Business Support Administrator
Posted Updated
Description
3 months contract with a Local Authority
Job Title: Business Support Administrator
Job Purpose
To administer and manage the Authority’s Corporate Credit
Card programme, ensuring all transactions comply with Financial Procedure
Rules, procurement regulations, VAT legislation, and relevant internal
controls.
The role is responsible for monitoring expenditure,
challenging inappropriate or non-compliant spending, promoting value for money,
and acting as the primary point of contact for internal stakeholders,
suppliers, and financial institutions regarding corporate credit card
activities. The post holder will contribute to effective financial governance,
fraud prevention, and the continuous improvement of administrative and
procurement processes.
Key Responsibilities
Corporate Credit Card Administration
- Manage
all activities associated with the Authority’s Corporate Credit Card
facility.
- Process
credit card applications and requests in accordance with approved
financial procedures and authorised signatory requirements.
- Ensure
all credit card expenditure complies with financial regulations,
procurement policies, and VAT legislation.
- Monitor
credit card transactions and maintain accurate financial records.
Financial Compliance and Control
- Verify
that transactions are allocated to the correct financial codes accurately
and within required deadlines.
- Ensure
valid VAT invoices are obtained to facilitate VAT recovery where
applicable.
- Challenge
expenditure requests where necessary and ensure spending represents value
for money.
- Support
the Authority in reducing unnecessary expenditure through effective
financial scrutiny.
Stakeholder Support and Advice
- Provide
advice, guidance, and support to staff, schools, day centres, and other
service areas on appropriate use of corporate credit cards.
- Respond
promptly to queries from internal customers, suppliers, and banking
institutions.
- Maintain
positive working relationships with senior managers, elected members, and
external organisations.
Fraud Prevention and Recovery
- Act
as the principal point of contact for corporate credit card fraud issues.
- Liaise
directly with suppliers and financial institutions to resolve disputed
transactions and recover cancelled payments.
- Assist
in identifying and implementing controls that minimise financial risk and
fraud.
Process Improvement
- Develop
and maintain effective systems, procedures, and documentation for credit
card administration.
- Research
and implement improved ways of working, including paperless transaction
processes and alternative procurement methods.
- Identify
opportunities to enhance efficiency, compliance, and service delivery.
Procurement and Financial Administration
- Raise
requisitions, process purchase orders, and perform invoice checking
through the P2P system.
- Resolve
financial and procurement-related queries in line with financial
regulations.
- Support
accommodation and travel procurement activities, ensuring best value
outcomes.
Administrative Support
- Provide
cover for the Personal Assistant to the Director of Corporate Services
when required.
- Support
the Director’s Office through administrative duties, including
minute-taking and meeting support.
- Undertake
additional duties appropriate to the grade and responsibilities of the
role.
Experience Required
Essential
- Experience
working within a finance, accounting, accounts payable, or financial
administration environment.
- Experience
processing financial transactions and maintaining accurate records.
- Experience
dealing with internal customers and external suppliers.
- Experience
working within deadlines in a fast-paced and demanding environment.
Desirable
- Experience
within a Public Sector or Local Government environment.
- Experience
administering purchasing cards, corporate credit cards, or procurement
processes.
- Experience
using financial management or Purchase-to-Pay (P2P) systems.
Qualifications
Essential
- GCSEs
(or equivalent) including:
- English
- Mathematics
Desirable
- A
qualification in Finance, Accounting, Business Administration, or a
related discipline.
- Relevant
professional training in procurement, finance administration, or
compliance.
Knowledge and Skills
Essential
- Strong
IT skills with good knowledge of Microsoft Office applications.
- Good
understanding of accounting practices and financial processes.
- Knowledge
of financial regulations and procurement procedures.
- Understanding
of GDPR and Data Protection requirements.
- Excellent
verbal and written communication skills.
- Strong
literacy and numeracy skills.
- Professional
telephone and customer service manner.
- Ability
to work independently and as part of a team.
- Strong
organisational and time-management skills.
- Ability
to challenge spending requests confidently and professionally.
- Ability
to handle confidential and sensitive information with discretion.
Other Requirements
- Willingness
and ability to travel to locations across the County as required.
- Flexibility
to attend meetings, training sessions, seminars, or events outside normal
office hours when necessary.
Language Requirements
Welsh
- Spoken:
Level 2
- Written:
Level 2
English
- Spoken:
Level 5
- Written:
Level 5
Additional Information
- Location: Carmarthen
- Hours: 37 hours per week
- Pay
Rate: £17.15 per hour
- The
post holder will be required to travel to locations throughout the County
as required.
- The
post holder may be required to attend meetings, training events, seminars,
or other work-related activities outside normal office hours and
occasionally outside the County.
- This
role may require flexibility to provide administrative support and cover
for other functions within Corporate Services when required.
- The
successful candidate will be expected to maintain confidentiality and
comply with GDPR and Data Protection requirements at all times.
- Payment:
Bi-weekly payment schedule
- Start
Date: Immediate start available
- Closing
Date: soon (early applications encouraged)