Corporate Support Officer

**Details**:
**Reference number**:

- 310252**Salary**:

- £25,827 - £27,170- A Civil Service Pension with an average employer contribution of 27%**Job grade**:

- Executive Officer- Band D**Contract type**:

- Permanent**Type of role**:

- Health and Safety
- Procurement and Contracts Management
- Other**Working pattern**:

- Flexible working, Full-time, Job share, Part-time**Number of jobs available**:

- 1Contents

Location

About the job

**Benefits**:
Things you need to know

Location
- This position is based at IMA, 3rd Floor, Civic Centre, Oystermouth Road, Swansea, SA1 3SNAbout the job

**Job summary**:

- Please refer to Job Description**Job description**:
**Purpose of the role**

Working as part of the Corporate Services team, you will be responsible for processing procurement transactions and ensuring financial transactions are receipted correctly in line with IMA procurement policies and standards.

You will also be responsible for carrying out specific H&S duties that ensure the IMA is a safe place to work and complies with Health and Safety guidelines. You will be the IMA’s main point of contact for all facilities management activity, ensuring our offices are maintained and fit for purpose.

**What will you be doing?**

You will be working closely with the Senior Finance Manager and Head of Corporate Services, supporting them in developing and implementing organisation-wide Corporate functions including:
**Procurement**
- Supporting the Finance Manager to effectively manage the procurement process from purchase to pay (P2P)
- Managing the process of setting up new suppliers
- Raising purchase orders and upskilling administrators
- Acting as the primary point of contact for procurement queries
- Accountable for monitoring invoice activity to ensure prompt payment targets are met
- Responsible for auditing the purchase order tracker to ensure procurement compliance
- Using our chosen multi model database management system to check transaction activity
- Working with Ministry of Justice (MoJ), Commercial & Contract Management Directorate and our shared service partner to ensure compliant and efficient processing of procurement transactions (P2P)
- Support the regular updating and review of procurement guidance

**Facilities**
- Being the main point of contact for all facilities related matters, liaising with the IMA’s landlord to ensure our base of operations is safely maintained.
- Responsible for liaising with the site security team, managing access to the building parking facilities and the visitors process
- Responsible for coordinating contractor work at the IMA in relation to Estates management.

**Health and Safety**
- Conducting Health and Safety risk assessments including monthly floor walks
- Writing Health and Safety reports and keeping the risk register updated
- Maintaining the organisational health and safety and facilities framework, reporting on the overall compliance in these areas
- Reviewing and updating office handbook and induction checklist

**Other**
- Maintaining a record of mandatory training, monitoring and reporting on completion rates.
- Attend and contribute to group meetings as required
- Line management of 1 x Administrator (AO Grade)

The duties/responsibilities listed above describe the post and are 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.

**Essential Skills**
- Self-motivated and able to work with mínimal supervision;
- Ability to work well under pressure and can prioritise workload and tailor this to meet the needs of the business;
- Good analytical skills
- Good written and verbal communication skills
- Ability to build strong working relationships with stakeholders
- A good understanding of financial transactions such as purchase orders and invoices

**Desirable Skills**
- Experience of working in procurement
- Experience of working in a government or public service department in a finance setting
- Experience of conducting risk assessments
- Experience of working in a facilities related role
- Experience of line management

**Behaviours**

We'll assess you against these behaviours during the selection process:

- Managing a quality service
- Delivering at pace
- Changing and Improving
- Working together

**Diben y swydd**

Gan weithio fel rhan o’r tîm Gwasanaethau Corfforaethol, byddwch yn gyfrifol am brosesu trafodion caffael a sicrhau bod trafodion ariannol yn cael eu derbynebu’n gywir yn unol â pholisïau a safonau caffael yr IMA.

Byddwch hefyd yn gyfrifol am gyflawni dyletswyddau Iechyd a Diogelwch penodol sy’n sicrhau bod yr IMA yn lle diogel i weithio a’i fod yn cydymffurfio â chanllawiau Iechyd a Diogelwch. Chi fydd prif bwynt cyswllt yr IMA ar gyfer yr holl weithgarwch rheoli cyfleusterau, gan sicrhau bod ein swyddfeydd yn cael eu cynnal a’u cadw a’u bod yn addas i’r diben.

**Beth fyddwch chi’n ei wneud?**

Bydd