Leeds is a vibrant and progressive city with thriving business, social and student communities making daily use of thousands of taxi and private hire vehicles. The council has a duty to ensure that people can use these services safely, confident that all vehicles are inspected and drivers checked in accordance with strict driver and vehicle licensing regulations.
Leeds Taxi and Private Hire Licensing Service provides this vital role by licensing one of the largest vehicle and driver client bases in the country. This expanding section is now seeking an additional administrative supervisor to be attached to the busy Licensing team.
The work is governed by legislation, so you will be expected to work within clear procedures, quality standards and statutory processing timescales. There are competing service demands and client expectations which can place significant pressures on the team, so applicants will need to demonstrate an ability to cope with a heavy workload whilst maintaining the integrity and quality of their work.
This role is based on York Road near the junction with Torre Road. The role is a key link between the team and the trade so strong communication and organisational skills are essential, as is an ability to deal effectively with drivers, whose livelihood may depend on efficient processes and timely service delivery. The post holder will need to communicate confidently with people at all levels within the Section, the Council and external agencies.
You will need to demonstrate strong administrative skills, attention to detail and experience for sustained effectiveness and responsibility for actions in a very busy and pressured work environment. This could be a development opportunity for the successful candidate into a supervisory role. Training and support will be provided to the successful candidate.
We promote diversity and want a workforce that reflects the population of Leeds and the communities we serve. Leeds City Council is recognised in Stonewall’s Workplace Equality Index 2024. We are also an Age-friendly Employer, a Mindful Employer and a Disability Confident Leader.
All new Leeds City Council appointments are made subject to the satisfactory completion of a six month probationary period.
This role is based in the UK. Employment is conditional on confirmation of the right to work in the UK - 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 and the role does not meet eligibility for sponsorship, please consider carefully whether you meet the eligibility to apply.
Job Description
Job purpose
The Taxi & Private Hire Licensing Section is responsible for the licensing, inspection and supervision of taxis and private hire drivers and their vehicles. This includes processing applications for operators and drivers, testing drivers and vehicles, and enforcing compliance on the street.
The key objectives of the section is:
1. To ensure that the taxi and private hire trade in Leeds is operated in a professional manner, and that the correct standards of safety, comfort and appearance are satisfied by all vehicles, drivers and operators.
2. To ensure that all applicants for a personal licence are fully compliant with all aspects of the application process with particular reference to personal suitability.
3. The Council has a statutory function to ensure that ‘fit and proper’ person assessments are conducted prior to the grant of a licence.
4. The purpose of the Licensing & Compliance Officer is; To provide a face to face counter service to process taxi and private hire.
Responsibilities
1. To provide a welcoming approach and maintain a polite and professional service.
2. To provide a timely, efficient and responsive service to the taxi & private hire trade, public, Officers and other Local Authorities.
3. To deal with and resolve most enquiries on a drop in or appointment basis, at a counter or in a meet and greet (floor walking) environment.
4. To be responsible for processing new licence applications or the renewal of licences and permits.
5. To handle, process and balance cash and cheques received while processing licence applications and issue receipts.
6. To deal with telephone enquiries and respond to emails and letters from the public, trade, outside agencies and other Council departments.
7. To work at a variety of enquiry positions which are both seated and standing.
8. To communicate effectively with internal & external customers and colleagues in relation to work undertaken & be well informed on all current policy and conditions.
9. To ensure effective, timely and efficient input to the licensing system to maintain accurate records and track progress of work.
10. Undertake appropriate checks in accordance with the ‘fit and proper’ and safeguarding procedures and guidelines, including criminal record checks via the Disclosure & Barring Service (DBS), to ensure accurate application submissions are made.
11. To maintain confidentiality when handling client verification documents (such as bank statements, benefit statements etc) and escalating discrepancies to the licensing supervisor.
12. Liaise with the Licensing Supervisor, Licensing & Finance Manager, Vehicle Examination team and Enforcement team with regard to individual cases.
13. To use IT applications and information systems effectively to deliver tasks.
14. Follow work instructions/ procedures to ensure that clients receive a consistently high standard of service.
15. To use clerical time efficiently to ensure the smooth running of the licensing office.
16. Assist with the training, supervision and mentoring of clerical and newly appointed staff, reporting back to line management with relevant feedback.
17. Assist in the production of information for management reports & contribute to the planning and development of new policies and procedures.
