Assistant Administration Officer - REQ000017

Job title:Assistant Administration Officer

Salary: £23,151.48 - £23,892.96

Hours: 37 hrs

Contract: Permanent full time

Location: Merrion House

As an Assistant Administration Officer you’ll thrive on working in an administrative role within the Highways Business Support Unit. You will:

Be a confident user of IT applications including Microsoft Word, Excel, and Outlook.
Be able to communicate with people at all levels within the organisation.
Organise and prioritise workloads.
Complete forms and documentation accurately.
Deal with enquiries from the public both in person, email and on the telephone

It’s not about what you can do, it’s all of us doing the best we can working for Leeds City Council.

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 valuesand ambitions.

About you

As an Assistant Administration Officer, you will bring to the role:

An ability to work with and within multiple teams and contribute to development with suggestions for new ways of working. (A/I)
An ability to work on your own and use your initiative to adhere to timescales and deadlines. (A/I)
Knowledge of the applications, systems and IT programmes utilised by the service and being able to accurately record and retrieve information. (A/I)
Good numeracy and literacy skills and the ability to deal with complex tasks with support. (A/I)
An understanding of the importance of providing excellent customer services and experience of dealing positively with challenging situations. (A/I)
Be comfortable minuting meetings at all levels across the service, with good recording skills and a strong attention to detail. (A/I)

About the role

This role is working in the Highways Business Support Unit at Merrion House which is responsible for the provision of administrative and clerical support to the wider Highways Service. You will be part of a small team responsible for managing incoming enquiries from the public and Elected Members through effective acknowledgement and allocation to the relevant department for a response. In addition, administrative and recording skills will be essential in this role with an ability to minute meetings and carry out general administrative tasks. Initially, you will be based at Merrion House full time, with a view to introduce flexible home working once you have completed all necessary training and become embedded in the role.

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 benefitsto help you boost your wellbeing and make your money go further

How to apply

Please complete the online application form.

Please upload your CV and complete a personal statement of no more than 500 words Read our guidancefor 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 Darren Parker, Group Operations Manager, call 0113 378 5651 or email darren.parker@leeds.gov.uk

A Disclosure and Barring Service (DBS) check will be carried out on preferred candidates. Read our recruitment of ex-offenders’ policy

We are committed to safeguarding and promoting the welfare of children, young people and vulnerable adults.

We promote diversity and want a workforce that reflects the population of Leeds. Leeds City Council is ranked 70 on the Stonewall Equality Index 2023. 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

Job Purpose:

This role is working in the Highways Depot Technical Support team which is responsible for the provision of administrative and clerical support to 3 Highways Depots (Seacroft, Pottery Fields, Henshaw) including payroll documentation for highways operatives, goods ordering and administration of the requirements of the Traffic Management Act. You will be part of a small team responsible for monitoring of the administrative and clerical functions relating to Highways depots activities; deal with telephone enquiries, producing daily reports, maintaining and updating computer records and files .

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.

Responsibilities for Grade:

Working 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 administrative duties such as filing, scanning, cash handling, photocopying, mail handling, diary management and arranging meetings.
Ability to collate data and use it to produce reports.
Knowledge and experience of adhering to procedures and legislation relating to confidential information.
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.

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

Well-developed interpersonal and communication skills, including face-to-face, telephone and written communication skills.(A/I)
Work with, and within, multiple teams and contribute to its development with suggestions for new ways of working. (A/I)
Work on you own and use your initiative to adhere to timescales and deadlines. (A/I)
Knowledge of the applications, systems and IT programmes utilised by the service and being able to accurately record and retrieve information. (A/I)
Good numeracy and literacy skills and the ability to deal with complex tasks with support. (A/I)
An understanding of the importance of providing excellent customer services and experience of dealing positively with challenging situations. (A/I)

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.

Skills Required

E.g. Contract procedure rules, Payroll processing, Recruitment and selection, Children’s safeguarding (A/I)

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 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 25 days, plus 4 days following 5 years local government service pro rata. 8 statutory holidays.

Economic Conditions:

Grade: B1

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 postholder 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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