Job Description

Job title: Senior Administrative Assistant


Salary: B3 25,584 - 27, 269 (pro rata)


Hours:18.5 hours per week (Tues, Weds, Thurs) 9.30am - 4.30pm, all office based


Contract: Permanent


Location: South Leeds Youth Hub, Middleton Road, Belle Isle, LS10 3JA


South Leeds Youth Hub is an activity centre dedicated to providing young people in South Leeds with opportunities to play, learn and have fun. Our vision is for Leeds to be the best city for children and young people to grow up in, and the hub plays a crucial role in achieving this goal. The hub boasts excellent music facilities, a 3G football pitch, sports MUGA, and activity rooms. Additionally, we share our building with Southway Alternative Educational Provision which supports young people who have been excluded from mainstream schools.


As an administrator at South Leeds Youth Hub, you will provide essential administrative support to ensure the smooth day to day running of the hub. You will work closely with the centre manager and wider administration teams to manage bookings and support the hub's future development.


Key responsibilities include:


manage bookings and finance. coordinate the maintenance of buildings, facilities and resources. promote the centre to enhance its use and positive impact on young people. build and maintain relationships within the community, council and with external organisations. adhere to safeguarding policies and procedures to create a safe environment.
On occasion you could be asked to cover at other centres and therefore will need to be flexible and adaptable.


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 values

and

ambitions

.

About you

As a Senior Administrative Assistant, you will:


Have excellent organisational skills, attention to detail and recognise the importance of confidentiality. Be proactive, able to think ahead and work on your own initiative with the ability to adhere to timescales. Have good communication skills and be able to work collaboratively with colleagues and develop strong working relationships. Demonstrate flexibility and resilience. Have an ability to prioritise and negotiate with colleagues, young people, external partners and members of the public.

About the role

As an Senior Administrative Assistant within our activity centres you will be part of a can-do team who proudly demonstrate the Council's values and behaviours.


The role is integral to our activity centres team, supporting this and other activity centres across the city.

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 benefits

to help you boost your wellbeing and make your money go further.

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 role please contact Vince Foster, centre manager, 0113 53 51465 or email

vince.foster@leeds.gov.uk

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 ouraEUR

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.aEUR


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.


aEUR


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 theaEUR

Skilled Worker visa

route before applying.aEURTo 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.

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

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 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. The role involves working face-to-face with customers and working within the council boundaries as required.

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

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.