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 £41,700 per year or meet one of the other eligibility criteria. Ensure you are eligible before applying.

Special conditions this post is subject to a higher level check with the Disclosure & Barring Service. Please note that a criminal record will not necessarily be a bar to obtaining employment; this will depend on the circumstances and background to any offence.

Job Purpose

Job Purpose: To support senior managers and staff teams by providing a high quality reception and 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.

Essential requirements

Candidates will only be shortlisted if they can demonstrate that they meet all the following essential requirements.

• 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 of general office procedures and practice.
• Knowledge of relevant financial regulations to carry out financial transactions.
• Qualifications demonstrating ability in numeracy and literacy.
• Experience of dealing with queries from a wide range of people.
• Experience of working in partnership with others to deliver work to set deadlines.
• Experience of providing customer focussed services.
• Experience of participating in teams.
• Experience in the use of the Microsoft package.

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.

• NVQ Level 3 or equivalent in administration