Principal Administration Manager - REQ003717

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

Job title: Principal Administration Manager

Salary: PO3 (£42,839 - £46,142)

Hours: 37 Monday to Friday (part time will be considered)

Contract: Permanent

Location: Various

The Business Administration Service (BAS) provides administrative support across the Council with around 500 staff working across 50 locations. The aim of BAS is to deliver a professional service that meets service needs and supports statutory and essential functions aross the Council.

As Principal Administration Manager you’ll have extensive experience of managing staff and administrative functions and will be able to engage and motivate teams to recognise their full potential. You will support the Business Administration Senior Management Team to ensure management arrangements are in place to support the delivery of a professional and effective administration service.

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.

As a Principal Administration Manager, you will bring:

The ability to work in partnership with a range of people and services using excellent communication skills to ensure productive and collaborative relationships.
Demonstrate where you have built effective relationships with services to influence change to improve service outcomes and have the drive and commitment to work with the rest of the management team to continue to develop, co-ordinate and improve administration support.
Deliver budget and resource efficiencies to meet service need.

About the role

You will be responsible for the line management of teams within Business Administration, aligned to the BAS model. A key part of the role involves leading workforce development and promoting staff welfare and wellbeing. This includes coaching, mentoring, and supporting training and development to build confident, capable teams.

In addition, you will drive continuous improvement and work collaboratively with services, teams, and individuals, to review business processes to ensure efficient ways of working.

As our next Principal Administration Manager you will demonstrate a positive commitment to continuous improvement and creative thinking which are vital in developing and modernising our service to ensure business outcomes are achieved alongside budget reduction.

This role is a key part of the extended Business Administration Service (BAS) team, where you will contribute as a valued member of the BAS Senior Management Team (SMT). The new Deputy Head of BAS has now been appointed, SMT will review in due course the current HUB structure and allocate responsibilities across the PO6 tier, taking into account the appointee’s experience. This review will also help determine the role and responsibilities for this PO3 vacancy.

This role involves hybrid working, with a minimum of two days in the office but on occasions determined by service need this may mean more. Flexibility in connection with this is essential. One day based at Merrion House, Leeds City Centre with the Business Administration Management Team and at least one day based across Leeds with the team/s that the role directly manages.

How to apply

This vacancy will form part of a trial of the Council’s new recruitment system for local recruitment. BAS will be one of the first services to use this, so please bear with us as we get started. We’d really welcome any feedback.

To apply, please submit your CV (maximum two sides of A4) via the recruitment portal and complete the additional questions asked. You do not have to complete the training and education section if you included this in your CV.

In the mandatory Supporting Statement section, please can you describe in a minimum of 250 words 'What are your main achievements in the workplace'.

As part of the process, we are also asking you to submit a short video (no longer than five minutes). In your video, please introduce yourself and answer the following question: 'Tell us about yourself and what skills and experience you could bring to the role'.

Please ensure your video does not exceed the five-minute limit and send it directly to Claire Duguid, Deputy Head of Business Administration Service Claire.Duguid@leeds.gov.uk

Your CV and supporting statement must be submitted via the recruitment portal, and your video sent to me by Friday 24 April 2026.

Leeds City Council Job Description

Job Purpose:

The Business Administration Service is responsible for a large number of administrative staff providing the professional administrative lead and service to a wide range of teams and service areas across the whole of the Council. The Business Administration Service aims to deliver efficient, modern, value for money administrative functions to support the delivery of business outputs and outcomes based on the key principles of standardise, simplify, share, automate and stop whilst aligning with and facilitating corporate strategies and developments.

You will be integral to supporting services across the Council assisting with reviewing/redesigning models of delivery, systems and processes. You will provide leadership across a number of teams in a range of functional service areas, and the management of resources, work streams and personnel in accordance with Council Values and priorities, and in accordance with the Business Administration Service operating model.

You will support the Business Administration Senior Management Team to ensure effective functional and performance management arrangements are in place to support the delivery of a modern, highly professional and effective administration service. This will include the delivery of change across diverse administrative teams. You will direct the delivery of robust systems and processes, whilst providing proactive support, advice and guidance to service areas regarding continuous improvement.

You will have excellent communication and interpersonal skills and an ability to broker and build effective working relationships and networks. This will include working across the whole of the service to support the development of the Business Administration Service.

Responsibilities for Grade:

The line management of flexible areas and teams within the Business Administration in accordance with the Business Administration Service business model.
Responsible for workforce development, welfare and wellbeing whilst ensuring highly professional standards in behaviours by taking a lead role in the development of teams and individuals including the coaching, mentoring, and facilitation of training and work instructions.
Provide continuous improvement through the delivery of projects and the management of change including any necessary improvement to the Business Administration Service delivery model.
Support and deliver continuous improvement in standards, business procedures and processes through review and development, working with services, teams and individuals.
Develop, implement and report on new strategy, procedures and methods of working in response to changes in legislation, technology and best practice.
Manage compliance with the Corporate Constitution, Procedure Rules and Standing Orders, Financial Regulations, Quality Assurance procedures and other legislative requirements including GDPR and Corporate Information Governance requirements
Deliver budget and resource efficiencies through the deployment of resources to meet service need, whilst prioritising areas that will deliver greatest value and maximum benefit to service users and to the organisation.
Establish and maintain highly effective working relationships with all relevant services communicating confidently and effectively with internal and external stakeholder groups and individuals.
Develop a considerable understanding of the systems, programmes and processes utilised by specific service areas across the Council to facilitate recommendations for development and improvement.
Undertake duties delegated by the Deputy Head(s) of Service when required and as directed, working as part of a team to deliver service objectives and any other duties commensurate with the grade.
Workforce management in accordance with corporate workforce management policies and procedures including recruitment and selection and performance management.

