Job title: Senior Administration Assistant
Salary: B3 £26,403 - £28,142
Hours: 37
Contract: Permanent
Location: Assisted Living Leeds, Clarence Road LS10 1LZ – Office based
Includes work 1 weekend in 3 on a rota basis.
As a Senior Administration Assistant, you’ll thrive on being part of a team delivering good outcomes for Adults and Children receiving community equipment.
It’s not about doing repetitive administration tasks but is being involved in a range of activities and closely liaising with Health & Social Care assessors in Leeds City Council and NHS and external suppliers to ensure equipment is ordered and delivered in a timely way.
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 Administration Assistant, you will bring to the role:

• Motivation and commitment.
• Knowledge of the applications, systems and IT programmes and being able to accurately record and retrieve information.
• Well-developed interpersonal and communication skills and the ability to work with a range of audiences.
• The ability to prioritise workload and conflicting demands.
• The ability to support Administration Assistants within the service, both LCC and NHS employed staff.

About the role
As our Senior Administration Assistant –you’ll will play a key role in co-ordinating the supply of equipment to support daily living tasks and independence. This is achieved by the management of the quality assurance process and updating the spreadsheet and outcomes from the quality assurance panels within a tight time frame.
The post involves working closely with assessors (Occupational Therapists, Nurses and Physiotherapist) from Leeds City Council and NHS, to manage the requests for equipment.
You will also work closely with the warehouse and maintenance staff within the service to identify equipment which can be recycled and to maintain minimum stock levels.
Key to this role is the development of good working relationship with suppliers and creating a regular servicing and adjustment plan to ensure recycled equipment can be issued as soon as possible. Your role is key for scheduling deliveries and collections of complex cases. You will be required to support the admin assistants within the team.
The role is integral to our Leeds Community Equipment team to support and enable people to live safe, independent, and fulfilling lives, supporting health and social care statutory responsibilities. The service is important to the prevention agenda and provides a vital gateway to independence, dignity and wellbeing for people living in the community. The provision of these products supports avoidance of hospital admission, enables safe rapid discharge from hospital and prevents premature take up of care including residential placements.
The service operates 7 days a week and provides the delivery, ordering, maintenance, service and repair of community equipment following a professional assessment. The service also collects and refurbished equipment for it to be reissued. This role is essential for co-ordinating this service for Adults and Children.
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

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Job Description
Special Conditions: Some posts may be subject to checks with the Disclosure and Barring Service. A criminal record will not necessarily be a bar to obtaining employment; this will depend on the circumstances and background to any offence.
Shared Services consists of employees in the Business Support Centre, Business Administration Service and Contact Centre. 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. The role involves hybrid working (home/office dependant on service need), potentially working face-to-face with customers and working within the council boundaries as required.
Specific team job purposes are listed below.

Responsibilities:

• Work 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.
• Support staff and develop new team members.
• Use 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.
• Carry out a range of administrative duties.
• Collate data and use it to produce reports.
• Understand legal business, financial, audit, confidential and operational requirements of the service, and the impact on its day-to-day work.
• Maintain effective relationships with other Leeds City Council staff, Elected Members, members of the public and other partnership organisations as appropriate.
• Work flexibly moving within service areas, working at different locations depending on service demand
• Flexible and adaptable to change to assist other services as required commensurate to grade
• Participate in appraisal, training and development activities as necessary to ensure up to date knowledge and skills
• Improve own practice through observation, evaluation, discussion with colleagues and development programmes.
• Work collaboratively with colleagues, knowing when to seek help and advice.
• Contribute to the overall ethos, work, and aims of the service by attending relevant meetings, training days/events as requested.
• Be aware of and comply with Leeds City Council policies and procedures e.g. child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person
• Be aware of and support difference and ensure equality for all working in an anti-discriminatory manner, upholding and promoting the values, standards and equal opportunities of Leeds City Council.
• Recognise and appropriately challenge any incidents of racism, bullying, harassment or victimisation and any form of abuse of equal opportunities, ensuring compliance with relevant policies and procedures.
• The Council has adopted a flexibility protocol and this role will be expected to work within these parameters.

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:Qualifications demonstrating ability in numeracy and literacy or equivalent knowledge
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

• Well-developed interpersonal and communication skills with a wide range of people including face-to-face, telephone and written communication skills. Including the processes for dealing with varied information with a range of audiences.
• Able to work with, and within, multiple teams of staff and contribute to its development with suggestions for new ways of working

Knowledge Required

• Knowledge of the applications, systems and IT programmes utilised by the service and being able to accurately record and retrieve information.

Experience Required

• Of working on your own and using your initiative to adhere to timescales and deadlines.
• Experience and understanding of the importance of providing excellent customer services
• Of dealing positively with challenging situations.

Behavioural & other Characteristics required

• 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 equality and diversity policies.
• Carry out all duties having regard to an employee’s responsibility under Health and Safety Policies.
• Willingness to actively participate in training and development activities.
• Flexible and adaptable to change to assist other services as required commensurate to grade.
• Participate in appraisal, training, and development activities.
• Be aware of and comply with Leeds City Council policies and procedures.
• Be aware of and support difference ensuring equality for all, working in an anti-discriminatory manner, upholding, equality & diversity.
• 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: It is desirable 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 are not required to meet all the Desirable requirements however these may be used to distinguish between acceptable candidates.

Knowledge Required

• Safeguarding

As a Senior Administration Assistant, you will bring to the role:

• Motivation and commitment.
• Knowledge of the applications, systems and IT programmes and being able to accurately record and retrieve information.
• Well-developed interpersonal and communication skills and the ability to work with a range of audiences.
• The ability to prioritise workload and conflicting demands.
• The ability to support Administration Assistants within the service, both LCC and NHS employed staff

Responsibilities:

• Work 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.
• Support staff and develop new team members.
• Use 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.
• Carry out a range of administrative duties.
• Collate data and use it to produce reports.
• Understand legal business, financial, audit, confidential and operational requirements of the service, and the impact on its day-to-day work.
• Maintain effective relationships with other Leeds City Council staff, Elected Members, members of the public and other partnership organisations as appropriate.
• Work flexibly moving within service areas, working at different locations depending on service demand
• Flexible and adaptable to change to assist other services as required commensurate to grade
• Participate in appraisal, training and development activities as necessary to ensure up to date knowledge and skills
• Improve own practice through observation, evaluation, discussion with colleagues and development programmes.
• Work collaboratively with colleagues, knowing when to seek help and advice.
• Contribute to the overall ethos, work, and aims of the service by attending relevant meetings, training days/events as requested.
• Be aware of and comply with Leeds City Council policies and procedures e.g. child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person
• Be aware of and support difference and ensure equality for all working in an anti-discriminatory manner, upholding and promoting the values, standards and equal opportunities of Leeds City Council.
• Recognise and appropriately challenge any incidents of racism, bullying, harassment or victimisation and any form of abuse of equal opportunities, ensuring compliance with relevant policies and procedures.
• The Council has adopted a flexibility protocol and this role will be expected to work within these parameters