Imperial College London s3

IMPERIAL COLLEGE LONDON

JOB DESCRIPTION

JOB TITLE: Catering Procurement and Finance Assistant

DIVISION: Campus Services

DEPARTMENT: Catering

GRADE: 2b

RESPONSIBLE TO: Catering Support Services Manager

KEY WORKING RELATIONSHIPS (Internal): Catering, Sales and Events Team, Campus Services representatives, Treasury, College Staff, Finance Team, Security

KEY WORKING RELATIONSHIPS (External): Loomis, Imperial College Union, Suppliers to Campus Services

SUMMARY OF POST: The role is to assist and support the Stores Administration Officer. Effect the control, ordering, purchasing and transfer of stock, in line with departmental procedures. To oversee the banking of cash generated from the Catering department, to identify discrepancies and follow up. Maintain a departmental float for the supply of all cashiering requirements. Provide support in the maintenance of data in a systematic format, both manual and computerised. To help to generate reports as required.

SPECIFIC DUTIES OF POST Finance  Analyse financial information and identify errors/discrepancies between actual till readings and cash banked. Reconcile and record all banking information into one spreadsheet on a daily basis.  Produce regular reports for senior management and the Finance Department that explains any financial discrepancies/errors. Follow up on any discrepancies or variances left unexplained.  Reconcile data from Loomis against in-house data  Ensure all data is accurate and adhere to monthly deadlines.  Collect cash banking from Weeks Hall on a daily basis with a member of Security  Provide all materials required for the smooth operation of the banking process (paying in books; coin bags; banking bags; credit/debit card audit rolls)  Forward non cash receipts (incl. GL journal vouchers) to Campus Services Accounts Department  Retain and file other documents for future audit (6 months in arrears)  Ensure that the cashiers are informed of any changes to the cash banking procedure  Arrange training where necessary for cashiers in till procedures

Stock Control  Accurately process orders with suppliers using in-house software by given deadlines in line with departmental ordering procedures  Liaise as necessary with Outlet Supervisors, Chefs and Stores team to ensure stock is procured in the best interests of the business, maintaining ordering and requisitioning sheets  Notify all delivery points of orders placed prior to delivery  Accurately process the receipt of deliveries via in-house software in line with departmental procedures  Accurately process transfers between outlets via in-house software  Support other areas of the business as required with the input of data into the in- house stock system  Identify and resolve all delivery issues with suppliers and identify any pricing anomalies  Generate reports and retrieve data from the in house stock control system as required  Generate stock count sheets as and when required  Input stock takes as and when required  Assist in the maintenance of accurate supplier prices as they change

Other  To work flexibly in accordance with the operational needs of the unit  As required and necessary, liaise with and cover duties of the Stores Administration Officer in order to maintain the smooth running of the operation

To observe and comply with all College policies and regulations, including the key policies and procedures on Confidentiality, Conflict of Interest, Data Protection, Equal Opportunities, Financial Regulations, Health and Safety, Imperial Expectations (for new leaders, managers and supervisors), Information Technology, Private Engagements and Register of Interests, and Smoking.

To undertake specific safety responsibilities relevant to individual roles, as set out on the College Website Health and Safety Structure and Responsibilities page (http://www3.imperial.ac.uk/safety/policies/organisationandarrangements).

Job descriptions cannot be exhaustive and the post holder may be required to undertake other duties, which are broadly in line with the above key responsibilities.

Imperial College is committed to equality of opportunity and to eliminating discrimination. All employees are expected to adhere to the principles set out in its Equal Opportunities in Employment Policy, Promoting Race Equality Policy and all other relevant guidance/practice frameworks. PERSON SPECIFICATION

CATERING PROCUREMENT AND FINANCE ASSISTANT

Imperial Expectations These are the 7 principles that Imperial leaders, managers and supervisors are expected to follow: 1) Champion a positive approach to change and opportunity 2) Communicate regularly and effectively within, and across, teams 3) Consider the thoughts and expectations of others 4) Deliver positive outcomes 5) Encourage inclusive participation and eliminate discrimination 6) Support and develop staff to optimise talent 7) Work in a planned and managed way

Applicants are required to demonstrate that they possess the following attributes:-

 Previous office administration experience in a similar role

. Ability to understand, interpret and communicate financial data

. Excellent numerical skills sufficient to be able to manage cash transactions and analyse financial data

. Excellent computer skills and knowledge, including Microsoft Office and finance related software (presently UNIWARE/COSMIC) and the ability to quickly acquire knowledge of new software applications

 Excellent communications skills, both written and verbal, in order to present and deliver information in an appropriate manner

. Be highly organised with an eye for detail and accuracy and an ability to cope with deadlines

. Strong on initiative, making well balanced decisions when necessary

. Be self-motivated and an effective team player