Project Assistant - Req24207

The Assets and Access Team is recruiting a Project Assistant

Leeds City Council is one of the largest employers in the region with over 14,000 employees. We seek to recruit and develop talented individuals who embody our council values and ambitions.

The Assets and Access Team plays a central role ensuring all children can access education and learning in fit for purpose settings across Leeds; The service leads on a wide portfolio:

• School Capital Maintenance & Building Compliance – ensuring schools across the city are safe, warm and watertight. 
• Special Education Needs and Disabilities (SEND) and Alternative Provision Place Planning – providing inclusive and accessible learning places across the city.
• A clear vision of Children & Families asset requirements – through an inclusive asset management plan for the directorate. 
• Access to learning across the city – through our Children’s Transport offer.
• Access to free, impartial and confidential advice for parents of children with SEND – through our arm’s length SEND Information Advisory Support Service (SENDIASS) About the role.

The role of Project Assistant is integral to the Assets and Access team and your primary focus will be to provide the team with quality project and administrative support to successfully deliver statutory duties in relation to the school estate across Leeds. This will involve providing information, advice, and guidance to schools, so they are able to implement and maintain good estate management practices. You will foster and maintain good working relations with other Leeds City Council teams and partners in relation to Children and Families assets, ensuring asset related queries and relevant information is shared promptly and recorded accurately. It’s not about physically delivering technical building projects out at school sites.

About you
As a Project Assistant in the Assets and Access Team you will bring to the role:

• Good numeracy and communication skills
• Awareness of the Local Authority’s statutory duties in relation to school building condition and maintenance
• Ability to support and promote the development of ICT systems that manage service data effectively and enhance analysis and subsequent service development
• A conscientious and committed approach towards completing tasks accurately and to deadlines to achieve the directorate’s objectives
• Detailed record keeping skills of working practices to support service monitoring and evaluation processes.

As our next Project Assistant, you will also support the wider Assets and Access team in identifying and implementing process improvements and risk mitigations, as well as budget monitoring and reporting across a variety of projects. You’ll have an understanding of working in a democratically led organisation and will be socially aware, with values centred around equality, diversity and inclusivity.

What we offer you
We take pride in offering the best employee experience, with benefits including:

• a competitive salary and annual leave entitlement plus statutory holidays
• membership of the West Yorkshire Pension Fund with generous employer contributions
• flexible and hybrid working arrangements subject to service requirements
• a clear career pathway and continuing professional development opportunities
• a range of staff benefits to help you boost your wellbeing and make your money go further

You’ll be joining an excellent team, with a supported induction and an offer of continuous professional development, with the opportunity to be involved in a variety of work projects. Your office base will be Merrion House in the city centre; the team currently enjoy spending a day or two each week in the office and one fixed day every month with wider service colleagues. You’ll enjoy similar autonomy and flexibility.

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. For more information about the Assets and Access Team, please visit our page on the Leeds for Learning website.

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 2023. We are also an age-friendly employer, a Mindful Employer and a Disability Confident Leader.

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:

To provide quality project and administrative support to the Assets and Access Team to successfully deliver statutory duties in relation to the school estate. To provide information, advice, and guidance to schools to enable them to implement and maintain good estate management practices. Foster and maintain good working relations with other Leeds City Council teams and partners in relation to Children and Families assets, ensuring asset related queries and relevant information is shared promptly and recorded. Support the team in identifying and implementing process improvements and budget monitoring and reporting.

Responsibilities:

• Provide support and information to all team members, other agencies and schools
• Assist in the project and administrative support at all stages of the Projects
• Research, input and provide up-to-date information on project developments, and liaise with internal and external stakeholders via newsletters, intranet, website etc.
• Assist in preparation of a range of project documentation and plans
• Compile and present information clearly and effectively for presentation to stakeholders
• Organise meetings and take minutes as required
• Support in the Organisation of the electronic filing system for the team
• Deal with telephone calls and queries from schools and suppliers
• Assist with the processing of orders and invoices and the monitoring of project budget reports
• Any other duties as required, appropriate to the grade of the post

Qualifications:

• A Level 3 qualification, or equivalent knowledge and experience. Personal Specification Method of Assessment will be through one or more of the following: Application Form, Test, Interview, and 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:

• Good communication and interpersonal skills
• The ability to monitor and enhance processes for the management of incoming communication (email/telephone)
• The ability to use initiative to communicate important information to the team and customers and to prioritise important issues
• The ability to create and maintain effective electronic filing systems - for all aspects of team duties
• The ability to identify appropriate material for external communications (e.g. websites, newsletters)
• Discretion in relation to sensitive and confidential issues
• Good numeracy skills
• The ability to manage time and resources to meet objectives
• A co-operative and practical approach to teamwork
• Proficiency in Microsoft Office applications
• To provide responses to communications, production of documentation and information, co-ordination of appointments and data input
• To research and present information clearly and effectively for dissemination to stakeholders (e.g. PowerPoint presentations)
• Able to work flexibly across different work locations and areas as appropriate.
• Able to work with competing demands and respond quickly within tight deadlines
• Able to support and promote the development of ICT systems that manage service data effectively and enhance analysis and subsequent service development

Knowledge Required:

• Of key current local strategies and policies in relation to Best Council, Leeds Children and Young People’s plan
  Awareness of the Local Authority’s statutory duties in relation to school building condition and maintenance
• Understanding of the importance of developing and maintaining good working relationships with all stakeholders Experience Required
• Of interpreting and implementing legislative/Statutory requirements
• Of team building
• Of detailed record keeping skills of all working practice to support service monitoring and evaluation processes Behavioural & other Characteristics required
• Committed to continuous improvement.
• Ability to understand and observe Leeds City Council Equal Opportunities Policy.
• To carry out all duties having regard to an employee’s responsibility under Health & Safety Policies.
• The ability to identify professional development objectives in conjunction with team service planning processes and a willingness to actively participate in training and development activities to ensure up to date knowledge, skills and continuous professional development
• Understand and embrace our values, behaviours and codes of conduct.
• Conscientious and committed approach towards completing tasks accurately and to deadlines to achieve the directorate’s objectives

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. Candidates are not required to meet all the Desirable requirements however these may be used to distinguish between acceptable candidates. Method of Assessment will be through one or more of the following Application Form, Test, Interview, and Certificate

Skills Required:

• Able to use reports for the creative development of reporting
• Full driving licence would be beneficial
• Monitoring of budget incomings and outgoings Knowledge Required
• Of Leeds schools and academies
• Auto Cad Experience Required
• Checking and monitoring of invoices
• Production of orders using bespoke software (full training will be given)
• Of working within an Education Department or school environment