Administrator

If you have any queries or would like an informal chat about the role please contact:

Amanda Ashe,

Children’s Centre & Early Start Service Lead

Tel: 0113 3784500

Email: amanda.ashe@leeds.gov.uk

Applications received are assessed for shortlisting every two weeks. We hold interview panels regularly to fill ongoing vacancies.

Please be aware that successful applicants will be employed by LCC and not a particular centre and could be asked to work at any of the city-wide Little Owls Nurseries or Children Centres.

A Disclosure and Barring Service (DBS) check against the Children’s or Adults’ barred list as applicable will be carried out on preferred candidates. Read our recruitment of ex-offenders policy.

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

Job Description

Job purpose

To provide a high level of administrative support to Managers and staff teams within the Early Start Service area by providing a high-quality reception and administrative service and offering first-class customer care to service users.

Responsibilities

• To provide a high level of administrative support to managers and teams, including diary management, telephone answering, typing/data input and/or preparation of reports, and a variety of documentation.
• To support and take minutes at meetings.
• To organise and supervise administrative systems within the service. Contribute to the planning, development, and monitoring of support services and the supervision of administrative staff.
• Supervisory responsibilities including the direction of, checking work, and advising and/or training staff.
• To work on own initiative and prioritise own workload and that of other administration staff.
• To operate relevant ICT packages (e.g., word, excel, publisher, databases, spreadsheets, internet, outlook).
• To use the financial accounting systems, procedures, and organisation to process and monitor a range of financial procedures.
• To provide general clerical/administrative support, including duplicating/photocopying, other reprographics, completing standard forms, responding to routine correspondence.
• To lead in the organisation and booking of visits and events.
• Undertake activities related to the marketing and promoting of the service including the review of and development of marketing and promotional material in a diverse range of formats (e.g., online, posters).
• Support the Senior Administrator in updating and managing the administration systems and procedures.
• Develop good working relationships with outside agencies and stakeholders.
• Liaise between managers and administration staff.
• Support the recruitment/induction/training/mentoring for administration staff.
• Provide detailed analysis and evaluation of data and produce detailed reports/information as required.
• Produce and respond to complex correspondence.
• Provide organisational and complex advisory support to other staff and the service managers.
• Present a positive personal image, contributing to a welcoming environment for customers and visitors.
• Provide an excellent customer service to colleagues, customers, and visitors to the service.
• Manage complex administrative procedures.
• Be responsible for completion and submission of complex forms, returns, etc., including those to outside agencies.
• Support the Senior Administrator in ensuring that HR policies and procedures relating to supervising staff are undertaken including managing attendance, performance management, and grievances and disciplinary procedures.
• Provide advice and guidance to staff and others on complex issues.
• Undertake research and obtain information to inform decisions.
• Be aware of and support difference and ensure equal opportunities for all.
• Contribute to the overall ethos/work/aims of the service.
• Participate in training and other learning activities and performance development as required.
• To undertake any other duties that is commensurate with the job evaluation outcome for this post.
• 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

• Proficiency in literacy & numeracy is essential. NVQ Level 3 in Business Administration or equivalent would be desirable.

Essential Requirements

It is essential that the candidate should be able to demonstrate the following criteria for the post. Candidates will only be shortlisted for interview if they can demonstrate that they meet all the essential requirements.

• Able to communicate effectively with a wide range of people including the appropriate sharing of sensitive and complex information.
• Able to work on own initiative and prioritise own workload and that of other administrative staff in order to meet conflicting deadlines.
• Able to produce and present routine reports and data.
• Able to accurately enter/retrieve data information from information system.
• Able to display a responsible and co-operative attitude to working towards the achievement of the service’s aims and objectives.
• Able to demonstrate working knowledge of general office procedures and practice.
• Able to demonstrate working knowledge of financial regulations and experience of carrying out financial transactions.
• Experience of dealing with more complex queries from a wide range of people.
• Experience of working in partnership with others to deliver work to set deadlines.
• Experience of providing high-quality customer-focused services.
• Experience of supporting and minuting meetings.
• Experience in the use of relevant ICT packages (e.g., word, excel, publisher, databases, spreadsheets, Microsoft packages).
• Experience of drafting and proof-reading correspondence using a high standard of written English.
• Understanding of public sector and local government issues.
• Ability to utilise appropriate support and resources and recognise the need to do this.
• Ability and willingness to travel around the city safely, efficiently, and independently in line with the duties of the role.

Essential Behavioural & Other Characteristics

• Understand and embrace Leeds City Council values and behaviours and codes of conduct.
• Committed to continuous improvement