Admin Officer (Timemaster) - REQ002802

INTERNAL ONLY VACANCY. This post is open to existing Leeds City Council employees only. Applications will not be considered from external candidates.

Job title: Admin Officer

Salary: C3 £32,061 - £33,699

Hours: 37

Contract: Temporary (Up to 1 year) – Internal Only

Location: Merrion House, Leeds - hybrid working

Are you looking to play your part in transforming one of the most dynamic cities in the UK? Our vision is for Leeds to be the best city in the UK. One that is caring and compassionate, has a strong economy and which tackles and reduces inequalities. This post sits within the Asset Management and Regeneration service within City Development, however, the primary function of the role is to provide an effective and efficient administration and technical support service for Highways and Transportation Service and the Income Team.

Good communication and interpersonal skills are vital to this role as the post will involve close liaison with internal colleagues and external debtors.

As an Admin Officer you’ll thrive on being highly motivated and confident person to undertake this role.

The post holder will need to be able to manage their own workload and work as a team to ensure work is completed appropriately and within challenging deadlines.

Good working knowledge of basic Microsoft IT systems, Dynamics F&O (formerly FMS and Civica) and other Microsoft applications is essential, as is the ability to undertake complex financial analysis.

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

We are seeking a self-motivated, versatile, organised applicant to provide support to Highway Services and the Income Team. The successful applicant should demonstrate the necessary skills and experience.
You will have experience of working as part of a dedicated team and be effective in managing competing priorities and workloads, responding quickly and appropriately to changing needs and be able to demonstrate excellent organisation skills.

About the role

You will work as part of a larger team with a proactive culture and in partnership to help deliver income, in line with the service objectives.
You will work with Highways staff managing their time recording system, currently Timemaster, to deliver recovering income from internal and external clients.
You will be part of a working group and have input to deciding and implementing a replacement system to Timemaster.
As our next Admin officer, you will improve the process of time recording and recovering income in a timely manner that is integral to our Income Team.

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 range of staff benefits to help you boost your wellbeing and make your money go further

How to apply

Please complete the online short application form.

Read our guidancefor further advice on completing your application.

If you have any queries or would like an informal chat about the role please contact Adam Reynolds, Assistant Finance Officer, City Development Income Team by email adam.reynolds@leeds.gov.uk

We welcome applications from everyone and actively seek a diverse range of applicants from all backgrounds and cultures. We particularly encourage applications from, but not limited to, women, carers, veterans as well as LGBT+, ethnically diverse, disabled and care experienced people.

This role is based in the UK. Home Office guidance states that candidates must evidence their right to work in the UK prior to commencing employment, 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, you must consider your own eligibility for sponsorship for a particular role through the Skilled Worker visaroute before applying. To be eligible for sponsorship you'll usually need to be paid the standard salary rate of at least £41,700 per year or meet one of the other eligibility criteria. Please ensure you are eligible before applying.

Job Description

Job Purpose:

To provide an effective and efficient administration and technical support service using a computer database -Timemaster, Dynamics F&O (Previously Financial Management System (FMS) and the Civica Invoice system) to enable you to raise invoices to external debtors, as part of the Technical Service Development and business support function serving Highways and Transportation and Asset Management & Regeneration.

Responsibilities for Grade:

To provide a detailed, technical and administrative support in Timemaster for all staff in Highways and Transportation.
Organise and operate Timemaster to generate the feeder files required for downloading data from Timemaster to Dynamics (F&O).
Operate Dynamics (F&O) to generate all external invoicing.
Contribute to the planning, development and monitoring of Timemaster.
Monitoring and evaluation of the system and processes.

Develop good working relationships with outside agencies and stakeholders.
Liaise between managers and other administration staff.
Provide detailed analysis and evaluation of data and produce detailed reports / information as required.
Produce and respond to all forms of correspondence.
Manage all forms of administrative procedures.

To co-ordinate and supervise the work of support staff including providing training, advice and guidance on all areas of work or technical issues.
To work as part of cross-service teams and to take an active role in progressing project workstreams.
Undertake research and obtain information to inform decisions.
Comply with policies and procedures relating to health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person.
Understand and abide by the Council’s Equal Opportunities policy in the duties of the post and as an employee of the Council.
Participate in training and other learning activities and performance development as required and for personal development.
To undertake any other duties as required that are commensurate with the nature and level for this post.

Qualifications

Educated to a minimum of GCSE level including English and Mathematics at grade C or above
IT qualifications and/or equivalent work 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 skills, both verbal and written
Good IT skills including the use of Microsoft office applications, particularly Excel
Sound numeracy skills and the ability to work with large data sets
Good interpersonal skills
The ability to work within tight deadlines
Flexible approach to work demands and team-working
Ability to work quickly and accurately both within a team and on own initiative
Ability to organise and coordinate various queries to meet tight deadlines

Knowledge Required

Have a sound working knowledge of standard IT applications used in an office environment
Knowledge of the role, functions and responsibility of a local authority
Understanding of employees’ responsibility for health and safety.

Experience Required

Experience of maintaining good working relationships with internal and external clients
Experience of using IT packages including Microsoft office applications to support the delivery of professional services
Experience of working with complex information and data
Experience of working successfully to strict deadlines

Behavioural & other Characteristics required

To demonstrate the council’s values, behaviours and manager habits in all aspects of your daily work.
Positively promote the equalities agenda
To carry out all duties having regard to an employee’s responsibility under the Council’s Health & Safety Policies and Code of Conduct.
To take ownership of your personal development planning and be willing to actively participate in learning and development activities to ensure up to date knowledge and skills

#INT

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