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SalaryJob title: Senior Administration Assistants
Salary: £24,294 - £25,979 (pro rata for part time)
Hours: 37 and 14.5
Contract: Permanent
Location: Full Time post based at Merrion, Part Time post based at Knowsthorpe Gate
Are you interested in an opportunity to join Leeds City Council and begin a career in Administration?
Part of Shared Services, alongside the Contact Centre and the Business Support Centre, the Business Administration Service (BAS) is responsible for administrative staff providing professional administrative services to a wide range of teams and service areas across the whole of the Council. The BAS aims to deliver efficient and modern administrative services to support the delivery of Council services to the Citizens of Leeds and to help achieve the Best City Ambition.
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.
About you
Roles within the Business Administration Service can be very demanding, however, extremely rewarding. We are looking for someone who can:
- Use a range of computer programmes
- Work with high levels of accuracy
- Be confident when dealing with high volumes of phone calls
- Work to deadlines
About the role
Leeds Home Team – Full time
Based at Merrion and required as soon as possible to provide administrative and technical support to the Leeds Homes Team in all its areas of operation, including managing the operation of the council’s Choice Based Lettings scheme, Registered Providers framework, processing payments and a variety of other administrative tasks.
You will be responsible for approving Leeds City Council and Registered Provider property adverts due to be advertised on the Leeds Homes Website, administer, maintain, and update databases and spreadsheets and liaise with Housing Management and Registered Provider partners on matters associated with the Housing Register and property lettings. You will demonstrate a high level of attention to detail and will be able to communicate effectively with a wide range of people. You will also be proficient in the use of Microsoft Office and other IT systems.
We would like to hear from you if you can demonstrate good IT skills with the ability to process information accurately to meet deadlines. You will need to have a positive attitude towards providing a quality service and attention to detail is essential. The job is office-based (hybrid) with no direct face-to-face contact with customers.
A flexible approach to work is important, as is the ability to work independently and co-operatively as part of a team, with a willingness to learn and develop in the role. Full induction and training will be provided.
Private Sector Housing – Part time
Based at Knowsthorpe Gate you will provide a range of administrative support for both internal and external customers, including offering help and advice to customers of the service. You will liaise with managers/senior officers and will be responsible for ensuring delivery of high quality and efficient service as part of the Business Support service supporting the Private Sector Housing.
Primary areas of work to include, providing administration support to the operational service as allocated, preparing routine forms and correspondence, collating and prepare information from a variety of sources, operating standard office ICT applications, operating service specific ICT and information systems, and being prepared to work flexibly across different disciplines in the Service
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
How to apply
Please complete the online application form stating what vacancy you are interested in.
Read our guidance for further advice. Please check your information carefully and ensure you complete all sections before submitting your application.
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
Specific Job Purposes
Leeds Homes Team – This role provides administration support to the Leeds Homes Teams by working in partnership with Housing Management and Registered Provider partners on matters associated with the Housing Register and property lettings. You would be required to administer, maintain and update databases and spreadsheets whilst using initiative to work accurately to deadlines.
Private Sector Housing - To provide an effective and efficient administration and support service as part of a business support pool serving the Private Sector Housing in Statutory Housing.
Primary areas of work to include, providing administration support to the operational service as allocated, preparing routine forms and correspondence, collating and prepare information from a variety of sources, operating standard office ICT applications, operating service specific ICT and information systems, and being prepared to work flexibly across different disciplines in the Service.
Responsibilities:
- Work with high levels of accuracy for tasks such as checking documents and recording numerical and alphabetical information.
- Identify problems and areas for improvement and offer solutions.
- Support staff and develop new team members.
- Use initiative and judgement where appropriate, providing outcomes and solutions for customers from a range of options.
- Work on your own, manage your own workload and use your initiative to adhere to time scales and deadlines.
- Carry out a range of administrative duties.
- Collate data and use it to produce reports.
- Understand legal business, financial, audit, confidential and operational requirements of the service, and the impact on its day-to-day work.
- Maintain effective relationships with other Leeds City Council staff, Elected Members, members of the public and other partnership organisations as appropriate.
- Work flexibly moving within service areas, working at different locations depending on service demand
- 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
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.
Method of Assessment will be through one or more of the following Application Form, Test, Interview or Certificate.
Skills Required
- Well-developed interpersonal and communication skills with a wide range of people including face-to-face, telephone and written communication skills. Including the processes for dealing with varied information with a range of audiences.
- Able to work with, and within, multiple teams of staff and contribute to its development with suggestions for new ways of working
Knowledge Required
- Knowledge of the applications, systems and IT programmes utilised by the service and being able to accurately record and retrieve information.
Experience Required
- Of working on your own and using your initiative to adhere to timescales and deadlines.
- Experience and understanding of the importance of providing excellent customer services
- Of dealing positively with challenging situations.
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
