Job title: Business Support Supervisor

Salary: SO1 £35,570 - £37,563

Hours: 37

Contract: Permanent

Location: Newmarket House

As a Business Support Supervisor, you will thrive on supporting the delivery of high-quality administrative services whilst leading and developing teams within the Councils Business Administration Service (BAS). The Business Administration Service (BAS) provides 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.

The Business Support Supervisor role is predominantly based within Refuse Collection based at New Market House, Newmarket Approach, Leeds LS9 0RJ, which is also the base of the site of the Recycling & Energy Recovery Facility. You will have day-to-day operational responsibility for administration teams, ensuring workloads are effectively planned, resources are managed efficiently and service deadlines are consistently met. You will work closely with Senior Managers and operational colleagues to help shape and improve systems, processes and ways of working, using data and insight to drive continuous improvement and modernise service delivery.

As a Business Support Supervisor you will bring:

Strong communication and interpersonal skills, with the ability to work with a wide range of stakeholders and handle complex and confidential information appropriately.
Proven ability to lead, motivate and develop staff, including planning, organising and delegating workloads effectively.
Experience of managing workloads, meeting deadlines and working both independently and as part of a team, using initiative to improve ways of working.
Knowledge and experience of working with systems, data and legislation, including financial regulations, audit requirements and producing accurate information with attention to detail.

About the role

The BAS provides 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.

As a service that reaches every household in Leeds, Refuse Collection is both high-profile and essential, with important statutory duties to deliver for residents. We provide a refuse service for all 370,000 homes across Leeds. It’s a complex operation with a weekly bin collection for most of the city that alternates between the general waste (black) bins and the recycling (green) bins. We offer the largest garden waste collection in the UK, serving about 70% of the city 9 months a year. The service continues to change and adapt to customer needs, it is important that you are able to fully engage in supporting the team through change. Further information about the Refuse Collection service is available here.

You would be expected to support the service to bring about positive change, looking to deliver efficiencies whilst at the same time maintaining excellent working relationships.

This role is primarily office-based, with some opportunity for hybrid working. A minimum of four days per week must be worked in the office, although business and service needs may require a greater office presence. Flexibility in this regard is essential. The service operates over six days per week, and the successful candidate will be required to work Saturdays on a rota basis, as well as Bank Holidays. Time off in lieu will be provided for Bank Holiday working. In addition, an enhanced payment, in addition to the salary quoted will be made to compensate for weekend and Bank Holiday duties.

If you are interested in the role please contact: Lorraine Lee, Deputy Head of Business Administration Service – Lorraine.lee@leeds.gov.uk 01133787061 or Angela Smith, Administration Manager – angela.smith@leeds.gov.uk 01133786172.

How to apply

This vacancy will form part of a trial of the Council’s new recruitment system for local recruitment.

To apply, please submit your CV (maximum two sides of A4) via the recruitment portal.

An application form is not required. Please complete the referee details section, which we may choose to follow up.

In the mandatory supporting statement section, please can you outline how you meet the essential criteria of the role (please note maximum word count is 500).

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

To provide an effective and efficient administration and support service as part of a business support pool serving the Environmental Services Division.

Primary areas of work to include, the supervision of administration staff as allocated, the handling of complaints, the support of Freedom of Information (FOI) requests, quality assurance support and compliance, as well as routine administrative tasks and supporting response to complaints about the service.

Responsibilities

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.
To assist in the day to day management of staff within the Business Support function and participate in the matrix management system, including the successful operation of a rota system.
To liaise successfully with operational team management for effective service development and delivery.
To act in the absence of the Business Support Team Manager.
To provide supervision to staff assigned to the area of responsibility, which includes supporting the recruitment and selection process, the development, training, sickness/absence, disciplinary and ensuring a high code of conduct and appraisal/capability monitoring of allocated staff.
To develop individuals and self to enhance performance utilising the Personal Development Plan Scheme and other appropriate methods.
To plan, allocate and evaluate work carried out by the business support function, individuals and self as needed to achieve the objectives of the Service Plans.
To support and provide the response to complaints against the service and freedom of information requests.
Assisting in the prioritisation of workloads and achievement of targets and making recommendations for improvement in service delivery including regular monitoring of performance, including qualitative and quantitative measures.
To provide or facilitate training, as necessary, for the members of the Business Support function and the Environmental Services as a whole.
To promote equality of opportunity and continued personal development.
To assess performance using the principles of work based competencies.
To assist in recruitment and selection processes.
To ensure that effective and efficient administrative systems are established, maintained and evaluated which support service delivery and continuous service improvement.
Maintenance and provision of records and statistics of the Service which produce regular reports on service performance, including those held on relevant IT software.
Provide support to the Environmental Services management team, particularly with regard to statistical information production.
To contribute where appropriate to maintaining, developing and improving accreditation to quality and environmental standards, including IiP, Chartermark, ISO 9000, ISO14000, generic equality standard and EMAS.
Ensuring compliance with relevant legislation, professional reputations and the Council’s standing order and financial regulations.
The development, implementation and monitoring of administrative paper and computer records and registers for all aspects of Environmental Services and compilation of statutory and other statistical returns and monitoring reports and their distribution.
The provision of advice and assistance, including public enquiries, on matters relating to Environmental Services.
Assisting in the development and implementation of Quality Assurance and Customer Care policies and in the identification of priorities.
Control of assets and stock requisites of Environmental Services.#
To monitor and control activities against staffing and office budgets in accordance with approved procedures.
Be aware of and comply with policies and procedures relating to child protection, inclusion, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person.
Understand and abide by the Council’s equal opportunities policy in the duties of the post and as an employee of the Council.
Participate in training and other learning activities and performance development as required and for personal development.
To undertake any other duties as required that are commensurate with the nature and level for this post.

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

Able to co-ordinate and supervise a team of business support staff.
Able to operate effectively within a management matrix system.
Able to develop, implement and manage a range of business support processes.
Able to compile and present statutory and other statistical returns and reports and ensure their appropriate distribution.
Able to design and implement appropriate systems for the control of assets and stock requisites.
Able to prioritise workloads and monitor and report achievements.
Able to produce accurate, detailed and complex documents sometimes of a technical nature.
Able to receive and deal with complaints, enquires and requests for advice from colleagues, members of the public and external agencies and organisations.
Good numeric and literacy skills.
Able to plan, allocate and evaluate work in order to achieve Service Plan objectives.
Able to undertake day to day management of staff.
Able to undertake activities to develop staff utilising the Divisional appraisal scheme.
A commitment to implementing Customer Care policies.
Able to provide a responsive and flexible service as needs change.
A commitment to improving service delivery and developing good practice.
A commitment to the development of personal skills and ability.
Able to manage work programmes, materials and equipment within agreed budgets.
Able to deliver continuous improvement in service delivery and staff management.
Familiarity with use of Microsoft Office packages and other systems relevant to the operation of Environmental Services business support IT
Dealing with complex customer/client issues.
Working on interdepartmental and interagency projects.
Of dealing with a wide range of people to achieve objectives and targets.
Of managing administrative staff.
Of operating office equipment e.g. fax machine, photocopier, printer etc

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.

A further qualification in quality assurance, business administration, public administration, ECDL or related subject.
Knowledge and understanding of Local Government, it’s functions, services and organisation
Knowledge of Environmental Services.
Previous experience of business support duties.
Experience of managing work programmes, materials and equipment within agreed budgets.
Experience of continuous improvement in service delivery and staff management.