Business Support Administrator

We are currently recruiting for a Business Support Administrator to work within Lincolnshire Police Force based in Nettleham.

The is a temporary contract for around 3 months, working Monday to Thursday 8.30am to 16.30pm and Friday 8.30am to 16.00pm office based at the Police HQ

JOB PURPOSE AND SCOPE:

The IT Business Support Administrator will provide support to the Business Manager to deliver an effective and efficient service to support the processes with ICT equipment procurement, ICT contract renewals and ICT asset management administration.

Main accountabilities and responsibilities of the role are, the manage the day to day requests for IT equipment and software from all users within Lincolnshire Police for new and replacement IT equipment, and solutions. Key responsibilities of the role is to communicate with suppliers and end users and ensure they are kept up to date with their requests for equipment during the life cycle of the open ticket.

CORE WORK AREAS:

1. Responsible for processing the IT procurement requests/tickets (Under 25K) for IT equipment via Sunrise, ensuring all requests are dealt with in a timely manner throughout the procurement process, and the sunrise ticket is updated at all stages throughout the cycle of the request ensuring the user kept up to date.

1. Liaising with suppliers obtaining competitive quotes, and colleagues within the IT department to ensure the correct due diligence/specifications for the right equipment/solution has been ordered and deployed to the end user.

1. Support the IT Business Manager with ICT Contract renewals under 25K ensuring public sector procurement rules and regulations are adhered to, by obtaining 3 quotes where necessary, or single source approval.

1. Ensure all purchase orders placed in accordance with public sector procurement rules and regulations. Orders are recorded accurately on the IT purchasing ordering log, ensuring costs and budget code detailed to allow for budget tracking and forecasting, and orders receipted in at appropriate time for completeness.

1. Responsible for the set-up of new suppliers, working with the supplier, and internal departments including the Commercial and Finance department to completion of on board of new supplier.

1. Participate in review meetings with IT suppliers and partners to ensure communication to maintain a positive, professional, and strong credible relationships.

1. Co-ordinate IT Equipment stock control and manage a goods in/out system, reordering IT equipment when stock levels need replenishing ensuring agreed threshold of stock is maintained.

1. Work with suppliers and the Force Finance team to ensure supplier accounts are kept under control ensuring purchase orders are receipted and invoices are processed and paid in a timely manner.

1. Support and administer processes and policies for tracking of IT Assets throughout their life cycle across the Lincs Police estate and provide regular reporting to the IT Business Manager.

1. Ensure that all IT assets are properly asset tagged upon delivery, warranties logged, and equipment disposed of securely at the end of their lifecycle updating the IT department Asset register accordingly. Highlighting when assets are due to become EOL (End of life)

1. Work with the IT Technicians to ensure IT equipment is decommissioned at the appropriate time and responsibly disposed of adhering to all security policies and ensuring all registers are updated accordingly.

1. Daily administration of the IT asset register for hardware and software (including;Laptops/desktops/mobile phones/MS Office 365 licences/Adobe Licences /Software Licence Keys and other IT equipment/software) working with the IT Operations Team.

1. Support the IT Business Manager working with the IT Field Service Manager and IT Technicians with checking of IT assets systematically, either through a regular audit of stock (annually) or an ongoing quarterly programme of checking stock by rolling stocktake to ensure we have an accurate account of assets. Provide analysis via reporting back to IT Business Manager with any changes/in-consistencies.

1. Support the IT Business Manager with any administrative tasks to support the wider Directorate.

Qualifications/ Training & Experience

NVQ level 3 in Business Administration or substantial experience in similar role, Experience of IT purchasing equipment and software, Experience of working in an IT Services environment

Experience / knowledge of Software & Hardware Asset Management, warehousing, stocktaking and auditing

Experience of working with suppliers, obtaining quotes to achieve competitive pricing, Experience or public sector procurement, Experience or public sector procurement, Experience of planning and organising whilst prioritising conflicting demands

Excellent communication and influencing skills in order to operate at all levels throughout the organisation, Good communication skills - able to explain things clearly; good written communication at all levels

Ability to work in a team environment with both internal and external partners and departments, Ability to collate, analyse and evaluate data, and prepare information for reporting

Experience in using Microsoft Office in particular Word and Excel

Please note, any offer would be subject to Police Vetting.
Due to Police Criteria, you must have lived in the UK for atleast the last 3 years from application. Anything less will not be considered.

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