manage your time effectively, use your initiative to solve problems and work well as an individual and as part of a team, responsible for delivering effective and efficient administration support to social work teams. You will positively embrace new ways of working to ensure a high-quality and consistent service is delivered to our customers.

Responsibilities

Work with high levels of accuracy for tasks such as checking documents, recording numerical and alphabetical information.

Identify problems and areas for improvement and offer solutions.

Work unsupervised, using your initiative to adhere to time scales and deadlines and manage your own workload.

Carry out a range of administrative duties.

Work flexibly and move within service areas – working at different locations depending on service demand.

Maintain effective relationships with other Leeds City Council staff, Elected Members, members of the public and other partnership organisations as appropriate.

Flexible and adaptable to change to assist other services as required commensurate to grade

Participate in appraisal, training and development activities as necessary to ensure up to date knowledge and skills

Improve own practice through observation, evaluation, discussion with colleagues and development programmes.

Work collaboratively with colleagues, knowing when to seek help and advice.

Contribute to the overall ethos, work, and aims of the service by attending relevant meetings, training days/events as requested.

Be aware of and comply with Leeds City Council policies and procedures e.g. child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person

Be aware of and support difference and ensure equality for all working in an anti-discriminatory manner, upholding and promoting the values, standards and equal opportunities of Leeds City Council.

Recognise and appropriately challenge any incidents of racism, bullying, harassment or victimisation and any form of abuse of equal opportunities, ensuring compliance with relevant policies and procedures.

The Council has adopted a flexibility protocol and this role will be expected to work within these parameters.

The duties outlined are not meant as an exhaustive list and will also comprise any other duties within the spirit of the post commensurate with the job evaluation outcome for this post.

Qualifications

Qualifications demonstrating ability in numeracy and literacy or equivalent knowledge

PERSONAL SPECIFICATION

Method of Assessment will be through one or more of the following Application Form, Test, Interview or Certificate.

ESSENTIAL REQUIREMENTS: It is essential that the Candidate should be able to demonstrate the following criteria for the post within the context of the specific role duties and responsibilities: Candidates will only be shortlisted for interview if they can demonstrate on the application form that they meet all the essential requirements.

Skills Required

Well-developed interpersonal and communication skills, including face-to-face, telephone and written communication skills.

Able to work with, and within, multiple teams and contribute to its development with suggestions for new ways of working.

Able to work on you own and use your initiative to adhere to timescales and deadlines.

Good numeracy and literacy skills and the ability to deal with complex tasks with support.

Able to collate data and use it to produce reports.

Knowledge Required

Of the applications, systems and IT programmes utilised by the service and being able to accurately record and retrieve information

Understanding of the importance of providing excellent customer services and experience of dealing positively with challenging situations.

Knowledge and experience of adhering to procedures and legislation relating to confidential information.

Behavioural & other Characteristics required

Committed to continuous improvement in all areas and work towards delivering the Best City Ambition of Health & Wellbeing, Inclusive Growth and Zero Carbon.

Able to understand and observe Leeds City Council Equality and Diversity Policies.

Carry out all duties having regard to an employee’s responsibility under Health & Safety Policies.

Willingness to actively participate in training and development activities to ensure up to date knowledge, skills and continuous professional development

Understand and embrace Leeds City Council Values and Behaviours and codes of conduct.

DESIRABLE REQUIREMENTS: It is desirable that the Candidate should be able to demonstrate the following criteria for the post within the context of the specific role duties and responsibilities: Candidates are not required to meet all the Desirable requirements however these may be used to distinguish between acceptable candidates.

Knowledge Required

Safeguarding