Job title: Administration Officer

Salary: C1 £27,711 - £30,060 (pro rata)

Hours: 25 hours a week, working hours are Monday-Friday 7am -12pm

Contract: Permanent

Location: Woodview Extra Care, Eastwood Dr, Leeds LS14 5HU

As a Administration Officer you’ll support the Extra Care Service to provide care and support to its customers through efficient and effective staff rostering. The Extra Care Service supports older people who want to remain independent but also require some support with day to day living and security at home. This role is fully office based.

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

As a Business Support Administration Officer, you will bring to the role:

• The ability to make quick decisions and use initiative
• The ability to organise and prioritise workloads to achieve targets
• To understand confidentiality and information governance
• The ability to deal with constant and conflicting demands
• The ability to work independently

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

If you have any queries or would like an informal chat about the role please contact Angela McAuliffe, Deputy Head Business Administration. Call 0113 378 9320 or email angela.mcauliffe@leeds.gov.uk

A Disclosure and Barring Service (DBS) check against the Children’s or Adults’ barred list as applicable may 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 visa route before applying. To be eligible for sponsorship you'll usually need to be paid the standard salary rate of at least £38,700 per year or meet one of the other eligibility criteria. Ensure you are eligible before applying.

Leeds City Council Job Profile

Special conditions this post is subject to a higher-level check with the Disclosure & Barring Service. Please note that a criminal record will not necessarily be a bar to obtaining employment; this will depend on the circumstances and background to any offence.

Job Purpose

Shared Services consists of over 700 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. The role involves hybrid working (home/office dependant on service need), potentially working face-to-face with customers and working within the council boundaries as required.

Specific job purposes for all Business Administration Teams are detailed below. Further details regarding the vacancy you have applied for are detailed in the advert.

Responsibilities for Grade

• Supervise and develop staff to ensure work is prioritised and carried out effectively and efficiently to ensure deadlines are met to high standards.
• Manage your own workload and meet targets whilst maintaining quality as part of a team.
• Assist with the presentation of a variety of information in a clear and concise way with high attention to detail – through both written reports and verbally.
• Experience of adhering to legislative business, financial, audit, and operational requirements of the service, and the impact on its day-to-day work.
• Knowledge of adhering to procedures and legislation relating to confidential information and financial regulations.
• Experience of dealing with sensitive and confidential information.
• Establish and maintain records, accurately entering and retrieving information.
• A commitment to the continuous improvement of quality standards, business procedures and processes through continuous review and development.
• Work flexibly and move within service areas – working at different locations depending on service demand.
• Willing to abide by the Council’s Equal Opportunities and Health and Safety Policies.
• Willing to actively participate in training and development activities to ensure up to date knowledge, skills and continuous professional development.

The above list is not exclusive or exhaustive, and the service may require the job holder to undertake duties commensurate with the level of the role. The Council has adopted a flexibility protocol and this role will be expected to work within these parameters.

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.

• Experience of communicating clearly and effectively with a wide range of people and being able to develop strong working relationships.
• 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.
• Experience of providing excellent customer services and dealing with queries from a range of people.
• Experience of the applications, systems and IT programmes utilised by the service and being able to accurately record and retrieve information.

Essential Behavioural & other Characteristics 

• Identify and take account of the significance of diversity on the lives of people and show application of this understanding in practice.
• Registration with the Health and Care Professions Council (HCPC) upon commencement in post and maintain yearly registration.
• 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.

Desirable requirements It is desirable that the candidate should be able to demonstrate the following criteria for the post. Candidates are not required to meet all the desirable requirements however these may be used to distinguish between candidates.

• Safeguarding

Leadership & Governance (Leadership Assistant)

This role is working in the Leadership and Governance support area of the Business Administration Service, which is responsible for providing administrative support to the Council’s Leadership Team. You will monitor and respond to incoming emails, telephone calls and correspondence, providing diary and work programming support. This will require communication with a wide variety of people, including members of the public, organisational partners and Elected Members. You will work with the team to coordinate reports and information and you will also organise, facilitate and provide effective complex meeting support including the production and distribution of supporting documentation and meeting records, which may be highly sensitive or confidential.

Payments HUB

This role is working in the Business Administration Service supporting the finance hub which is responsible for the smooth running of financial administration processes on behalf of Council services.  You will be responsible for raising and making payments, adhering to the financial policies and working in partnership with services to ensure organisations and individuals are paid in a timely manner. You will contribute to process improvement activities to continue to deliver a high-quality service to customers.

Care Delivery, Adults & Health

This role is working in the Business Administration Service to deliver administrative support to the Extra Care Service. The Extra Care Service works in partnership with housing organisations to provide care and support to people living at three extra care schemes. The schemes are available to residents of Leeds who are over 55 years of age and have a housing and care need; are staffed 24 hours a day; provide individualised support to people who live in their flats; offer strength-based support to help people achieve the things they want to do in their everyday lives; and work with carers, family and friends to offer support, shared care, information and advice. The administrators ensure that care visits are rostered accurately, and safe staffing levels are always in the building. They are responsible for setting up customers and their schedules accurately on the rostering system. They liaise with professionals such as hospital staff, colleagues across the service and service users. This role is fully office based.

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