Band 3 Business Support Officer

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Band 3 Business Support Officer

The closing date is 19 July 2026

The Business Support Officer is responsible for providing comprehensive administrative and clerical support to the Catering Department, ensuring the efficient day to day operation of departmental services. The post holder supports management and colleagues through a range of administrative duties, including handling telephone enquiries, photocopying, scanning, filing, and maintaining accurate records.

The role is responsible for promoting best practice in the use of Trust and departmental systems, including Oracle, Sage, MenuMark, Softology, Label Logic, and Catersoft, ensuring compliance with Trust Financial Standing Instructions and procurement procedures. Key responsibilities include processing purchasing orders, receipting goods, managing credits, and maintaining accurate financial records.

The post holder will manage a high volume of invoices on a daily, weekly, and monthly basis, ensuring invoices are processed accurately and efficiently while maintaining effective working relationships with suppliers and the Purchase Ledger team. This supports accurate purchasing, receipting, and accounting processes across the Catering Department.

The Business Support Officer contributes to the achievement of departmental and organisational objectives by providing high quality administrative support and ensuring that all tasks are completed in line with Trust policies, procedures, and performance standards.

Main duties of the job

Develop and maintain positive working relationships through effective communication, adherence to procedures, and collaborative teamwork.

Establish and maintain communication links with suppliers, hospitality clients, and key stakeholders, ensuring expectations are met regarding purchasing, invoicing, and financial processes.

Develop effective working relationships with Finance Systems teams, Purchase Ledger, and the Cashiers Office to support efficient financial administration.

Process and manage purchase orders using Trust approved systems, including Sage, Oracle, NHSSC, Softology, MenuMark, Catersoft, Label Logic, and associated Excel databases.

Ensure purchasing activity complies with Trust Financial Standing Instructions, departmental procedures, and contract agreements.

Monitor and maintain accurate product codes and unit prices, ensuring supplier pricing aligns with agreed contract rates and escalating discrepancies or adverse price variations to the Business Support Team Leader.

Manage high volumes of invoices, credits, and receipting transactions accurately and within agreed timescales.

Ensure prices, purchases, credits, and stock recharges are correctly allocated.

Maintain accurate records of cross charges for service, hospitality and other applicable departments.

About us

University Hospitals Birmingham NHS Foundation Trust strives to have an inclusive culture where everyone feels like they belong, can thrive, knows that they add value and feels valued. We do this by developing compassionate and culturally competent leaders, being values driven in all that we do and by creating a welcoming and inclusive workplace that thrives on the diversity of our people. As such we want to attract and recruit talented individuals from all backgrounds, and for each of you to feel supported for the diversity you bring, to achieve your full potential. For those staff with a disability, including physical disability, long term health condition, mental health or neurodiverse condition, this also means being committed to making reasonable adjustments needed for you to carry out your role.

Qualifications

• Good General Education, GCSE in English & Maths or Equivalent
• NVQ Level 3 Business and Administration or
• Higher National Diploma in relevant discipline eg Business Administration or equivalent relevant experience

Experience

• Experience of working with a range of Microsoft Office Packages (eg Word, Excel, Outlook,PowerPoint and Publisher)
• Experience of working in a busy office/customer care environment
• Advanced Keyboard/IT Skills Including audio typing
• Experience of working in Healthcare
• Experience of working with Catering systems such as Menu mark, Catersoft
• Sage ordering Knowledge
• Oracle ordering Knowledge

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer name

University Hospitals Birmingham NHS Foundation Trust