Business Support Executive

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.

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:

1. Financial administration support provided to Estates, Operations and Airfield Department where required.
2. Raise purchase orders with supporting documentation. Check and process purchase invoices in an accurate and timely manner on finance system.
3. 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.
4. 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.
5. Updating the Estates Utilities and AMR (Automated Meter Reader) contracts tracker and support with procurement requests.
6. 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.
7. Update the Estates rent and rates payments and contract tracker document.
8. Support with ad hoc FOI (Freedom of Information) requests and collating data that is being requested.

For a full list of duties and the person specification (which your application will be marked against) please view the Job Description on the IWM Jobs Page.

Museum Website: https://imperialwarmuseums.tal.net/vx/appcentre-ext/brand-4/spa-1/candidate/so/pm/1/pl/3/opp/426-Business-Support-Executive/en-GB