Finance & Administration Officer - Biggleswade, United Kingdom - Biggleswade Town Council

Description

Job Title:
Finance & Administration Officer

Post No:
BTC 017

Team:
Business Support Team

Responsible to:
Administration & HR Manager

Number of direct reports: 0

Budgetary responsibility:
None

Salary Range:
(SCP £26,873 - £28,770

Contract Type:
Permanent

Hours (e.g.

, full or part time):
Full time

Location:
The Town Council Offices, The Old Court House, 4 Saffron Road, Biggleswade

Name:

Overall Purpose

• Day to day purchasing for the whole Council and ensuring timely delivery of good value for money products/services.
• To support the tendering process for the Council's large value project work.
• Negotiate with all suppliers to ensure the Council receives good quality products/services.
• To support all managers in ensuring their purchasing requirements are fully met, including receiving quotes.
• To provide administrative support to the range of Council services.
• Administrative support for range of Council Services, including allotments.

Key Outcomes and accountabilities:

• Completing purchase order request forms each time a Manager wants to purchase an item. Forwarding this to the Head of Finance for the approval process.
• For approved purchase orders, progressing the buying of all goods and services for the Council, keeping appropriate Managers informed of expected delivery times and any issues.
• Keeping delivery notes filed, ensuring they are signed off to confirm what has been delivered. Communicating with the Finance Team when they check invoices can be passed for payment, back to the delivery notes.
• To source and manage stationery, and progress various goods and services for the Town Council offices processing purchase order requests for these.
• To support the formal tendering process for project work and posting invites for submissions on national frameworks. Ensuring regulations met. Support the Head of Governance with this process.
• To create and maintain a preferred supplier list.
• To take card payments for services including allotment rent.
• To review suppliers to ensure value for money when buying equipment, supplies and stationery, and when advertising.
• Monthly meeting with the Head of Finance to review all outstanding purchase orders and whether any can be deleted. Chase others with the manager who requested them.
• Open general post at the Town Council offices where required and record. Give all finance and sensitive post to the Head of Finance.
• To lead on the administration relating to our allotment site. To offer plots to new allotment holders, keep an up-to-date waiting list, visit the allotment site, and issue overgrown letters and notices to quit where necessary. Be the first point of contact for tenants.
• To take bookings for Council services and to issue fishing permits where necessary.
• Some office support services to help management and councillors in accordance with operating procedures and to help develop continuous improvement.
• To deal with some customer needs or complaints.
• To complete and format information, using various IT techniques, preparing correspondence, reports and other documents for the Senior Management Team.
• To be the duty Fire Warden, and appropriate checks to ensure compliance with all current regulations. Keeping spreadsheet records as confirmation of these.
• To promote the principles of customer care, equality, quality management and good health and safety standards.
• To undertake other adhoc tasks at the request of the Senior Management Team.

ATTRIBUTES

ESSENTIAL/

DESIRABLE

REQUIREMENT

METHOD OF ASSESSMENT

QUALIFICATIONS
Essential

A good standard of education.

Application Form


EXPERIENCE/

KNOWLEDGE
Essential

Experience of working in a busy office environment, providing a wide range of clerical and administrative support with an emphasis on procurement.

Application Form and Interview

Desirable

Experience of taking bookings for services.

Application Form and Interview

Desirable

Experience in local government administration.

Application Form and Interview

Desirable

Experience in promotion and exhibitions.

Application Form and Interview

Desirable

In servicing formal meetings and taking minutes.

Application Form and Interview

Essential

Experience of Microsoft Office packages.

Application Form and Interview

Essential

Experience in posting information on websites and social media.

Application Form and Interview

Essential

A knowledge of good customer care practice.

Application Form and Interview

Desirable

Knowledge of working within a quality management system with a "right first time" ethos.

Application Form and Interview

Essential

A strong working knowledge of modern office/reception procedures and ICT.

Application Form and Interview


ABILITY/SKILLS
Essential

Ability to be self-motivated, innovative and have a flexible approach to work.