Job Summary

The Business Support Officer is responsible for providing comprehensive administrative and clerical support to the Catering Department, ensuring the efficient day-to-day operation of departmental services. The post holder supports management and colleagues through a range of administrative duties, including handling telephone enquiries, photocopying, scanning, filing, and maintaining accurate records.

The role is responsible for promoting best practice in the use of Trust and departmental systems, including Oracle, Sage, MenuMark, Softology, Label Logic, and Catersoft, ensuring compliance with Trust Financial Standing Instructions and procurement procedures. Key responsibilities include processing purchasing orders, receipting goods, managing credits, and maintaining accurate financial records.

The post holder will manage a high volume of invoices on a daily, weekly, and monthly basis, ensuring invoices are processed accurately and efficiently while maintaining effective working relationships with suppliers and the Purchase Ledger team. This supports accurate purchasing, receipting, and accounting processes across the Catering Department.

The Business Support Officer contributes to the achievement of departmental and organisational objectives by providing high-quality administrative support and ensuring that all tasks are completed in line with Trust policies, procedures, and performance standards.

Main Duties, Tasks & Skills Required

• Develop and maintain positive working relationships through effective communication, adherence to procedures, and collaborative teamwork.
• Establish and maintain communication links with suppliers, hospitality clients, and key stakeholders, ensuring expectations are met regarding purchasing, invoicing, and financial processes.
• Develop effective working relationships with Finance Systems teams, Purchase Ledger, and the Cashiers Office to support efficient financial administration.
• Process and manage purchase orders using Trust-approved systems, including Sage, Oracle, NHSSC, Softology, MenuMark, Catersoft, Label Logic, and associated Excel databases.
• Ensure purchasing activity complies with Trust Financial Standing Instructions, departmental procedures, and contract agreements.
• Monitor and maintain accurate product codes and unit prices, ensuring supplier pricing aligns with agreed contract rates and escalating discrepancies or adverse price variations to the Business Support Team Leader.
• Manage high volumes of invoices, credits, and receipting transactions accurately and within agreed timescales.
• Ensure prices, purchases, credits, and stock recharges are correctly allocated.
• Maintain accurate records of cross-charges for service, hospitality, and other applicable departments.