Business Support Administrator - Corporate Services (Grade D)

Proffil Swydd/Job Profile

Teitl y Swydd –
Post Title – Credit Card Administrator


Adran
Gwasanaethau Corfforaethol
Department
Corporate Services

Is-Adran/Adain
Refeniw a Chydymffurfiaeth Ariannol
Division/Section
Revenues and Financial Compliance

Gradd/Grade

Rhif y Swydd/Post Number
026448

Paratowyd Gan/Prepared By
Tracey Thomas

Dyddiad/Date
24 Ebrill 23/24th April 2023

Prif Ddiben y Swydd

Prif gyfrifoldebau

.

Yn gyfrifol am staff/offer

Yn atebol i
Prif Swyddog Datblygu Busnes

Meini Prawf Hanfodol
Cymwysterau, Hyfforddiant galwedigaethol ac Aelodaeth Broffesiynol
Cymwysterau hyd at safon TGAU, yn cynnwys Saesneg a Mathemateg (neu gymhwyster cyfwerth)
Y Sgiliau sy'n Ymwneud â'r Swydd a Galluoedd
Sgiliau dda am raglenni cyfrifiadurol
Sgiliau cyfathrebu ardderchog ar lafar ac ar bapur
Yn gwrtais ar y ffôn
Sgiliau da o ran llythrennedd/rhifedd

Gwybodaeth
Gwybodaeth am y systemau, y prosesau, a'r arferion o ran Symiau sy'n Daladwy
Profiad
Profiad o weithio ym maes Symiau sy'n Daladwy

Rhinweddau personol
Y gallu i weithio'n effeithlon fel rhan o dîm ac i uniaethu â swyddogion ar bob lefel
Y gallu i weithio mewn amgylchedd heriol ac ymestynnol ac i weithio'n unol ag amserlenni rheolaidd

Meini Prawf Dymunol
Profiad o weithio ym myd llywodraeth leol


Sgiliau Iaith /Cyfathrebu

Cliciwch ar y ddolen - Pa lefel ydych chi?
Cymraeg
Sgiliau Llafar Lefel 2

Sgiliau Ysgrifennu Lefel 1

Saesneg

Sgiliau Llafar Lefel 5

Sgiliau Ysgrifennu Lefel 5
Arall (nodwch)

Amherthnasol
Amherthnasol

GWIRIADAU'R GWASANAETH DATGELU A GWAHARDD (DBS)

Gall gwiriadau DBS fod yn ofynnol ar gyfer rhai swyddi lle bydd angen gweithio gyda phlant ac oedolion agored i niwed. Mae'r canlynol yn ofynnol ar gyfer y swydd hon

Adran A – y math o ddatgeliad Dim Angen Gwiriad DBS

Adran B – y math o weithlu Ddim yn berthnasol

Y RHESWM

Amherthnasol

UNRHYW WYBODAETH ARALL

Bydd yn ofynnol i ddeiliad y swydd deithio i leoliadau ledled y Sir.

Gellir gofyn i ddeiliad y swydd fynychu cyfarfodydd y tu allan i oriau swyddfa arferol neu fynychu cyfarfodydd neu seminarau y tu allan i'r Sir.

Main Purpose of Job
.
To administer the Authority’s Credit Cards to ensure that due process is followed in accordance with the Authority’s Financial Procedure Rules.
To provide challenge to the expenditure committed to and for identifying that Value for Money is achieved.
To be the point of contact in dealing and responding to queries from Internal clients and external Suppliers alike.

Key responsibilities
To be responsible for the management of all functions relating to the Authority’s Corporate Credit Card facility.

Responsibility for processing all credit card requests, ensuring compliance with the Authority’s financial regulations, procurement procedures, VAT legislation and ensuring requests have been approved in accordance with the Authority’s approved authorised signatory list.

To provide advice, guidance and support to the Authority’s staff, schools, day centres etc on best practice for making credit card purchases, whilst adhering to the Authority’s Financial procedure rules and Procurement Regulations.

