Job Title: Support Assistant
Salary: B1 £25,185 - £25,989
Hours: 37 hours
Contract: NJC Local Government Services
Location: Successful applicant will be allocated to 1 of our geographical teams
As our receptionist you’ll thrive on having a can-do attitude and becoming part of a team in providing an efficient and effective customer focused service within one of Leeds City Council’s buildings. This role will involve putting customers first and ensure they are at the core of our council values and ensure a positive experience for all visitors.
It’s about having excellent interpersonal skills, the ability to work on your own initiative, we expect good organisational skills and the ability to multi-task.
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.
As a Support Assistant, you will bring to the role:
- Your contribution as a team member to the provision of high-quality reception / administrative service including the meeting and greeting of the members of the public, visitors, Council Officers and Elected Members of the Council.
- Maintaining accurate electronic records in accordance with the internal procedures of the service.
- To liaise with building managers other council departments, other public agencies and private contractors as and when required, on matters to relating to the work of facilities management.
- To work within the Councils Financial Management System (FMS) to support the ordering, supply of goods, materials and services, and ensuring suppliers provide invoices in a timely manner which will be cross referenced against orders.
- To operate the helpline to resolve problems and refer issues to be actioned.
As our next Support Assistant you’ll contribute to delivering a healthy, safe and welcoming city for all people of all ages, and from all communities, as well as contributing to The Best City Ambition, our overall vision for the future of Leeds.
This role is integral to our Facilities Management team to help partner organisations, support people who call Leeds their home or work in the City and understand the valuable contribution everyone can offer , no matter how big or small to making Leeds the best City in the uk, as well as championing the city nationally and internationally.
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 apply using the online application form. Read our guidance for further advice on completing your application.
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 email [email protected]
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 Assist in the provision of a customer focussed Receptionist service and the provision of an accurate and comprehensive administrative support service to Facilities Management.
- To provide a high-quality front facing reception/ administrative service including the meeting and greeting of members of the public, visitors and council officers and Elected members of the Council.
- Assist in providing a good image of the service and the authority. Work effectively as a member of the Facilities management team supporting colleagues with workloads as appropriate and identifying areas for improvement in a constructive manner.
- To provide support to colleagues on a day-to-day basis to ensure work is carried out efficiently and effectively.
- Work unsupervised, using your own initiative to manage workloads and to meet deadlines.
- To ensure accurate electronic records are maintained in accordance with the internal procedures of the service.
- To liaise with the Building Managers, other council departments, other public agencies and private contractors as and when required.
- To provide support on the Facilities management helpdesk which can include answering calls, booking rooms, responding to emails, resolving problems, and referring issues for actioning.
- To support the ordering and supplying of goods using the council’s financial system.
- Maintaining and monitoring stock levels
- To use IT applications effectively to deliver administrative and project-based tasks.
- To input at retrieve data using computerised systems to assist in the provision of providing accurate reports as required.
- To communicate verbally and in writing with internal and external contacts.
- To ensure promotion and support of Equal Opportunities and Health and safety.
- To have confidence to take on roles such as First aider and Emergency Incident Officer with training provided.
- 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
- Educated to NVQ level or can demonstrate relevant experience in appropriate work field.
- Ability to use Microsoft systems such as word, excel and PowerPoint.
- The ability to provide a front facing customer focused reception service within a facilities management building.
- The ability to use your communication skills to present a positive image of the council, you and the service.
- The ability to be approachable, open, and constructive when communicating.
- The ability to deliver a friendly, efficient, and responsive service to a wide range of people including members of the public, visitors, council officer and elected members of the council.
- The ability to use computer systems to input, record, monitor and extract information, also willing to learn and work with new systems and software packages.
- The ability to put forward constructive ideas and service improvements.
- Able to work flexibly as a part of a team as well as independently.
- Able to work to deadlines, targets, objectives in accordance to predetermined timetable.
- To respond to non-routine enquiries in an effective appropriate manor.
- To pay attention to detail on areas of the workload.
- Knowledge of office procedures and practices within an administration background.
- Knowledge of Excel and word packages.
- Knowledge of how to operate word processing, spreadsheet, and data base packages.
- Qualifications demonstrating abilities in English Language and Maths.
- Experience of customer service provision of reception services to a wide range of people including members of the public, visitors, council officers and elected members of the council.
- Experience of communicating positively with a wide variety of people
- Experience in operating computer packages to input, record, monitor and extract information.
- Experience in establishing positive relationships with a wide range of people and dealing with multiple priorities and queries.
- Experience using office equipment.
- Experience of using Microsoft Office including Word and Excel.
- Experience on dealing with project-based work individually or as part of a team.
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.
- Experience within a customer service role
- Experience using IT software systems.
- Excellent communication skills telephone and writing
