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Business Support Assistant

5 months ago

Sunderland, United Kingdom University of Sunderland Full time

To work as part of a support team undertaking several duties on behalf of the
Estates and Facilities Service.
Main areas include:
1. Effective stores and stock control support, including operational

transactions in accordance with relevant financial controls, and University
policies.

2. Support vehicle fleet management.

3. General admin support, maintaining a range of administrative processes

and procedures that supports the entire Service.

**Key Responsibilities**
**and Accountabilities**:

- Provide administrative and pro-active operational support to the day-to-day

operation of the Estates and Facilities Service.
- Transactional processing of invoices, credit notes, and payment requests
- Transactional processing of requisitions for the purchase of goods and services,

goods receipting and purchase order management
- Build and maintain relationships with suppliers. Liaise with suppliers over

invoices, credit noes and statement of accounts.
- Reviewing and processing payment card transactions for area of responsibility
- Receive and process requests for goods/materials
- Provide and operate an efficient store and stock control system for Estates and

Facilities
- Ensure that supplies comply with legislation, including health and safety and

handling regulations, and adhere to the University's health and safety policy
- Prepare and report on annual and other periodic inventories
- Investigate queries, seeking advice where necessary, and following through to

completion
- Support fleet management and the maintenance of leased and owned vehicles

regarding the organisation of vehicle MOT and Services, alongside the issue

and recording of vehicle check sheets and associated data.
- To provide cover where required in the absence of business support colleagues,

including reception duties, when other members of the team are unavailable.
- To develop and maintain mutually respectful and effective working relationships

with Service managers and the wider Estates and Facilities team to support the
delivery of business objectives.
**Special**
**Circumstances**:
None

University of Sunderland

**Role Profile**

Part 2

**Part 2A: Essential and Desirable Criteria**
**_Essential
- **

**Qualifications and Professional Memberships**:

- Educated to ‘A’ Level standard, or possess equivalent related experience
- Extensive expertise in use of IT systems, including Microsoft Word, Excel,

Outlook
- Maths and English GCSE Grade C or equivalent

**Knowledge and Experience**:

- Experience in being customer service focussed
- Demonstrable high level of IT skills and using bespoke databases and systems
- Experience of prioritising workload to ensure deadlines are met
- Experience of processing high volume transactions within a financial setting
- Demonstrable experience of processing invoices, credit notes, and payment

card transactions
- Demonstrable proactive, enthusiastic, and flexible approach to work

**_Desirable
- **

**_Qualifications and Professional Memberships: _**
- Foundation Degree, Higher National Diploma, or equivalent Level 5

**Knowledge and Experience**:

- Previous experience of working a similar role in a large organization
- Knowledge of stores management, stock control, maintenance, and cleaning

material support.
- Knowledge of building and engineering materials and spare parts.
- Knowledge of technical specifications and stock description methods.
- Experience of safe handling and storage of materials.
- Demonstrable knowledge and experience of electronic accounting packages

**Part 2B: Key Competencies**

**Competencies are**
**assessed at the**
**interview/selection**
**testing stage**

**Supporting customers and stakeholders:
- Respond promptly and proactively to queries and requests, which may include

enquiries from external sources.
- Exchange information and build and maintain relationships with others in the

Service and appropriate internal/external contacts.
- Responsible for ongoing evaluation, development and monitoring of processes

and procedures that support areas covered by own remit.

**Contributing to University culture:
- Understand and encourage a culture that supports University priorities including

responsiveness and excellence in customer service; ownership of actions;
adaptability and a ‘can do’ attitude; strong communication; innovation;
inclusiveness; collaboration and team working.
- Implement and maintain comprehensive administration systems which support

the area of work in line with existing, changing, and future University processes.
- Provide, as required, qualitative and quantitative, business support to

continuous improvement areas of the
service.
**COMMUNICATION
**Oral Communication
- Routinely receives, understands, and conveys routine or standard information

clearly and concisely.
- Occasionally explains more complicated non-routine matters, policies, and

procedures clearly by explaining technical/specialist terms commonly used in
own area of