Procurement Assistant

Job Description

9 months contract with a Local Authority

Job Title: Procurement Assistant

Job Purpose

To support the Procurement Business Partner in delivering efficient, compliant, and value-for-money procurement services across Elmbridge Borough Council. The post-holder will assist with the procurement of goods, works, and services, ensuring procurement activities comply with the Council's procurement regulations, the Procurement Act 2023, and public sector best practice.

The Procurement Assistant will provide administrative and operational support for procurement exercises, maintain procurement records and systems, and contribute to achieving effective procurement outcomes that support the delivery of high-quality services to residents.

Key Responsibilities

Procurement Support

• Provide procurement support across multiple Council service areas.
  
• Assist with procurement exercises for goods, works, and services, ensuring compliance with procurement legislation and internal procedures.
  
• Support the preparation, administration, and evaluation of procurement activities and tender exercises.
  
• Assist in obtaining best value for money through effective procurement practices.
  
• Work closely with service departments to support procurement projects and activities.
  

Tendering and Contract Management

• Operate and maintain the Council's electronic tendering portal.
  
• Support the administration of tender processes from initiation through to contract award.
  
• Ensure procurement documentation is accurate, complete, and compliant with legislative requirements.
  
• Assist with contract management activities and contract record maintenance.
  
• Draft and issue legally compliant outcome and award letters within required timescales.
  

Compliance and Governance

• Ensure procurement activities comply with the Council's Contract Procedure Rules and the Procurement Act 2023.
  
• Assist in maintaining the Council's Contracts Register.
  
• Support the publication of procurement notices and transparency information.
  
• Maintain accurate procurement records and audit trails.
  
• Promote good governance and procurement best practice throughout the procurement process.
  

Administration and Service Improvement

• Undertake general administrative duties to support the Procurement function.
  
• Maintain procurement databases, documentation, and management information.
  
• Contribute to the development of procurement procedures, process guides, templates, manuals, and best practice documents.
  
• Assist with procurement reporting and performance monitoring.
  
• Support continuous improvement initiatives to enhance procurement efficiency and compliance.
  

Stakeholder Engagement

• Build positive working relationships with internal stakeholders and suppliers.
  
• Assist colleagues in understanding procurement processes and requirements.
  
• Provide a professional and customer-focused service to all procurement stakeholders.
  
• Support collaborative working across departments to achieve successful procurement outcomes.
  

Professional Development

• Keep up to date with developments in procurement legislation, public sector best practice, and procurement technology.
  
• Participate in performance reviews, one-to-one meetings, and training opportunities.
  
• Contribute to personal and team development initiatives.
  

Corporate Responsibilities

• Promote equality, diversity, and inclusion in all aspects of work.
  
• Comply with data protection, confidentiality, and information security requirements.
  
• Adhere to Health & Safety policies and procedures.
  
• Maintain the highest standards of integrity and professional conduct.
  
• Undertake any other duties commensurate with the grade and responsibilities of the post.
  

Experience

Essential

• Experience working within a Local Government or Public Sector procurement environment.
  
• Experience supporting public sector procurement and tendering exercises.
  
• Experience following and applying compliant procurement processes.
  
• Experience contributing to successful project outcomes.
  
• Experience working collaboratively with stakeholders at all levels of an organisation.
  
• Experience exercising sound judgement and decision-making within a professional environment.
  

Desirable

• Experience supporting contract management activities.
  
• Experience maintaining procurement records and contract registers.
  
• Experience using electronic procurement and tendering systems.
  
• Experience working within Local Authority procurement services.
  

Qualifications

Essential

• 5 GCSEs (or equivalent), including English and Mathematics, or equivalent relevant experience.
  

Desirable

• University Degree or equivalent qualification.
  
• Procurement-related qualification or willingness to work towards professional procurement accreditation.
  
• Membership of a relevant professional body such as CIPS.
  

Knowledge and Skills

Essential

• Demonstrable knowledge of public sector procurement best practice.
  
• Understanding of procurement regulations and the Procurement Act 2023.
  
• Strong IT skills including Microsoft Word and Excel.
  
• Experience using electronic procurement portals and tender management systems.
  
• Excellent verbal and written communication skills.
  
• Strong organisational and administrative skills.
  
• High level of accuracy and attention to detail.
  
• Ability to manage and prioritise competing workloads effectively.
  
• Ability to work independently and meet project deadlines.
  
• Strong interpersonal and stakeholder management skills.
  
• Ability to adapt quickly to new processes, systems, and technologies.
  

Desirable

• Knowledge of local government procurement frameworks and governance requirements.
  
• Understanding of contract management principles.
  
• Awareness of transparency and procurement reporting requirements within the public sector.
  

Additional Information

• Pay Rate: £29.59 per hour (Limited/Umbrella)
  
• Location: High Street, Esher, Surrey, KT10 9SD, United Kingdom
  
• Hours: 36 hours per week
  
• Working Pattern: Hybrid working arrangement with:
  
• 2 days remote working
  
• 3 days office-based in Office
  
• Payment Schedule: Bi-weekly
  
• Start Date: Immediate start available
  
• Team: Legal Services – Procurement Function
  
• Work Environment: Supporting procurement activities across multiple Council service areas, ensuring compliance with public sector procurement regulations and best practice.
  
• Key Systems: Opportunity to work with electronic tendering portals and contract management systems.
  
• Procurement Focus: Assisting with the procurement of goods, works, and services, contract administration, compliance monitoring, and procurement governance activities.
  
• Professional Development: Access to training and development opportunities to support procurement knowledge, regulatory awareness, and career progression.
  
• Stakeholder Engagement: Regular interaction with internal departments, suppliers, and external stakeholders to support procurement projects and service delivery.
  
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Requirements
• Provide procurement support across multiple Council service areas. • Assist with procurement exercises for goods, works, and services, ensuring compliance with procurement legislation and internal procedures. • Support the preparation, administration, and evaluation of procurement activities and tender exercises. • Assist in obtaining best value for money through effective procurement practices.