To ensure that credit card statements are recharged to the correct financial codes accurately and timely whilst ensuring the Authority receives VAT invoices from suppliers, enabling VAT to be re-claimed where appropriate, to ensure the Authority re-covers any VAT due.

To challenge Credit Card Payment requests and to negotiate on behalf of the authority (on accommodation rates with hotels and other accommodation providers etc) ensuring the Authority secures best Value For Money, thereby reducing expenditure.

Develop and deliver effective systems, working practices and standard documentation to administer the management of the Authority’s Corporate Credit Cards, so that best value is achieved and that potential fraud is minimised.

Promote, develop and sustain constructive working relationships with Senior Managers, elected members and external organisations, i.e. Welsh Govt, WLGA, WAO, various banking institutions, ensuring a seamless service delivery for the department.

To ensure strict adherence to GDPR regulations to avoid breach of the regulations and bringing the Authority into dispute.

To be responsible for engaging directly with external companies to recover credit card payments that have required cancellation.

To be the principal point of contact in dealing with any corporate credit card fraud.

Ability to research and develop alternative methods of work in relation to the procurement function of the accommodation and travelling function. Research working practices to implement “paperless” credit card transactions.

To raise requisitions, process purchase orders and invoice check on the P2P system, dealing with any queries that may rise in accordance with the Authority’s Financial Regulations.

To provide cover in the absence of the Personal Assistant to the Director of Corporate Services, ensuring the effective operation of the Directors Office including the provision of an effective administrative support, such as minute taking.

To undertake any other duties assigned by the Director, Heads of Services and Principal Business Development Officer commensurate with the responsibilities and grading of the post.

Responsible for staff/equipment
Not applicable
Reporting to
Principal Business Development Officer

Essential Criteria
Qualifications, Vocational training and Professional Memberships
Qualication to GCSE standard to include English and Maths (or equivalent).
Job Related Skills and Competencies
Excellent IT Skills/knowledge of Microsoft office systems.
Ability to work on own initiative, to work flexibly and as part of a team.
Good oral and written communication skills
Good telephone/teams manner
Good literacy and numeracy skills
Knowledge
Knowledge of accounting practices and processes.
Knowledge of the Authority’s financial regulations and procurement guidelines.
Understanding of GDPR/Data Protection regulations.
Experience
Experience of working within a financial environment.
Personal qualities
Ability to work efficiently as part of a team and to relate to officers at all levels.
Ability to work within a challenging and demanding environment within deadlines.
Confidence and ability to challenge credit card requests at all levels.
Ability to demonstrate maturity and discretion in relation to sensitive and confidential information.
Ability to deliver excellent customer care and diplomacy when dealing with staff, Members, external suppliers and external financial institutions.

Desirable Criteria
Experience of working in public sector/Local Government environment.

Language and Communication Skills

Click on the link What level are you?

Welsh
Spoken Level 2

Written level 2
English

Spoken Level 5
Written level 5

Other (please State)

N/A
N/A

DISCLOSURE AND BARRING SERVICES (DBS) CHECKS

DBS Checks may be required for certain posts which work with children and vulnerable adults. This post requires:

Section A – type of disclosure No DBS check required

Section B – workforce type Not Applicable

JUSTIFICATION

Not applicable

ANY OTHER INFORMATION

The post holder will be required to travel to location throughout the County
The post holder may be requested to attend meetings out of normal office hours or attend meetings or seminars outside the County.

We are looking to fill the role as soon as possible and would be grateful if you could advise whether you have any candidates with the relevant skills and experience available.

The role will involve providing administrative support to the team, including:

General administration duties
Maintaining records and databases
Arranging meetings and managing diaries where required
Data entry and document management
Providing customer service and support to colleagues and stakeholders

Qualification to GCSE standard to include English and Maths (or equivalent).

Job related skills and competencies to include:

Excellent IT skills/knowledge of Microsoft office systems.
Ability to work on own initiative, to work flexibly and as part of a team.
Good oral and written communication skills.
Good telephone/teams manner.
Good literacy and numeracy skills.