Job title: Admistrative Assistant
Salary: B1 £25,185 - £25,989
Hours: 37
Contract: Permanent
Location: Civic Hall
The Lettings Team is part of the Business Support Centre and manages the hire of School, Academy, Children’s centre and Community centre premises. We are looking to appoint a dedicated and enthusiastic Administrator. This is a key role within our team that requires someone who has the abilities, skills and knowledge in the following areas;
Working with high levels of accuracy for tasks such as checking documents and recording numerical and alphabetical information.
Identifying problems and areas for improvement and offer solutions.
Using own initiative and judgement where appropriate, providing outcomes and solutions for customers from a range of options.
Working on your own, manage your own workload and use your initiative to adhere to time scales and deadlines.
Ability to collate data and use it to produce reports.
Desirable knowledge of the Councils invoicing system, Dynamics.
The successful candidate will be able to communicate with a wide range of people including face-to-face, telephone and written communications.
They will have experience, knowledge and understanding of the importance of providing excellent customer services and experience of dealing positively with challenging situations.
The post involves considerable interaction with members of the public.
If you would like an informal discussion prior to applying, please call Sarah Miller or Luke Glossop on 0113 3787998
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.
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 Sarah Miller sarah.miller@leeds.gov.uk or Luke Glossop luke.glossop@leeds.gov.uk on 0113 3787998
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
Shared Services consists of over 1,000 employees in the Business Support Centre and Business Administration Service. Both of 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.
This role is within the Schools and Communities Lettings Team who provide a lettings management service for school and community buildings across the city, this includes the booking of community halls, school halls and school sports facilities. The role involves handling general enquires, resolving issues that arise from lettings, liaising with schools and buildings managers, assessing booking applications, raising invoices and instigating the recovery of overdue payments.
Responsibilities
- Working with high levels of accuracy for tasks such as checking documents and recording numerical and alphabetical information.
- Identifying problems and areas for improvement and offer solutions.
- Using own initiative and judgement where appropriate, providing outcomes and solutions for customers from a range of options.
- Working on your own, manage your own workload and use your initiative to adhere to time scales and deadlines.
- Ability and experience to carry out administrative duties such as data input, filing, scanning, cash handling, photocopying, mail handling, diary management and supporting meetings.
- Ability collate data and use it to produce routine reports.
- Understanding of legal business, financial, audit, confidential and operational requirements of the service, and the impact on its day-to-day work.
- Working flexibly and moving within service areas – working at different locations depending on service demand.
- Abiding by the Council’s Equal Opportunities and Health and Safety Policies.
- Actively participating in training and development activities to ensure up to date knowledge, skills and continuous professional development.
- 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.
Essential requirements It is essential that the candidate should be able to demonstrate the following criteria for the post. Candidates will only be shortlisted for interview if they can demonstrate that they meet all the essential requirements.
- 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.
- Work with, and within, multiple teams of staff and contribute to its development with suggestions for new ways of working.
- Experience of working on your own and using your initiative to adhere to timescales and deadlines.
- Knowledge and experience in the use of IT applications and systems (including experience using Microsoft Office applications) to be able to accurately record and retrieve information.
- Experience and understanding of the importance of providing excellent customer services and experience of dealing positively with challenging situations.
- Able to raise invoices and credit notes using the Council’s systems and implement debt collection procedures.
- Able to raise internal recharges using the Council’s systems.
Essential Behavioural & other Characteristics
- 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 and ensure equality for all working in an anti-discriminatory manner, upholding, equality & diversity policies of Leeds City Council.
- 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.