Qualifications:

Educated to degree level or relevant significant experience relevant to the post

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.

Ability to prepare and produce reports, guidance notes and procedure documents, and communicate information effectively with stakeholders within a business context, adapting style as appropriate to ensure concepts and ideas are clearly understood by different audiences.
Ability to manage competing priorities and workloads to meet tight deadlines and respond to changing needs, in a complex and rapidly changing environment.
Ability to review, challenge and implement improved processes and ways of working.
Ability to inspire staff and stakeholders to embrace change and effectively deliver the change directly, or in a project environment.
Ability to build strong, trusted relationships and networks with internal and external stakeholders to ensure collaborative delivery of the Business Administration’s objectives.
Ability to interpret statutory obligations and strategic priorities and ensure that these are implemented and followed by the Business Administration Service workforce.
Able to lead, manage, motivate and develop staff to deliver highly valued work streams.
Ability to plan, organise and co-ordinate complex processes and activities, using initiative to manage own work and the work of teams, including effective and clear delegation of work steams and responsibility.
An understanding of change management principles and techniques
In depth understanding of the purpose and structure of Leeds City Council.
An understanding of the purpose and requirements of the Corporate Constitution, Corporate Procedure Rules and Standing Orders, Quality Assurance procedures, GDPR and Corporate Information Governance.
Knowledge of Council Workforce Policies and their application including; Performance Management, Improving Attendance, Recruitment and Selection, Grievance and Disciplinary procedures.
Significant experience of workforce management in administration, finance or programme management experience in order to effectively manage diverse teams of staff, including effectively leading teams through organisational or process change.
Experience of applying Workforce Management Policies including Performance Management, Improving Attendance, Recruitment and Selection, Disciplinary and Grievances.
Experience of expressing ideas, concepts and instruction clearly, face to face and through various communication media to a wide range of people.
Experience of contributing towards the development of service improvement activities and processes.
Experience of the proactive identification of problems and areas for improvement and the implementation of successful solutions, working restoratively with both staff and service areas.
Experience of managing diverse and conflicting workloads and deadlines and working creatively and effectively to meet business priorities.
Considerable experience of co-ordinating activities which involve working effectively with stakeholders across multiple areas to overcome challenges, resolve complex problems and deliver outcomes.
Experience of researching, analysing and interpreting systems, information or statistics and recommending appropriate solutions, strategies and plans to managers.
Comprehensive IT skills including experience of utilising Microsoft Office applications, and communication software.
Adopt innovative and aspirational approaches to overcoming challenges, whilst working within restorative practice principles.
Promote and demonstrate the Council’s values and expected behaviors with a high degree of personal integrity and professionalism.
Have a commitment to working positively and restoratively with others to build solutions and deliver better outcomes for service users and the organisation.
Support the health, wellbeing and rights of others by promoting and implementing policies and legislation that supports diversity in the workplace, the elimination of discrimination, the protection of data and the safety of others.
Have a commitment to implementing legislation, local and national standards, best practice and all council policies in pursuit of excellence in service delivery.
Demonstrate a commitment to personal development and training.
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.

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.

Experience of managing or developing IT systems
Experience of Managing Projects

Relationships: The post holder will be required to maintain effective relationships with other Leeds City Council staff, Elected Members, members of the public and other partnership organisations as appropriate.

Physical Conditions: Primarily WFH/office based, potentially working face-to-face with customers, working within the council boundaries as required. Leeds City Council has a no smoking at work policy.

Social Conditions: Annual leave of 27 days, plus 5 days following 5 years local government service pro rata. 8 statutory holidays.

Economic Conditions: Grade: PO3

Hours: 37 hours per week

Flexitime: Eligible to participate in flexi-time scheme

Conditions of Service: NJC National Agreement on Pay and Conditions of Service for Local Government Services apply.

Prospects: Promotion: Whilst there is no automatic progression to any more senior posts, opportunities do exist for advancement and promotion, dependent upon normal staff movements and on the capabilities of the individual post holder.

Training: The Department encourages training both “in-house” and external to meet the needs of the individual and of the Department.

DBS Checks: Some posts may be subject to checks with the Disclosure and Barring Service. A criminal record will not necessarily be a bar to obtaining employment; this will depend on the circumstances and background to any offence.

Disabled Employees: Where the post holder is disabled, every effort will be made to supply all necessary aids, adaptations or equipment to allow them to carry out all the duties of the job. If, however, a certain task proves to be unachievable, job redesign will be given full consideration.

Council Values: The council values are at the heart of everything we do. They inform the way we design and deliver our services and the way we all work and behave. You can see the values on page 14 of the Best Council Plan.

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