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

Job title: Administration Assistant

Salary: B1 £25,185 - £25,989

Hours: 37 hours per week

Contract: Permanent 

Location: Leeds City Council - Civic Hall 1-2 days a week with hybrid working offered.

Leeds is made up of 812,000 people - from a diverse range of backgrounds, speaking over 175 different languages.  A city with a unique geography - a vibrant urban centre surrounded by towns, villages and more rural areas, each with their own distinct history and character. We are proud to be a welcoming city, where our rich culture and diversity is celebrated and accessible for all. Every person in Leeds counts and should have the opportunity to contribute their strengths to Team Leeds.  Leeds City Council is one of the largest employers in the region with over 14,000 employees and we seek to recruit and develop talented individuals who embody our council values and ambitions.

About you

We are seeking a self-motivated and enthusiastic individual who is looking to build a career within Financial Services.

This is a great opportunity to move into a financial role which can offer a variety of work in a vibrant and forward thinking environment. You would be working as part of the team providing a comprehensive financial administration support service to the wider financial management team.

You will need the ability to organise and co-ordinate your workload with your line manager to meet tight deadlines, to have a flexible approach to work demands and be able to work as part of a team and on your own initiative. 

Applicants will be required to provide evidence of numerical and literacy skills to meet the essential qualification criteria for shortlisting:

GCSE Maths & English Grade C or new numbers 4 and above or subject specific equivalents.

A basic DBS will need to be completed.

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

We have a strong track record of helping people develop their Finance careers, alongside our commitment to improving diversity and wellbeing. In addition to training, development and mentoring, employees can also gain experience in our different Finance teams.

You can also take advantage of our various flexible working patterns including our ‘hybrid’ working model. Staff within Financial Services at present have the option to work both in the office and from home, with an average of 1-2 days worked from the office a week depending on business need.

How to apply

To give yourself the best chance of being shortlisted for interview, please ensure you describe how you meet the essential requirements for the role, using appropriate examples where appropriate.

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

If you have any queries or would like an informal chat about the roles, please contact either:

• Dawn Chandler, Principal Exchequer Manager on 01133368171 or email Chandler@leeds.gov.uk
• Stephen Quinn, Senior Revenues Officer 01133788739

A Disclosure and Barring Service (DBS) check will be carried out on preferred candidates. Read our recruitment of ex-offenders policy.

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. Ensure you are eligible before applying.

Job Description

Job Purpose: Working as part of a team to carry out administrative duties in relation to all aspects of payment processing and other activity on the Council’s bank account, the post-holder will model the Council’s values and behaviours in order to help us achieve our ambition of being the best council in the country.

Responsibilities for Grade:

• Opening, sorting and distribution of incoming post and items received from the Council’s bankers.
• Processing all types of payments received by the council including transferring payments between different Council systems.
• Liaising with colleagues, other council services and external organisations, including the Council’s bankers in order to resolve queries in relation to monies received and payments made.
• Inputting and retrieving data using computerised systems.
• Using online banking software to make payments from the Council’s bank accounts.
• Raising orders, checking and payment of invoices and liaising with suppliers in respect of the supply of goods and services.
• Working as part of a team towards the achievement of Exchequer Services objectives and performance standards.
• Filing and retaining paper and electronic records in accordance with Financial Procedures.
• To participate in appraisal, training, and development activities as necessary to ensure up to date knowledge and skills
• To improve own practice through observation, evaluation, discussion with colleagues and development programmes.
• To 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

• No specific qualifications are required but possession of GCSE grade C or above (or equivalent) in Mathematics and English would be desirable

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

• Able to carry out administrative duties in relation to the receipt and processing payments made to the Council.
• Able to use a computer to access and update information quickly and accurately
• Able to maintain statistical data in Excel, and to provide other financial information as required.
• Able to work accurately with figures
• Able to work towards targets and deadlines.
• Able to communicate effectively with a wide variety of people.
• Able to work on own initiative and make an effective contribution to a team.

Knowledge Required

• Understanding of the different types of payments made and received by the council.
• A knowledge of general office procedures and practice.

Experience Required

• Experience of communicating with a wide range of people.
• Experience of working as a member of a team
• Experience of general office work.
• Experience of working successfully towards targets and deadlines

Behavioural & other Characteristics required

• Understand and embrace Leeds City Council Values and Behaviours and codes of conduct.
• 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 and Safety Policies.
• Willingness to actively participate in training and development activities. 
• Flexible and adaptable to change to assist other services as required commensurate to grade. 
• Participate in appraisal, training, and development activities.
• Be aware of and comply with Leeds City Council policies and procedures.
• Be aware of and support difference ensuring equality for all, working in an anti-discriminatory manner, upholding, equality & diversity. 
• Recognise and appropriately challenge any incidents of racism, bullying, harassment, victimisation, and any form of abuse, reporting any concerns to the appropriate person.
• The Council has adopted a flexibility protocol and the role will be expected to work within these parameters.

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