3884 - Stirling House - Business Administrator (Part Time)
| Posting date: | 13 March 2025 |
|---|---|
| Salary: | £27,040 to £28,472 per year, pro rata |
| Hours: | Part time |
| Closing date: | 27 March 2025 |
| Location: | Newmarket, Suffolk |
| Remote working: | On-site only |
| Company: | Ministry of Justice |
| Job type: | Permanent |
| Job reference: | 3884 |
Summary
Overview of the job
The job holder will provide day to day administrative support to management at the Stirling House Conference Centre. They will act as the first point of contact for visitors to the Centre and will seek to provide the best possible customer experience. This is a non-operational role with no line management responsibilities.
Summary
The accountabilities within this role include the following;
• Customer Service – meeting and greeting of visitors to the Centre and acting as first point of contact should any issues or problems arise during their stay.
• Bookings – will respond to enquiries regarding training facilities and accommodation.
• Procurement – will use iProcurement system in accordance with NOMS policies to order goods and services as required.
• Finance – will act as cashier when required as well as issue invoices to customers and arrange for the processing of invoices received from suppliers.
Responsibilities, Activities and Duties
You will be required to carry out the following responsibilities, activities and duties:
The role requires the job holder to undertake the following transactional activity in order to support the smooth running of the Stirling House Conference Centre. This will involve some or all the following categories of work.
• Monitors the Phoenix system for course delegates and makes contact to offer accommodation where necessary. Liaises with course tutors/guests as to delegate needs on the day of the event acting as first point of contact for any issues or problems that arise.
• Ensures that guests sign in on arrival and are made aware of the facilities available at Stirling House, involving meeting and greeting of delegates and other Stirling House users in a professional and personable manner. Organising the use of training rooms and accommodation.
• Responding to enquiries regarding training room bookings and accommodation received by phone and email, ensuring all relevant information regarding bookings is accurately entered into the Stirling House Diary
• Knowledge of the Finance Manual, preparing and maintaining local budget information on expenditure. Undertaking duties of cashier as required in accordance with the Finance Manual ensuring all relevant financial policies are adhered to. Ensuring they reconcile daily petty cash transactions along with maintaining daily Sales book.
• Liaise with the Shared Service Centre to instigate accounts for new Customers. Compiling invoice requests on a monthly basis and forwards to SSC.
• Prepares and maintains local budget information and links with local purchase and procurement records including Preparing monthly Government Procurement card transaction log and month end cashier return for the Regional Finance Team
• Uses i-Procurement system to requisition goods/services as required ensuring compliance with the Procurement manual and associated policies. Knowledge and understanding of i- Procurement to enable the ability to maintain and update records accordingly.
• Liaise with TSS/HMP Highpoint Works Dept regarding requisitions for new works whilst ensuring necessary requisitions are processed, maintaining service records and carrying out Asset Management training.
The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The Job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary. Significant adjustments may require re-examination under the Job Evaluation scheme and shall be discussed in the first instance with the Job Holder.
The job holder will provide day to day administrative support to management at the Stirling House Conference Centre. They will act as the first point of contact for visitors to the Centre and will seek to provide the best possible customer experience. This is a non-operational role with no line management responsibilities.
Summary
The accountabilities within this role include the following;
• Customer Service – meeting and greeting of visitors to the Centre and acting as first point of contact should any issues or problems arise during their stay.
• Bookings – will respond to enquiries regarding training facilities and accommodation.
• Procurement – will use iProcurement system in accordance with NOMS policies to order goods and services as required.
• Finance – will act as cashier when required as well as issue invoices to customers and arrange for the processing of invoices received from suppliers.
Responsibilities, Activities and Duties
You will be required to carry out the following responsibilities, activities and duties:
The role requires the job holder to undertake the following transactional activity in order to support the smooth running of the Stirling House Conference Centre. This will involve some or all the following categories of work.
• Monitors the Phoenix system for course delegates and makes contact to offer accommodation where necessary. Liaises with course tutors/guests as to delegate needs on the day of the event acting as first point of contact for any issues or problems that arise.
• Ensures that guests sign in on arrival and are made aware of the facilities available at Stirling House, involving meeting and greeting of delegates and other Stirling House users in a professional and personable manner. Organising the use of training rooms and accommodation.
• Responding to enquiries regarding training room bookings and accommodation received by phone and email, ensuring all relevant information regarding bookings is accurately entered into the Stirling House Diary
• Knowledge of the Finance Manual, preparing and maintaining local budget information on expenditure. Undertaking duties of cashier as required in accordance with the Finance Manual ensuring all relevant financial policies are adhered to. Ensuring they reconcile daily petty cash transactions along with maintaining daily Sales book.
• Liaise with the Shared Service Centre to instigate accounts for new Customers. Compiling invoice requests on a monthly basis and forwards to SSC.
• Prepares and maintains local budget information and links with local purchase and procurement records including Preparing monthly Government Procurement card transaction log and month end cashier return for the Regional Finance Team
• Uses i-Procurement system to requisition goods/services as required ensuring compliance with the Procurement manual and associated policies. Knowledge and understanding of i- Procurement to enable the ability to maintain and update records accordingly.
• Liaise with TSS/HMP Highpoint Works Dept regarding requisitions for new works whilst ensuring necessary requisitions are processed, maintaining service records and carrying out Asset Management training.
The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The Job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary. Significant adjustments may require re-examination under the Job Evaluation scheme and shall be discussed in the first instance with the Job Holder.