Position Description
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- Dominic Poole
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1 Position Description POSITION TITLE: Food and Beverage Inventory Administrator SCHOOL/OFFICE: Food and Beverage Department CLASSIFICATION LEVEL: Bond Level 4 DATE LAST UPDATED: April 2016 This position is first and foremost with Bond University and although this position is described as operating within a section of the university, it is a fundamental requirement of your position that the best interests of the university must be your priority at all times. PURPOSE OF THE POSITION: Assisting and supporting the General Manager Food & Beverage with technical support, specifically responsible for the inventory process for all food and beverage and preparing of financial reports for the area. The position is responsible for the coordination of the inventory process within the Food & Beverage Department as well as accounting and reporting duties for the Food & Beverage Department. This is a complex role in a challenging environment. The focus of the role is to efficiently manage all activities associated with inventory including stock take, invoices and contracts. The incumbent will be required to manage their priorities and task scheduling with limited direction. They will be required to liaise with internal and external clients providing advice and support to ensure that a corporate approach is adopted towards the continuous improvement of the financial reporting and inventory processes within the University. This is a role that requires a highly capable, self motivated person with the knowledge, experience and skills to develop the policies and procedures for the position and then assist in the implementation process. A working knowledge and sound application of all relevant policies and procedures is also required. REPORTING RELATIONSHIP: This position reports directly to the General Manager Food & Beverage. Director Commercial Services General Manager Food & Beverage Inventory Administrator
2 SELECTION CRITERIA: Knowledge and specialist expertise gained from a minimum of three years experience in purchasing and finance functions. Knowledge and experience in within the procurement process, specifically including the areas of price comparisons/quotes and work specifications. Demonstrated practical knowledge of and experience in the use of a Purchasing and Accounts Payable Module within an Accounting Software program, ideally with electronic Purchase Order processes. Practical knowledge of the requirements of the GST legislation as it relates to the accounts payable function and contract management. Analytical skills including the ability to assess problems and propose solutions and then develop the framework to implement them. Excellent organisational skills and the ability to prioritise own workload. Developed problem solving skills, including the ability to manage conflicting work demands. Capacity to work independently with limited supervision. Ability to write clear and concise reports and present them in both printed and electronic forms. High level of proficiency in Microsoft Word and Excel. Possess high level interpersonal and communication skills including the ability to liaise and advise staff at all levels of the University s finance policies and procedures and liaise effectively with external stakeholders such as students and creditors. Be able to undertake a continual review of procedures to achieve and maintain best practice. Excellent interpersonal and communication skills that facilitate effective and professional communication with persons from varied backgrounds. DESIRABLE CRITERIA: Previous experience in a tertiary environment or a large organisation. Sound understanding of financial management and accounting concepts and processes. Knowledge and understanding of Bond University policies and practices. Bachelor degree in business, accounting or finance or studies within purchasing/procurement.
3 COMPETENCY: RESPONSIBILITY: PERFORMANCE INDICATORS: Inventory Responsible for maintenance and reporting of the Accounts Payable Supplier Chart. Accuracy of data within the Supplier chart. Achieved cost savings Complete, review and submit new credit applications for approval. through vendor selections and review. Assist in development and implementation of procurement strategies designed to reduce costs and improve quality and service while meeting the University s goals and objectives and work closely with University staff to ensure these measures are achieved. Development of policies and procedures and kept up to date. Timely and accurate completion of allocated tasks. Preparation of documents in relation to Food & Beverage procurement and financial charging and budgets. collation of purchasing data and setting proposed product and service levels. Source, review and analyze proposals, quotations and tender submissions from prospective suppliers and recommend selection. Negotiate with vendors for the lowest costs and incentives and analyze market price and check for competitiveness and industry standards. Develop favourable contract agreements with vendors and resolve delivery and billing problems. Assist in the management of contracts with preferred vendors and ensure retendered within University policies. Ensure compliance with all relevant University policies at all times. Coordinate and provide relevant training to staff within the University. Develop procedures/systems to maintain and increase efficient operations. Assist in monitoring and review of relevant policies and procedures. Complete monthly stocktakes of all Food, Beverage, General and C-Store items. Provide all charge, reconciliation and procurement activity for the Food & Beverage area in agreed format for approval and review. Accounts Reconciliations of some general ledger accounts and other accounting duties for the Food & Beverage area. Provide assistance and support to staff within the Food & Beverage area as and when required. Timely and accurate completion of allocated tasks.
4 Client Service Liaise with and provide appropriate advice to staff from all faculties and offices on purchasing and procurement issues. Develop & maintain relationship with clients to improve the productivity and efficiency of processes of the University. Monitor and report to University on staff compliance to University P2P procedures and policies. High standard of relationship with relevant staff, students and vendors. Compliance Reporting. Reporting Responsibilities Continually review processes within the purchasing area to develop and report on recommendations for business process improvements and efficiency within areas of responsibility. Provide management reports Food & Beverage as and when required Ensure the Financial Accountant is informed of all aspects of operations. Proficient use of Microsoft Word and Excel software for report preparation. Understanding of Quality Assurance Staff should demonstrate an understanding of the principles of quality assurance and continuous improvement as they apply at Bond University. Appropriate cultural sensitivity demonstrated in interactions with others and training undertaken. Staff are expected to demonstrate an ongoing commitment to the Bond University Strategic Plan, university policy and to our quality assurance processes. Regularly identify and implement ways to improve client service and administration within this role. Understanding of Cultural Sensitivity Staff will come into contact with staff and students from a variety of cultural backgrounds. It is expected that mutual respect, cultural awareness and cultural sensitivity will form the basis of the professional working relationship. Staff are encouraged to attend a cultural sensitivity workshop to further enhance and develop cultural awareness and cultural sensitivity skills. Workplace Health and Safety Observe and comply with University Health and Safety Policies and Procedures. Health and Safety Guidelines are adhered to. Report any observed hazards, maintenance or cleaning issues to Business Coordinator. Ensure all compulsory university trainings and initiatives are undertaken. Issues reported in a timely manner. Completed within a required timeframe to a satisfactory level.
5
6 This is a full-time position for which the hours of work are 8:30am-5:00pm, Monday to Friday. However, the incumbent will occasionally be required to work outside of these hours including evenings, weekends or public holidays to meet the needs of the University and School/Faculty. It is not the intent of this position description to limit the scope of this position in any way but to give an overview of this role at Bond University. The incumbent will be required to work on other additional tasks, duties and projects as directed by the General Manager. Position Held by: Signed: Date:
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