Civic Recruitment Limited
Business Support Administrator
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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.
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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
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- 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)
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