Business Support Executive

2 weeks ago


London, United Kingdom Imperial War Museums Full time

**Opportunity ID**

426

**Location**
- IWM London

**Salary**
- £ 28,000 to £30,000 per annum

**Hours**
- 36 hours net per week

**Department**
- Business Support

**Job Summary**

**Purpose of the job**

The purpose of the Business Support Executive is to carry out Commercial billing and provide financial and administrative support to the Operations and Estates Departments. We expect the individual in this role to work as part of the Business Support team, to ensure accurate and timely billing and to raise purchase orders and review and approve supplier invoices ensuring timely payments so we as a team can provide this critical financial support.

The Business Support Department is always looking to make improvements to current processes, so we are as efficient and effective as a team and would expect the individual to contribute to this. Building good relationships with colleagues including those in other teams and external contractor contacts will be crucial to success.

This is a very varied role with a good level of interaction with all IWM departments. The role can be demanding especially at month end and to be successful, you will need strong attention to detail, good communication skills and to be organised and hard-working.

**Key duties**

You will be expected to work independently as well as across different teams in order to contribute to and deliver the priorities of IWM - using your knowledge, skills, talent and potential to the best of your ability.

You will focus at all times on delivering excellent customer service, ensure value for money at all times while being professional, courteous and demonstrating the behaviours and attributes expected of all IWM employees. You will also adhere to all corporate standards, and use corporate systems as directed to ensure consistency of service, brand and operational standards.

You will undertake day to day activities to the best of your ability and to the required standards; and strive to learn and develop your skills and knowledge.

**In addition**, your duties will include:
You will work closely with Operations and Estates managers to support managing the expenditure and provide regular spend analysis and resolving supplier account and invoice queries.

You will work closely with Security and Estates to ensure their respective life cycle trackers show accurate monthly spend and reconciled to the finance report.

You will ensure our Music License, Vehicles leases, Postal account, and Utilities AMR contracts are managed effectively so we are able to provide key central support to IWM departments.

This role will require a good deal of liaison across various Operations and Commercial departments across all IWM branches and opportunity to building relationships with many IWM colleagues and fostering a great team spirit and working together to meet our common objectives at IWM. There will be an occasional requirement to visit other IWM branches.

**General**

You will carry out all administrative and financial support that may be required under the Business Support department, including:

- Financial administration support provided to Estates, Operations and Airfield Department where required.
- Raise purchase orders with supporting documentation. Check and process purchase invoices in an accurate and timely manner on finance system.
- Support with updating the IWM Vehicle master sheet and provide monthly analysis on vehicle lease and hire spend and ensure contractual lease payments are adhered to. Support with ensuring driver list is up-to-date with license information and carry out online license checks where required, and manage the vehicle repair claims, congestion charge account, and vehicle repairs for Operations and Estates vehicles.
- Collate and obtain regular Performing Rights Music Licensing data from relevant IWM managers and IWM Partners (Catering Events Contractor) where music is played across the Museum branches. Also support with the annual Music License return submission.
- Updating the Estates Utilities and AMR (Automated Meter Reader) contracts tracker and support with procurement requests.
- Regular review of open purchase orders on finance system to ensure queries and disputes are followed up and invoices are received to ensure accurate spend on Operations budget reports.
- Update the Estates rent and rates payments and contract tracker document.
- Support with ad hoc FOI (Freedom of Information) requests and collating data that is being requested.
- Support Strategy and Finance team with Annual Sustainability return and collate and obtain annual data.
- Manage the journal requests across the Operations and Estates budgets and submit monthly to finance once approved by Head of Business Support.
- Provide annual Fixed asset reporting and returns to finance.
- Update various monthly spend analysis spreadsheets on time and accurately and assist with quarterly budget reforecasting.

May 27th 2024, 9:00 AM

**Interview Details**

Int


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