Employer: Leeds City Council
Position: Administrative Assistant
Salary B1 £24,404 – £25,183 pro rata
Job Type: Part-time, Permanent
Expected hours: 18.5 hours per week
Work location: Leeds, West Yorkshire, United Kingdom
Closing date: 15th May 2025 at 11:59 pm
FULL JOB DESCRIPTION
An exciting opportunity has arisen to work within the Learning for Life Service, providing administrative support to the Baby Steps Team and programme.
Baby Steps is an evidence-based antenatal and postnatal education programme for families with additional needs and at risk of poorer outcomes. The overall purpose of the programme is to increase the support available during pregnancy and the first few months of life and to prepare parents not only for the birth of their baby, but also their own transition to parenthood. The programme is based on the Department of Health’s Preparation for Birth and Beyond framework for antenatal education, and has been endorsed by the Department of Health.
About the role
You will be the first point of contact for internal and external customers, providing a first-class reception service, and, therefore, the successful candidate must be able to work on their own initiative and communicate effectively with a diverse range of people.
Other duties will include the maintenance of computer and manual records, data input, typing of a variety of documentation and promotional material, coordinating room bookings, filing, dealing with correspondence/ queries, and post
About you
- We are looking for enthusiastic, adaptable candidates with personal qualities to support a very busy service. You must have:
- Excellent communication and listening skills
- Good IT skills with knowledge of using databases and Microsoft packages
- Be enthusiastic and able to build good relationships with colleagues, partner organisations and members of the public.,
- Be able to demonstrate and work within confidentiality regulations.
- You will be self-motivated, organised, and practical.
- Possesses good administrative and computer skills,
- Be flexible in your approach to undertake a wide range of duties with a commitment to good customer care practice.
We expect the following experience and qualifications:
- Good standard of literacy and numeracy
- Good computer literacy
- Experience of working with others
- Ability to work in different environments
Job Purpose:
To support senior managers and staff teams by providing a high-quality administrative service and offering first-class customer care to service users.
Responsibilities:
- In liaison with the manager/senior officer, to be responsible for ensuring the 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 excellent customer service to customers, colleague,s and visitors
- To liaise with colleagues in order to prioritise work to meet conflicting deadlines
- To maintain accurate records and trackthe 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 the 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 a 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 the 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
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
- 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 required
- Of general office procedures and practice
- Of relevant financial regulations to carry out financial transactions
- Qualifications demonstrating ability in numeracy and literacy
Experience required
- Of dealing with queries from a wide range of people
- Of working in partnership with others to deliver work to set deadlines
- Of providing customer focussed services
- Of participating in teams
- In the use of the Microsoft package
Behavioural & Other Related Characteristics required
- Committed to continuous improvement.
- Ability to understand and observe the Council’s Equal Opportunities Policy
- To carry out all duties having regard to an employee’s responsibility under the Council’s Health & Safety Policies.
- Willingness to actively participate in training and development activities to ensure up to date knowledge, skills and continuous professional development.
Application Process
If you’re interested in this role, check out more information on the Official website and apply now!