Job title: Administrative Assistant
Salary: B1 £24,404 - £25,183 pro rata
Hours: 18.5 hours per week
Contract: Permanent
Location: Baby Steps Team (Middleton)
An exciting opportunity has arisen to work within the Learning for Life Service, providing administrative support to the Baby Steps Team and programme.
Baby Steps is an evidence-based antenatal and postnatal education programme for families with additional needs and at risk of poorer outcomes. The overall purpose of the programme is to increase the support available during pregnancy and the first few months of life and to prepare parents not only for the birth of their baby, but also their own transition to parenthood. The programme is based on the Department of Health’s Preparation for Birth and Beyond framework for antenatal education, and has been endorsed by the Department of Health.
About the role
You will be the first point of contact for internal and external customers, providing a first class reception service and, therefore, the successful candidate must be able to work on their own initiative and communicate effectively with a diverse range of people.
Other duties will include the maintenance of computer and manual records, data input, typing of a variety of documentation and promotional material, coordinate room bookings, filing, dealing with correspondence/ queries and post
About you
We are looking for enthusiastic, adaptable candidates with personal qualities to support a very busy service. You must have:
- Excellent communication and listening skills
- Good IT skills with knowledge of using databases and Microsoft packages
- Be enthusiastic and able to build good relationships with colleagues, partner organisations and members of the public.,
- Be able to demonstrate and work within confidentiality regulations.
- You will be self motivated, organised and practical.
- Possess good administrative and computer skills,
- Be flexible in your approach to undertake a wide range of duties with a commitment to good customer care practice.
We expect the following experience and qualifications:
- Good standard of literacy and numeracy
- Good computer literacy
- Experience of working with others
- Ability to work in different environments
Qualifications
Numeracy and Literacy together with experience of using IT packages (Microsoft) is essential. An NVQ 2 or 3 in Business Administration (or equivalent) is desirable.
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
- 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 are committed to the ambition of Child Friendly Leeds. We want Leeds to be a city where all children are safe, happy and healthy, do well at school, fulfil their potential and grow up to be active citizens with voice and influence.
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.
How to apply
Apply for this job online.
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: Nas Draxler by telephone: 0113 2714786 / Email: nas.draxler@leeds.gov.uk, Liz Kirkman 0113 3784520 liz.kirkmanbielby@leeds.gov.uk
A Disclosure and Barring Service (DBS) check against the Children’s or Adults’ barred list as applicable 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 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.
Job Description
Job Purpose: To support senior managers and staff teams by providing a high quality administrative service and offering first class customer care to service users.
Responsibilities:
- In liaison with the manager/senior officer, to be responsible for ensuring delivery of a high quality and efficient service within the administration area.
- To assist in providing a range of administrative support for internal and external customers.
- To work as part of a team to provide customer focused services
- To be the first point of contact for visitors and customers – both in person and on the telephone. It is expected that everyone will be dealt with in a courteous, professional, calm and friendly way
- Provide an excellent customer service to customers, colleagues and visitors
- To liaise with colleagues in order to prioritise work to meet conflicting deadlines
- To maintain accurate records and track progress of work
- To assist with the induction of new staff including the demonstration of duties.
- Ordering and monitoring stock supplies
To undertake administrative duties including:
- Preparing routine correspondence and standard forms
- Managing meeting rooms and dealing with hospitality and signing-in of visitors
- Preparation of certificates, information packs, handbooks, etc
- Assist with the arrangements for events etc.
- To use IT applications and databases effectively to deliver administrative tasks. To input and retrieve data using computerised systems
- To collate and prepare information from a variety of sources including basic reports
- Take notes at meetings
- Operate relevant equipment/ICT packages e.g. word, excel, databases, spreadsheets, Internet
- Undertake general financial administration e.g. processing orders and/or cash handling
- To assist in processing time/attendance sheets and maintain records for all staff under the guidance of senior officer
- Maintain stock and supplies, cataloguing and distributing as required
- Attend and participate in relevant meetings as required
- To communicate effectively with internal and external customers in relation to work undertaken
- To work with colleagues to help improve work organisation and effectiveness
- Be aware of and comply with all Leeds City Council policies and procedures e.g. child protection, health, safety and security, confidentiality, equal opportunities and data protection, reporting all concerns to an appropriate person
- Contribute to the overall ethos/work/aims of the service
- Attend and participate in relevant meetings as required
- To undertake any other duties that are commensurate with the job evaluation outcome for this post
Qualifications Literacy & Numeracy. NVQ Level 3 in Business Administration or equivalent would be desirable
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
- Able to communicate effectively with a wide range of people
- Able to input/ retrieve information from databases
- Able to process documentation using Word
- Able to accurately enter/retrieve data information from information systems
- Able to work flexibly as part of a team & show initiative
- Able to prioritise work to meet conflicting deadlines
- Able to demonstrate good numeracy & literacy skills
- An ability to respect sensitive and confidential work.
- To display a responsible and co-operative attitude to working towards the achievement of the service’s aims and objectives
Knowledge required
- Of general office procedures and practice
- Of relevant financial regulations to carry out financial transactions
- Qualifications demonstrating ability in numeracy and literacy
Experience required
- Of dealing with queries from a wide range of people
- Of working in partnership with others to deliver work to set deadlines
- Of providing customer focussed services
- Of participating in teams
- In the use of the Microsoft package
Behavioural & Other Related Characteristics required
- Committed to continuous improvement.
- Ability to understand and observe the Council’s Equal Opportunities Policy
- To carry out all duties having regard to an employee’s responsibility under the Council’s Health & Safety Policies.
- Willingness to actively participate in training and development activities to ensure up to date knowledge, skills and continuous professional development.
PERSONAL SPECIFICATION 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
- NVQ Level 3 or equivalent in administration
