Procurement Administrator

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

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

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.

Main

**Responsibilities**:

- Provide support to the Procurement Team in delivering an efficient and effective procurement service.-
- 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

**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

EssentialDesirableExperience/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

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 Universi