Migration Project Assistant - #1736378

Job title: Migration Project Assistant

Salary: C1 £27,711 - £30,060

Hours: 37

Contract: Temporary

Location: Merrion House

Leeds City Council is responsible for delivering and managing the Government’s Homes for Ukraine scheme in the city. The scheme has so far supported over 1000 Ukrainian refugees fleeing Ukraine to live in Leeds with hosts who have generously opened up their homes.

The Homes for Ukraine team are looking for someone who can join the team to delivery face to face and back office services. An ability to speak Ukrainian would be beneficial, however this is not essential.

This opportunity is a fixed term contract until 31 March 2027

The role involves:

• Welcoming guests on arrival in Leeds which involves face to face meetings with Ukrainians and their hosts.
• Processing ‘Thank You’ payments on a system called MOSAIC.
• Maintaining written records for the purposes of data collection.
• Managing communications from Ukrainians and their hosts.
• Supporting the process of required checks such as DBS, Housing, Police and Safeguarding, as per national and local guidance.
• Offer administrative support to the Home for Ukraine Project.
  
  
  

We are looking for someone who:

• Can provide excellent face to face customer service (Monday to Friday) at the Reginald Centre.
• Has experience of working with migrant communities.
• Can complete work to high standards with attention to detail.
  
  
  

The successful candidate will be fully inducted with training to cover all aspects of the job role.

How To Apply

Complete the online application form.

Read our guidance for further advice on completing your application.

If you have any queries or would like an informal chat about the role, please contact Mamta Sharda, Migration Project [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 £38,700 per year or meet one of the other eligibility criteria. Ensure you are eligible before applying.

Job Description

Job Purpose:

To work as part of the Safer Stronger Communities Team and support the delivery of the Homes for Ukraine scheme and wider migration team.

To work effectively across the team to actively drive continuous development and improvement to projects through collaborative work.

A key element will be to coordinate and execute financial transactions for the Homes for Ukraine scheme and other migration projects and to ensure that records are up to date.

To provide project support contributing to casework, meetings and events.

To use a range of project and communication tools, IT systems and organisational skills to successfully organise, prepare and present sensitive and complex data.

Responsibilities:

• To provide support at project meetings, working groups, workshops, events, etc. using knowledge of project management, tools, techniques, processes and procedures to take accurate notes, update documentation and facilitate as appropriate
• To organise own workload within established delivery frameworks ensuring process is followed to meet conflicting tight deadlines and raising issues and complex enquiries with line manager as appropriate
• To act as first point of call to hosts, guests, services and partners through the Leeds Ukraine inbox often responding to challenges and conflict.
• To manage the Homes for Ukraine inbox within timescales which will include responding to enquiries through government guidance, flagging up urgent enquiries particularly around homelessness and rematching accordingly.
• To build positive relationships with sponsors and guests over the phone and in writing. To provide appropriate advice and support to sponsors and guests.
• To check the requisite information is correct to initiate payment requests for sponsor “thank you” payments on the Homes for Ukraine scheme
• To use and manage the Purchase Card for the Homes for Ukraine scheme and ensure that financial regulations are followed. To ensure that all data is recorded, is accurate and prepared for reporting.
• To initiate payment requests for sponsor “thank you” payments on the Homes for Ukraine scheme on the Mosaic system.
• To feed into management meetings of identified concerns, gaps of the Homes for Ukraine scheme process and share with managers.
• To undertake training in IT systems and use systems to check details, set up new hosts and guests with accuracy.
• To identify and correct irregularities within project support systems to ensure data quality.
• To analyse and solve problems within work areas, including complex processing.
• To work with the Homes for Ukraine team to update on enquiries, challenges, gaps and actions.
• To work as part of the wider team and assist other members as required.
• To deputise for colleagues as needed and provide buddying support on home visits as required.
• To work within council policies and procedures including data protection and financial regulations.
• To undertake wider work to support the coordination of meetings such as taking minutes, organising meetings, booking rooms and ad hoc tasks.
• A flexible approach at all times to respond to conflicting deadlines
  
  
  

PERSONAL SPECIFICATION

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, and Certificate

Skills Required

• Ability to develop productive working relationships which create respect, trust and confidence.
• Ability to check and analyse information in relation to financial transactions.
• Ability to communicate effectively with a wide range of people including sensitive and complex information.
• Ability to respond to customers, colleagues and others professionally and sensitively.
• Ability to respond to challenging conversations face to face, over emails and phone calls
• Ability to understand guidance and preparing responses to the public
• Ability to work flexibly across different work locations and areas as appropriate.
• Ability to prioritise own workload to meet conflicting deadlines
• Ability to accurately enter/retrieve data information from a range of information systems
• Ability to produce work of quality and consistency
• Ability to take accurate minutes
• Ability to work with minimum supervision and on own initiative as well as working within a team
• Able to show empathy, act tactfully and sympathetically with sponsors and guests over a range of issues
  
  
  

Knowledge Required

• Knowledge of financial regulations and monitoring
• Knowledge of the challenges faced by new migrant communities
• Knowledge of IT systems used to record and analyse data
• Knowledge of data management systems
  
  
  

Experience Required

• Experience of working in a fast paced environment
• Experience of working with vulnerable communities new to the city
• Experience of taking and responding to a broad range of enquiries from the public
• Experience of working in a busy team, in a rapidly changing environment
• Experience of working in a hybrid setting
• Experience of working in a team environment
• Experience of communicating key issues effectively and clearly
  
  
  

Behavioural & Other Characteristics Required

• Committed to continuous improvement.
• Willing to abide by the Council’s Equal Opportunities Policy in the duties of the post, and as an employee of Leeds City Council.
• Willing to abide by and take personal responsibility under the Council's Health and Safety Policy.
• Willingness to actively participate in training and development activities to ensure up to date knowledge, skills, and continuous professional development
• Understand and embrace our values, behaviours, and codes of conduct.
  
  
  

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. Candidates are not required to meet all the Desirable requirements however these may be used to distinguish between acceptable candidates.

Method of Assessment will be through one or more of the following Application Form, Test, Interview, and Certificate

Skills Required

• N/A
  
  
  

Knowledge Required

• An understanding and experience of the Mosaic system
• An understanding of services available in the third sector
  
  
  

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