Procurement Administrator / Professional Trainee

The University is seeking a Procurement Administrator/ Professional Trainee to be part of the University’s Procurement Team on a full-time permanent basis.

This is an exciting opportunity for an individual who is keen to pursue a career in procurement, as the University will fully support the successful candidate to undertake continuous professional development to obtain full membership of the Chartered Institute of Procurement & Supply (MCIPS) and become a fully qualified procurement professional.    Further information on CIPS Qualifications can be found at https://www.cips.org/Qualifications

Candidates should be educated to 2 AS Levels or 1 A Level or NVQ level 3 standard in a relevant subject area (e.g. business) or possess equivalent experience.

The successful candidate will be expected to commence in post as soon as possible.

The ability to communicate through the medium of Welsh or demonstrate a commitment to learn to a specified level is essential for this post

This role will be located within Financial Services, working on the Bangor campus. The Financial Services team work in a hybrid working approach under the University’s Dynamic Working framework. The team will shortly move their office space base into the University’s first hybrid working hub. A mix of working from the hub and from home (although remaining in the UK) is expected for these posts to support work life balance, which will be discussed further with candidates at interview. 

Informal enquiries can be made by contacting: Nicola Day, Deputy Director (Procurement & Payments), e-mail: [email protected], tel: (01248) 388675.

 
Committed To Equal Opportunities

Overview

Service

Under the leadership of the Chief Financial Officer, Finance Services is a central support function and is responsible for the production of accounting and financial information, financial performance, treasury management, payroll and pensions. The Chief Financial also oversees the delivery of the university’s Procurement Strategy.

Section

The Procurement & Payments Section is one of three sub-directorates within Finance Services and is responsible for the delivery of the Procurement Strategy. This includes implementing procurement policy and leading tendering exercises on behalf of academic and professional services staff. The section is also responsible for insurance; the transactional purchase to pay process for University Schools and Colleges; and the Accounts Payable Team who are responsible for the timely and accurate processing and payment of all supplier invoices

Purpose of the Job

The post holder will be responsible for supporting the Deputy Director (Procurement & Payments), Procurement Category Managers and the Insurance Officer/Assistant Procurement Officer. This will involve providing administrative and analytical support including running ad hoc financial reports (extracting data), assisting the team to run procurement projects, approving new suppliers, managing intranet/web information and dealing with internal and external queries.

The University is willing to fund the professional development of the successful candidate to achieve full membership of the Chartered Institute of Procurement & Supply.

Main Duties and Responsibilities

• Provide support to the Procurement Team in delivering an efficient and effective procurement service.
• To manage the procurement email in-box, dealing with new supplier requests, and queries from internal staff and external suppliers.
• Manage the contracts database, ensuring that contract information remains up-to-date, setting up reminders for key dates etc.
• Assist the Procurement Team in extracting and analysing financial data from the finance system.
• To collate savings and performance information.
• To manage the procurement intranet/internet web pages, ensuring that information remains up-to-date.
• Responsible for purchasing goods and services for the Finance Team either via purchase order or purchase card.
• Support and provide cover for the Insurance Officer and deal with straightforward insurance-related enquires in his/her absence.
• Undertake formal procurement qualification. This will be fully supported, with course fees, membership fees and study time provided by the employer.
• Carry out other duties relevant to the grade.

Other Duties and Responsibilities

• The post holder will be expected to participate in performance review and developmental activities.

• The post holder will be expected to comply with the University equal opportunities policies, Dignity at Work and Study Policy and the University’s Welsh Language Policy and the Welsh Language Standards.

• The post holder has a general and legal duty of care in relation to health, safety and wellbeing and must take all reasonable steps to ensure a safe and healthy working environment for him/herself and for other members of staff, students and visitors affected by his/her actions or inactions. The post holder is also required to comply with all applicable health and safety policies, procedures and risk assessments.

• The post holder must comply with relevant legal and financial policies and procedures and be aware of their responsibilities in terms of the legal requirements of their posts.

Person Specification

Qualifications/Training

Essential

• Educated to 2 AS Levels or 1 A Level or NVQ level 3 standard in a relevant subject area (e.g. business) or possess equivalent experience.

Desirable

• NVQ level 4 in a relevant subject area.

Experience/Knowledge

Essential

• Experience in dealing with customers or stakeholders in writing, on the phone and in person.
• Experience of working as part of a team.
• Previous experience of working in an administration role.
• Experience of working to deadlines.
• Basic knowledge of procurement within a higher education/public sector organisation.

Desirable

• Previous experience of working within a procurement team/department.
• Experience of interrogating systems and producing reports in a clear, intelligent format.

Skills/Abilities

Essential

• Ability to develop working relationships with key stakeholders across the University.
• Ability to prioritise and plan work.
• Ability to take the initiative.
• Have a pro-active “can do” attitude.
• IT literate with knowledge of Microsoft Office software, including Word, Excel, Powerpoint and Teams.
• Strong interpersonal skills.
• Ability to work independently and as part of a team.
• The ability to communicate through the medium of Welsh or a commitment to learn in order to carry out certain tasks for this post e.g. speaking to customers, answering phone calls in Welsh.

General

The University is committed to supporting and promoting equality and diversity and to creating an inclusive working environment. We believe this can be achieved through attracting, developing, and retaining a diverse range of staff from many different backgrounds.  We strive to develop a workforce from all sections of the community regardless of sex, gender identity, ethnicity, disability, sexual orientation, trans identity, relationship status, religion or belief, caring responsibilities, or age. We promote and facilitate the use of the Welsh language through our progressive Welsh Language Policy. We comply with the Welsh Language Standards and are committed to equality of opportunity. You are welcome to apply for any job in English or Welsh and all applications submitted will be treated equally.

We are a member of Advance HE’s Athena SWAN Gender Equality charter and hold a Bronze award in recognition of our commitment to and progress towards gender equality within the University’s policies, practices, and culture. We are proud to be a Disability Confident employer.

All members of staff have a duty to ensure their actions are in line with the overall environmental aims of the University and minimise their environmental impact.

All offers are made subject to proof of eligibility to work in the UK and receipt of satisfactory references. 

All candidates must meet the requirements of UK ‘right to work’ requirements *** If you require Home Office permission to work in the UK, or need to switch your visa status in order to take this job  we recommend you use the following link to information about the routes into employment and to check eligibility requirements:  https://www.gov.uk/browse/visas-immigration/work-visas

Please note that we are unable to employ anyone who does not have the right to live and work in the UK legally.   When applying for this post you will be required to explain the basis upon which you believe you will be able to live and work in the UK legally on the commencement date of the role should your application be successful. 

Please note that, in the event of applications being received from candidates on the University’s Redeployment Register with a reasonable skills match to the post specification, these applicants will be given prior consideration.