Job title: Administration Assistant

Salary: B1 £25,185 - £25,989

Hours: 37hrs

Contract: Permanent full time

Location: Leeds Highways Depot

As an Administration Assistant, you’ll thrive on working in an administrative role within the Business Support Highways Team. You will:

Have strong administration skills in managing priorities across a live case load, with an ability to manage your own busy portfolio
Raise invoices and build strong relationships with our partners in Finance and our external stakeholders.
Complete forms and documentation accurately within a dedicated case management system
Deal with enquiries from the public and stalk holders with confidence via email and telephone

It’s not about what you can do, it’s all of us doing the best we can working for Leeds City Council.

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 Assistant Administration Officer, you will excel at:

Working collaboratively with key sections across the service, contributing to the overall success of the team.
An ability to work on your own and use your initiative to adhere to KPIs.
Utilising high numeracy and literacy skills and the ability to deal with complex tasks with support.
Understanding the importance of providing excellent customer service, and experience of dealing positively with challenging situations.
Confidently administering an income-focused process, with excellent attention to detail.
Using service-specific applications as well as standard IT programmes in a modern office environment.

About the role

Join our dedicated Highways Business Support Team based at our Highway Depots, where you will play a key role in supporting the delivery of a reactive frontline service.

The role focuses on the administration and recovery of costs incurred for works undertaken by Highways, ensuring expenditure is accurately recorded, monitored, and recharged where appropriate. You will work closely with operational teams, contractors, and internal stakeholders to support financial processes, invoice management, and income recovery.

In addition, you will provide day-to-day business support to the wider team, helping to ensure the efficient operation of Highway Services and contributing to the delivery of essential statutory functions across the highway network. This is an excellent opportunity for someone who is organised, detail-oriented, and enjoys working in a fast-paced environment where no two days are the same.

You’ll be confident in engaging with companies and demonstrating resilience and professionalism under scrutiny and challenge. You will take personal responsibility for managing your own caseload, ensuring KPIs are met and case updates are recorded accurately.

Initially, the role will be based full-time at Highways Depots. Once training is complete and you’re fully embedded in the role, flexible hybrid working arrangements will be introduced.

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 complete the online application form.

Please upload your CV and complete a personal statement of no more than 500 words

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 contact Elizabeth Wearmouth, Business Support Manager, call 0113 37 87536 or email elizabeth.wearmouth@leeds.gov.uk

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.

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: As an Assistant Administrative Officer you will thrive on supporting to Highways maintenance and the wider service of Highways and Transportation. You will also excel in customer service, providing the first line of contact for service users by answering general queries over the phone regarding highway maintenance works. We are looking to recruit an enthusiastic, flexible, and motivated person to join the Council’s Highways Technical Administrative Support team

Responsibilities:

This role of Administration Assistant is working in the Highways Depot Technical Support team which is responsible for the provision of administrative and clerical support to 3 Highways Depots (Seacroft, Pottery Fields, Henshaw). Processing payroll documentation for highways operatives, ordering of goods, and administration of the requirements on behalf of 150 Highways operatives. The role is part of a small team responsible for monitoring of the administrative and clerical functions relating to Highways depots activities; dealing with telephone enquiries, producing daily reports, maintaining, and updating computer records and files. This role is a full-time role and requires a resolute team member to:

Assist with day-to-day tasks, operational variation orders
Support DLO operatives’ queries, i.e., pay, holidays, overtime.
Consult with Cllr’s and ward members, i.e., reporting of potholes enquires, winter gritting queries, any reports made into LCC portal, LCC Contact Centre.
Consult with external suppliers to deal with correspondence and invoices
Consult with external teams on ongoing works…
Accident claims – In putting all claims confirmed by LCC Insurance of all accident claims on the Highways, to ensure the inspectors have accurate details logs and locations.
Processing payroll
Invoice processing
Day to day administration duties supporting the Highways operatives.

Qualifications: GCSE or equivalent in Maths & English

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 if they can demonstrate that they meet all the following essential requirements.

Skilled Required:

Confident user of IT applications including Microsoft word and Excel.
Communication with people at all levels:
Organise and prioritise workloads.

Knowledge Required:

A Flexible approach to workload duties.
Positive commitment to customer care
Knowledge of processing payroll

Experience Required:

Flexible approach to working in a multi-discipline team.

Essential Behavioural & other Characteristics:

Deal calmly and politely with the public and stakeholders

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.
Perform 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.

Personal Specification Desirable requirements: It is desirable the Candidates 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

Skilled Required:

Ability to train staff in relevant procedures.
Dealing with enquiries from the internal and outside stalker holders.
Processing claims and documentation accurately.
Knowledge Required.
General office duties.

Experience Required:

Work to time related deadlines.
Provision in clerical/payroll duties.
Working as part of a team.