To administer the Authority’s Credit Cards to ensure that due process is followed in accordance with the Authority’s Financial Procedure Rules.

To provide challenge to the expenditure committed to and for identifying that Value for Money is achieved.

To be the point of contact in dealing and responding to queries from Internal clients and external Suppliers alike.

Responsibility for processing all credit card requests, ensuring compliance with the Authority’s financial regulations, procurement procedures, VAT legislation and ensuring requests have been approved in accordance with the Authority’s approved authorised signatory list.

To provide advice, guidance and support to the Authority’s staff, schools, day centres etc on best practice for making credit card purchases, whilst adhering to the Authority’s Financial procedure rules and Procurement Regulations.

To ensure that credit card statements are recharged to the correct financial codes accurately and timely whilst ensuring the Authority receives VAT invoices from suppliers, enabling VAT to be re-claimed where appropriate, to ensure the Authority re-covers any VAT due.

To challenge Credit Card Payment requests and to negotiate on behalf of the authority (on accommodation rates with hotels and other accommodation providers etc) ensuring the Authority secures best Value For Money, thereby reducing expenditure.

Develop and deliver effective systems, working practices and standard documentation to administer the management of the Authority’s Corporate Credit Cards, so that best value is achieved and that potential fraud is minimised.

Promote, develop and sustain constructive working relationships with Senior Managers, elected members and external organisations, i.e. Welsh Govt, WLGA, WAO, various banking institutions, ensuring a seamless service delivery for the department.

To ensure strict adherence to GDPR regulations to avoid breach of the regulations and bringing the Authority into dispute.

To be responsible for engaging directly with external companies to recover credit card payments that have required cancellation.

To be the principal point of contact in dealing with any corporate credit card fraud.

Ability to research and develop alternative methods of work in relation to the procurement function of the accommodation and travelling function. Research working practices to implement “paperless” credit card transactions.

To raise requisitions, process purchase orders and invoice check on the P2P system, dealing with any queries that may rise in accordance with the Authority’s Financial Regulations.

To provide cover in the absence of the Personal Assistant to the Director of Corporate Services, ensuring the effective operation of the Directors Office including the provision of an effective administrative support, such as minute taking.

To undertake any other duties assigned by the Director, Heads of Services and Principal Business Development Officer commensurate with the responsibilities and grading of the post.

Essential Criteria

Ability to work on own initiative, to work flexibly and as part of a team.

Good oral and written communication skills

Good telephone/teams manner

Good literacy and numeracy skills

Knowledge of the Authority’s financial regulations and procurement guidelines.

Understanding of GDPR/Data Protection regulations.

Ability to work within a challenging and demanding environment within deadlines.

Confidence and ability to challenge credit card requests at all levels.

Ability to demonstrate maturity and discretion in relation to sensitive and confidential information.

Ability to deliver excellent customer care and diplomacy when dealing with staff, Members, external suppliers and external financial institutions.

Desirable Criteria