Job title:Administration Assistant
Salary:B1 - £23,151.48 - £23,892.96
Hours:37
Contract:Permanent
Location:Hybrid working – office location St James’ Hospital

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 an Administration Assistant role working in BAS supporting Adults & Health social work within the hospital team. The role is based at St James’ Hospital. You will provide administrative support to social workers within the hospital setting.  

The role is hybrid with a minimum of 2 days a week in the office but flexibility is essential.

What you will bring to the role 
Key skills required:

• Well-developed interpersonal and communication skills, including face-to-face, telephone and written communication skills.
• Able to work with, and within, multiple teams and contribute to its development with suggestions for new ways of working.
• Able to work on you own and use your initiative to adhere to timescales and deadlines.
• Good numeracy and literacy skills and the ability to deal with complex tasks with support.
• Good attention to detail and able to collate data and use it to produce reports.
   

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 Gemma Hughes 0113 3785290.
 
We promote diversity and want a workforce that reflects the population of Leeds and the communities we serve. Leeds City Council is an Inclusive employer, ranked 70 on the Stonewall top 100 employers 2023 list. We are also an Age friendly employer, a Mindful employer and a Disability Confident leader.

All new Leeds City Council appointments are made subject to the satisfactory completion of a six month probationary period. 

This role is based in the UK. Employment is conditional on confirmation of the right to work in the UK  - 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 and the role does not meet eligibility for sponsorship, please consider carefully whether you meet the eligibility to apply.

Job Description

Shared Services consists of employees in the Business Support Centre, Business Administration Service and Contact Centre. 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.

This role is working in the Business Administration Service, supporting Adults & Health Hospital Social Work teams. You will be based at St James Hospital. You will manage your time effectively, use your initiative to solve problems and work well as an individual and as part of a team, with good attention to detail.  You will positively embrace new ways of working to ensure a high-quality and consistent service is delivered to our customers.

Responsibilities:

• Work with high levels of accuracy for tasks such as checking documents, recording numerical and alphabetical information.
• Identify problems and areas for improvement and offer solutions.
• Work unsupervised, using your initiative to adhere to time scales and deadlines and manage your own workload.
• Carry out a range of administrative duties.
• Work flexibly and move within service areas – working at different locations depending on service demand.
• Maintain effective relationships with other Leeds City Council staff, Elected Members, members of the public and other partnership organisations as appropriate.
• Flexible and adaptable to change to assist other services as required commensurate to grade
• Participate in appraisal, training and development activities as necessary to ensure up to date knowledge and skills
• Improve own practice through observation, evaluation, discussion with colleagues and development programmes.
• Work collaboratively with colleagues, knowing when to seek help and advice.
• Contribute to the overall ethos, work, and aims of the service by attending relevant meetings, training days/events as requested.
• Be aware of and comply with Leeds City Council policies and procedures e.g. child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person
• Be aware of and support difference and ensure equality for all working in an anti-discriminatory manner, upholding and promoting the values, standards and equal opportunities of Leeds City Council.
• Recognise and appropriately challenge any incidents of racism, bullying, harassment or victimisation and any form of abuse of equal opportunities, ensuring compliance with relevant policies and procedures.
• The Council has adopted a flexibility protocol and this role will be expected to work within these parameters.
• 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.

Qualifications:

• Qualifications demonstrating ability in numeracy and literacy or equivalent knowledge

PERSONAL SPECIFICATION
Method of Assessment will be through one or more of the following Application Form, Test, Interview or Certificate.

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.

Skills Required

• Well-developed interpersonal and communication skills, including face-to-face, telephone and written communication skills.
• Able to work with, and within, multiple teams and contribute to its development with suggestions for new ways of working.
• Able to work on you own and use your initiative to adhere to timescales and deadlines.
• Good numeracy and literacy skills and the ability to deal with complex tasks with support.
• Able to collate data and use it to produce reports.

Knowledge Required

• Of the applications, systems and IT programmes utilised by the service and being able to accurately record and retrieve information
• Understanding of the importance of providing excellent customer services and experience of dealing positively with challenging situations.
• Knowledge and experience of adhering to procedures and legislation relating to confidential information.

Behavioural & other Characteristics required

• Committed to continuous improvement.
• 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 & Safety Policies.
• Willingness to actively participate in training and development activities to ensure up to date knowledge, skills and continuous professional development
• Understand and embrace our values, behaviours and codes of conduct.

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

• Safeguarding

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