18. Administer administrative warnings, suspensions or formal written advice under the scheme of delegation with regards to licensing breaches.
19. Secure and preserve evidence to support all enforcement actions.
20. To prepare own CJA (Criminal Justice Act) statements in the event of legal/ court action.
21. Understand the rules of evidence and legal requirements.
22. To ensure individual key performance indicators are met and to work as part of a team to ensure collective objectives and targets are met.
23. To work flexibly to meet the needs of employees and the ongoing development of the service.
24. To fully understand and adhere to the requirements of data protection legislation.
25. To carry out duties in accordance with the Council’s equal opportunities policy and other policies which respect the rights and needs of others.
26. To carry out duties in accordance with Council values.
27. To attend relevant meetings and in-service training and seek to further extend skills, knowledge and experience in order to develop personal effectiveness in the role.
28. To undertake any other duties that are commensurate with the post.
29. Flexible and adaptable to change to assist other services as required commensurate to grade.
30. Participate in appraisal, training, and development activities as necessary to ensure up to date knowledge and skills.
31. Improve own practice through observation, evaluation, discussion with colleagues and appropriate CPD programmes.
32. Work collaboratively with colleagues, knowing when to seek help and advice.
33. Contribute to the overall ethos, work, and aims of the service by attending relevant meetings, training days/events as requested.
34. 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.
35. Be aware of and support difference and ensure equality for all working in an anti-discriminatory manner, upholding, and promoting the values, standards, and equality & diversity policies of Leeds City Council.
36. Recognise and appropriately challenge any incidents of racism, bullying, harassment, victimisation, and any form of abuse of equal opportunities, ensuring compliance with relevant policies and procedures.
37. 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.
38. The Council has adopted a flexibility protocol and this role will be expected to work within these parameters.
Qualifications
Qualification demonstrating ability in English Language equivalent to GCSE grade C or have one year’s relevant office experience.
Personal Specification
Method of assessment will be through one or more of the following application form, test, interview, and certificate.
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.
Skills required
1. Ability to provide a high quality service in a polite and welcoming manner.
2. Ability to communicate effectively with a wide range of people and provide a high standard of customer service.
3. Ability to organise own work to achieve targets and objectives.
4. Ability to work to tight and often conflicting deadlines, maintaining concentration for long periods, despite interruptions and competing demands.
5. Ability to work flexibly as part of a team, showing initiative to learn and keep up to date with specialist licensing knowledge.
6. Ability to assist in the training & mentoring of new team members.
7. Ability to process documentation using Microsoft Office software and other information systems.
8. Ability to collate information for management to use to inform and contribute to the development of the service.
9. Ability to work to a high standard of accuracy in a regulated service.
10. Ability to learn new processes and procedures to contribute to the effective development of the service.
11. Ability to work with care when handling important, personal documentation and respect that it is of value to the customer.
Knowledge required
1. Qualification demonstrating ability in English Language equivalent to GCSE grade C or have one year’s relevant office experience.
2. An awareness of financial regulations and their purpose.
3. Awareness that taxi and private hire vehicles, drivers and operators must be licensed, as determined by legislation, and the role this plays in protecting the travelling public.
4. Awareness that the Council serves a broad community and people with different needs.
5. Knowledge of the effective use of Microsoft Office and email functionality.
6. Possession of a satisfactory Enhanced DBS Check.
Experience required
1. Experience of processing volumes of financial transactions efficiently and accurately within strict financial regulations.
2. Experience of dealing with and offering advice to face to face and telephone enquiries relating to a variety of people and organisations.
3. Experience of dealing calmly but firmly with challenging clients.
4. Experience of working under own initiative taking ownership, solving and responding to problems in line with recognised procedures.
5. Experience of using Microsoft Office software.
6. Experience of achieving performance targets and deadlines; prioritising and completing tasks on time.
7. Able to accurately enter/retrieve data information from information systems.
Behavioural and other Characteristics required
1. Committed to continuous improvement.
2. Able to understand and observe Leeds City Council equality and diversity policies.
3. Carry out all duties having regard to an employee’s responsibility under Health and Safety Policies.
4. Willingness to actively participate in training and development activities to ensure up to date knowledge, skills, and continuous professional development.
5. Understand and embrace our values, behaviours and codes of conduct.
6. Demonstrate patience, resilience and understanding in dealing with the public, outside agencies and internal customers.
7. Prepared to present a neat and tidy appearance and show commitment to the professional standards of the service.
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