Administration Officer

Leeds International; Leeds; Hybrid; GBP 30,000 - 32,000; Part time

Benefits offered by this job

Competitive salary and annual leave

West Yorkshire Pension Fund

Flexible and hybrid working

Career development opportunities

Staff wellbeing benefits

Job summary

Leeds City Council is seeking an Administration Officer to support the Employment and Skills service. The role focuses on maintaining management information systems, processing financial transactions and delivering comprehensive administrative support to enable effective service delivery.

You will work with stakeholders, help with reporting processes, meetings and queries, ensuring data accuracy and confidentiality, and contributing to a responsive, professional service for residents seeking

Qualifications

• Experience of providing high-quality administrative support in a busy working environment.
• Good organisational skills and the ability to manage competing priorities and meet deadlines.
• Experience of using a range of ICT systems, including Microsoft 365 applications, to maintain records and produce reports.
• Excellent communication skills with the ability to build positive working relationships with colleagues, partners and customers.
• Attention to detail and the ability to maintain accurate records while handling sensitive and confidential information appropriately.

Responsibilities

• Provide effective administrative and clerical support to ensure the smooth delivery of service priorities.
• Maintain accurate records and data within the Council's Management Information Systems (MIS) and other corporate systems.
• Process financial documentation, orders and invoices in accordance with Leeds City Council Financial Regulations, including ordering goods and services, processing payments, maintaining accurate financial records and supporting effective budget administration.
• Produce, maintain and distribute administrative information, reports and correspondence as required.
• Organise meetings, prepare documentation, take minutes and monitor follow-up actions.
• Respond to enquiries from staff, learners, partners and customers, providing a professional and efficient service.
• Use Microsoft 365, Google Workspace and other digital systems to support service delivery.
• Maintain filing and record management systems, ensuring information is accurate, secure and accessible.

Skills

Administrative support

Organisational skills

ICT systems

Microsoft 365

Communication

Data handling

Education

Level 3 qualification

Tools

Microsoft 365

Job description

Job title: Administration Officer

Salary: C1 £29,542 - £32,046 pro rata

Hours: 18.5

Contract: Permanent

Location: Merrion House, with some hybrid home working

Are you an organised and proactive administrator who enjoys working with data, systems and supporting others? Do you take pride in delivering high-quality administrative support and ensuring information is accurate and up to date?

As an Administration Officer, within Employment and Skills, you'll play an important role in supporting the delivery of services that help Leeds residents access learning, skills and employment opportunities.

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 an Administrative Support Officer, you will bring to the role:

• Experience of providing high-quality administrative support in a busy working environment.
• Good organisational skills and the ability to manage competing priorities and meet deadlines.
• Experience of using a range of ICT systems, including Microsoft 365 applications, to maintain records and produce reports.
• Excellent communication skills with the ability to build positive working relationships with colleagues, partners and customers.
• Attention to detail and the ability to maintain accurate records while handling sensitive and confidential information appropriately.

About the role

As our next Administration Officer, you'll support the effective delivery of Employment and Skills programmes by maintaining management information systems, processing financial transactions and providing comprehensive administrative support across the service.

The role is integral to the Employment and Skills team, helping to ensure that performance information is accurate, financial processes are completed efficiently and staff, learners and partners receive a professional and responsive service. You will work with a variety of stakeholders, support meetings and reporting processes, and contribute to the smooth day-to-day operation of a service that supports residents to improve their skills, access learning and progress towards employment.

This is an excellent opportunity for someone who enjoys organisation, problem-solving and working with information and data while making a positive contribution to services that support local communities.

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

Job Description Special Conditions

this post is subject to a check with the Disclosure and 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

To provide a comprehensive administrative support service to enable the delivery of work programmes across the Employment and Skills service, with particular responsibilities for the maintenance, monitoring and reporting of service performance information and the systems used for these.

To provide support to other teams within the Service as demand and priorities dictate, and carrying out any other duties commensurate with the grade and required for the role.

Main Duties and Responsibilities

• Provide effective administrative and clerical support to ensure the smooth delivery of service priorities.
• Maintain accurate records and data within the Council's Management Information Systems (MIS) and other corporate systems.
• Process financial documentation, orders and invoices in accordance with Leeds City Council Financial Regulations, including ordering goods and services, processing payments, maintaining accurate financial records and supporting effective budget administration.
• Produce, maintain and distribute administrative information, reports and correspondence as required.
• Organise meetings, prepare documentation, take minutes and monitor follow-up actions.
• Respond to enquiries from staff, learners, partners and customers, providing a professional and efficient service.
• Use Microsoft 365, Google Workspace and other digital systems to support service delivery.
• Maintain filing and record management systems, ensuring information is accurate, secure and accessible.
• Maintain confidentiality and ensure the secure handling of personal, sensitive and confidential information.
• Handle information in accordance with UK GDPR, Data Protection legislation and Council policies.
• Work collaboratively with colleagues and stakeholders to support service objectives.
• Promote equality, diversity and inclusion in line with Council policies and the Equality Act 2010.
• Comply with Health and Safety requirements and contribute to a safe working environment.
• Participate in training and development activities to maintain and improve knowledge and skills.

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.

Person Specification

Qualifications

• Holds a relevant qualification at level 3 or with commensurate experience in an operational setting

Essential Requirements

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

• Co-ordinating a range of administrative and financial services
• Using a wide range of ICT systems
• Creating and maintaining effective working relationships
• Monitoring deadlines and targets
• Managing and monitoring continuous improvement
• Demonstrating flexibility
• Self and team development
• Marketing and promoting programmes/services

Essential Behavioural and 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 Leeds Ambitions of health and wellbeing, inclusive growth, thriving strong communities, and a resilient sustainable city
• Able to understand and observe Leeds City Council policies and procedures
• Carry out duties having regard to an employee's responsibility under Health, Safety and Wellbeing
• Participate in appraisal, training and development activities to ensure up, to date knowledge and skills
• Be aware of and support difference and ensure equality for all working in an anti-discriminatory manner, upholding equality and 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
• Flexible and adaptable to change to assist other services as required commensurate to grade.
• 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.

• Experience of Management Information Systems (MIS) systems such as Tribal or Cognisoft
• Experience of financial systems such as F&O

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. Please ensure you are eligible before applying.

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