Individual Role Unique Characteristics

Individual Role – Unique Characteristics

This document is to be used in conjunction with the general role profile.

Directorate / School Resources Commissioning, Procurement & Contract Unit / Team Management Unit. Job Title Business Support Officer Job Family Role Profile Level BS4A Date March 2014 Post Group Number PG5404 (to be added by Pay and Reward team)

Purpose

 To assist the Business Support Supervisor in the provision of a cost effective, efficient and professional Commissioning, Procurement and Contract Management service to all CCC directorates using the Council’s E5 electronic procurement and other systems.  To provide specific support to the Commissioning, Procurement and Contract Management team in the delivery of the full range of procurement business services to meet the units Service Plans as well as meet the business needs of external partners/customers.

Key responsibilities

 To work as part of the team providing an efficient and effective customer enquiry and ordering service for a broad range of goods and services.  To be a first point of customer contact for the provision of a key advisory service for CCC requisitioners on the effective operation of the E-Proc system (E-proc Helpline and Procurement support mailbox). Assist as and when required in the delivery of training for CCC users of the E-Proc system.  To support the Supervisor in the administration/upkeep of the CCC E5/E- procurement portal; Closing down orders for year end and keeping the system tidy and up to date including loading and maintaining electronic catalogues.  To monitor the usage of the portal and electronic catalogues in E5 and any other related system and provide information to support the implementation of improvements. Also produce reports to support end users in maintaining accurate order/invoice management information to facilitate in keeping budget/ordering information accurate by actioning over/under receipting in the system.  To support the Supervisor in the administration, control and integrity of purchase cards requests throughout CCC. Also to reconcile any spend in PCR that has come through the Unit Management Team.  To support the delivery of effective training for CCC E-Procurement users on requisitioning, receipting and related issues through the Helpline and remotely accessing PC’s via the VNC remote access tool.  To support the maintenance of the Cumbria County Council use and content of the e-procurement module of e5, including electronic catalogues and associated coding, ensuring accuracy, consistency and integrity of content. Work closely with

March 2014 the Commissioning, Procurement, Contract Management officers, other colleagues in the unit management team and across Directorates, partner organisations and suppliers to provide, maintain and install up to date electronic catalogues. Monitor use of such catalogues and identify and recommend opportunities for improvement.  Assist in the maintenance of the “Fuel Management Programme” including the issuing of “fuel cards” to CCC departments. Manage the fuel card database for CCC vehicles and external customers to enable cost recharging through E5 and external invoicing. Advise CCC internal and external customers on best option fuel cards and manage card replacements.  Administering Internal and External sales invoicing and recharges for the Courier service, mobile phones, fuel and supplier rebates.  Using a variety of sources including E5/AP/AR/GL/Sales Invoicing for the unit management team to assist them in effective category, supplier, and trading management.  Using E5/ E-Proc system access and produce specific management reports for Commissioning, Procurement, Contract Managers and the Senior Manager within the team to allow more effective procurement and achieve efficiency savings for CCC.  Provide excellent customer care on a variety of business activities by assisting with an advisory service to all CCC staff via the Helpline and Procurement Support Mailbox.  Identify and resolve customer complaints using own initiative and improve levels of customer satisfaction.  Actively promote the unit and its services to all CCC departments, partners and external customers.  Contribute to the units Service Plan and its development in providing a procurement service to CCC, its local government partners; EPiC; and external customers.  To function as a business support team to support colleagues in the unit management team in arranging meetings, room bookings, producing agendas for meetings and taking notes. Also to support them with any other administrative task as and when required.  Support the unit management team and AP with account queries and accounts going on stop. Liaise with the AP staff and requisitioners to help resolve queries. Liaise with requisitioners to resolve price mismatches and misc charges on the system.  Order mobile phones for CCC staff using the corporate contract through the Vodafone system (VCOL). Maintain user records/place orders through the VCOL system on a daily basis.  Manage the ‘Procurement’ Mailbox for the mobile phone queries and work closely with ICT and other directorates on larger projects/queries  Use billing manager within the VCOL system to run and manipulate user call reports for mangers so that personal calls can be picked up for individuals.

March 2014 Staff Management Responsibilities

 None

Resources Responsible for

 None

Job Working Circumstances A. Minimal Emotional Demands B. Normal Physical Demands C. Normal Working Conditions

March 2014 Individual Role – Person Specification

Directorate / School Resources Commissioning, Procurement & Contract Unit / Team Management Unit Job Title Business Support Officer Job Family Role Profile Level BS4A Date March 2014 Post Group Number PG5404 (to be added by Pay and Reward team)

Essential Desirable Qualification Good general standard of Customer care/service s education to NVQ level 2 in qualification Business Administration European Computer Driving or other relevant discipline Licence

or demonstrable equivalent RSA 2 Diploma experience Procurement Level 1 Willingness to undertake further training and development to enhance skills in electronic procurement and customer care

Relevant Moderate level of experience of Working in local government Experience working with electronic procurement management Moderate level of experience of systems working within a purchasing and tendering function in a complex Moderate level of experience service driven environment working in an office based environment to strict deadlines in Experience of delivering a range a fast changing office of electronic procurement tools to a wide customer base Experience of supplier liaison Experience of delivery of on-the Moderate level of experience of -job training to colleagues working as part of a team within a service delivery organisation with strong customer focus

Experience of utilising e- procurement systems, including the preparation, coding and installation of electronic catalogues.

March 2014 Experience of working with computerised financial management systems including both purchase cards and fuel cards systems Knowledge Application of Electronic Key local government aims and Procurement/ordering systems targets

Financial information systems and Knowledge of CCC/EU data procurement regulations and methods for acquiring quotations Microsoft Office Applications for supply of goods and services

EU Public Procurement rules and tendering requirements

Skills Logical, systematic approach to Developed negotiation skills own workload and use own initiative to identify and resolve Car driver – able to travel to problems meetings at other locations within Cumbria Ability to integrate and work as part of a wider team

Customer focus – genuine desire to understand customers, their service needs and behaviours and to anticipate, meet and wherever possible exceed their expectations.

Ability to instil trust and confidence through effective communications.

Strong keyboard skills

Ability to work with a high level of attention to detail and accuracy

Numeracy and comprehension skills.

Competent use of computerised systems eg Email, spreadsheets and word processing

Experience of collating information for management decision making and compiling reports.

Ability to prioritise workloads to

March 2014 meet deadlines.

Demonstrate telephonic communication skills – confident in dealing with customer queries.

Other Ability to travel independently around the county

March 2014