Senior Administration Assistant - REQ001891

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

Job title: Senior Administration Assistant

Salary: B3 x 2 - £25,584 - £27,269

Hours: 37

Contract: Permanent

Location: Hybrid working – Tribeca House

Would you like to be part of something bigger and join us in our ambition to become the Best City, working together as a Team for Leeds? Do your values match ours, and do you have something to offer?

Leeds City Council delivers over 500 different services to residents and is dedicated to bringing the benefits of a prosperous, vibrant, and attractive city to the people of Leeds. This is a fantastic time to join us.

Benefits of working with us

We pride ourselves on offering the best employee experience, with a genuine commitment to keeping our colleagues safe and well at work.

You can expect great benefits whilst working for us, including:

a competitive pay progression structure including generous employer pension contributions
flexible career paths with tailored personal and professional development
support for you, your home and your family including personal, and financial wellbeing support
hybrid working arrangements (subject to needs of the role) and a flexitime system

For more information about our benefits please see the benefits section of our jobs page.

Introduction to the role of the team

The Business Administration Service (BAS) provides administrative support across Leeds City Council and all its services. The aim of BAS is to develop a professional service which meets service needs and supports the delivery of the Best Council Plan, ensuring the efficient use of resources, capacity, and technology.

We currently have two Senior Administration Assistant roles working in BAS supporting Adults & Health social work within the Integrated Reviewing Team based at Tribeca House. You would be expected to confidently deal with queries within the social work IT systems and work as part of a team with strong organisation and multitasking abilities to work in the fast-paced environment.

The role is hybrid, however, flexibility is essential, with office attendance required to support the work needed with this role.

What you will bring to the role

Working with high levels of accuracy for tasks such as checking documents and recording numerical and alphabetical information.
Identify problems and areas for improvement and offer solutions.
Supporting staff and develop new team members.
Use own initiative and judgement where appropriate, providing outcomes and solutions for customers from a range of options.
Work 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.
Ability to analyse and collate data and use it to produce reports.
Understanding of legal business, financial, audit, confidential and operational requirements of the service, and the impact on its day-to-day work.
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.

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 roles, please contact Rachel Graham 0113 3782920.

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 Shared Services consists of over 700 employees in the Business Support Centre and Business Administration Service. 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 providing administrative support to the Adults & Health Social Work within the Integrated Reviewing Team. The post holder will be key to ensuring timely data collection and reports are available for reviews to take place. You will interrogate data and have the ability to articulate complex information clearly and effectively, and be able to confidently deal with queries within the social work IT systems. You will work as part of a team and have strong organisation and multitasking abilities.

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

Working with high levels of accuracy for tasks such as checking documents and recording numerical and alphabetical information.
Identify problems and areas for improvement and offer solutions.
Supporting staff and develop new team members.
Use own initiative and judgement where appropriate, providing outcomes and solutions for customers from a range of options.
Work 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.
Ability to analyse and collate data and use it to produce reports.
Understanding of legal business, financial, audit, confidential and operational requirements of the service, and the impact on its day-to-day work.
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 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 Candidates will only be shortlisted if they can demonstrate that they meet all the following 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

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 policies and procedures.
Carry out all duties having regard to an employee’s responsibility under Health, Safety and Wellbeing
Willingness to actively participate in appraisal, training and development activities to ensure up, to date knowledge and skills.
Flexible and adaptable to change to assist other services as required commensurate to grade.
Be aware of and support difference and ensure equality for all working in an anti-discriminatory manner, upholding, equality & diversity 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 Candidates are not required to meet all the following desirable requirements however these may be used to distinguish between candidates

Safeguarding

Job purposes – B3 Senior Administration Assistant

Safeguarding

This role provides administration support to statutory decision-making panels/meetings and is fundamental in supporting Children & Families with their statutory child safeguarding and protection responsibilities. By providing administrative support you will find this is a rewarding role if you have an interest in supporting professionals to help some of our most vulnerable families. You would be required to deal with sensitive and confidential information professionally and in accordance with strict deadlines and information governance requirements. You will be required to answer and refer incoming calls and therefore will need to speak directly to families, professionals and partners. You will provide administrative support to these panels by preparing the meetings, minuting the meetings and sending out the actions and provide support to families, professionals and partners. You will have access to emotive and difficult information therefore it is important that you understand and appreciate the nature of this role, and your own emotional resilience if you are successful in the recruitment process.

Safeguarding – Fostering

This role involves close working with the Fostering social work team and the Fostering Panel Administration Team to manage the administration of fostering panel outcomes. Responsibilities include updating database systems, tracking data for statistical purposes, and producing a variety of monthly/annual reports. Additionally, you will handle incoming referrals and queries for the Mockingbird Family Hub, as well as minuting of meetings. Strong organisation and multitasking abilities and a keen interest in working with spreadsheets are essential.

Youth Offer

This role is working in the Business Administration service supporting the Youth Offer, which is responsible for providing youth work and supporting young people across Leeds. You will work as part of a team to fulfil purchase orders, maintain financial spreadsheets, and administer important processes such as volunteering and commissioned youth work. The work uses finance suites such as FMS and Lloyds. You will be able to communicate clearly and effectively as you will be responsible for corresponding to queries through our busy inbox and phone line.

Safeguarding – Duty and Advice

This role involves providing high-quality front-line telephone advice and other administration related support to customers contacting the Children & Families Duty and Advice Team. You will ensure a responsive, professional and caring service is provided to customers and appropriate safeguarding referrals are made to the Social Work Duty and Advice Team. You will work closely alongside Social work colleagues including Social Workers, Team Managers and Service Delivery Managers to ensure this critical service runs smoothly.

This is a highly sensitive safeguarding support role where you will be required to comply with information governance practices and deal with emotionally sensitive telephone referrals. You would be required to maintain a good knowledge of customer issues, processes and related services to enable you to deal with and resolve customer enquiries without assistance, and to direct customers to the correct contact point in complex cases. You will also support with MARAC/DRAM administration arrangements which deals with cases of high-risk domestic violence.

Children & Families Social Work

This role is providing administrative support to the Children’s Social Work Management teams, facilitating complex meetings that are crucial for statutory child safeguarding and protection. This role involves scheduling and minuting multi-agency meetings, handling sensitive and confidential information, and ensuring compliance with strict deadlines and information governance requirements. You will also support other panel administration meetings and must possess emotional resilience due to the nature of the information handled. This office-based role is rewarding for those interested in supporting professionals who help vulnerable families.

Activity Centres

This role is based on site at the activity centres. Working with the wider activity centre team you will engage with schools and other customers and stakeholders to co-ordinate bookings and support the centre manager and activity workers to welcome visitors and ensure the smooth running of the centre day to day. You will be able to communicate clearly and effectively as you will be responsible for corresponding to queries through a busy inbox. You will use finance systems to invoice customers and prepare budget projections and use social media to promote the centre and support income generation to the council.

Adults & Health (IRT)

Apply for this job

#LI-DNI #INT