National Portrait Gallery
The National Portrait Gallery houses a unique collection of all forms of portraiture of the people
who have made or are currently contributing to British history and culture; the collection is the
most comprehensive of its kind in the world. With around 1.8 million visitors each year and a
strong national and international presence through touring exhibitions and special projects, the
Gallery is one of the country’s most important and popular galleries.
This post will be responsible to the Contracts and Procurement Advisor at the National Portrait
To support departmental management at the National Portrait Gallery and National Gallery by
advising and assisting Gallery departments to achieve best value for money when procuring
goods and services while also ensuring procurement best practice through compliance with
public procurement legislation and the Galleries’ policies and procedures.
Procurement Advice and Support (20%)
Assist the Contracts and Procurement Advisor in promoting best practice procurement
within the Galleries by providing guidance and advice to Gallery departments on the
Galleries’ procurement policies and procedures/budget holder’s guide and on public
sector procurement legislation; ensuring these are communicated clearly and widely
through the Galleries.
Assist the Contracts and Procurement Advisor with Departmental briefing
sessions/presentations on ‘Procurement’ from time to time.
Periodically attend internal and external meetings on behalf of the Contracts and
Assist in representing the Procurement Section externally by actively liaising with and
collaborating with public bodies including other Museums and Galleries, the Department
of Culture, Media and Sports (DCMS) and Cabinet Office to share information, promote
‘best practice’ procurement and broaden the Galleries profiles and influence within these
Procurement Analysis and Planning (40%)
Manage the Galleries Spikes Cavell “Observatory” systems to research and collate
management information reports on procurement activity to enable the procurement
Section to identify strategic procurement opportunities (e.g. opportunities for
collaborative procurement, cash and efficiency savings, supplier rationalisation,
Collate management information in response to requests from Central Government and
other key stakeholders, concerning the Gallery’s procurement spend and performance
liaising with the Finance Departments as and when necessary.
Identify areas of spend that will benefit from review and benchmarking, undertake those
reviews/benchmarking activities in conjunction with relevant stakeholders and assist in
drawing up procurement strategies based on findings and conclusions.
Arrange for resultant Procurement Strategies to be approved by the Contracts and
Procurement Advisor and other relevant stakeholders.
Procurement Implementation: Tendering, Contracts, Contract Management (30%)
Provide advice and support to Gallery Departments to enable them to undertake
tendering and contracting activity that is consistent with the public procurement rules and
Gallery procurement procedures.
Ensure appropriate documentation is drawn up to agreed timescales and standards.
Advise on European Union (EU) public procurement regulations and thresholds.
This advice and support will include assisting Departments to:
o determine the most appropriate route to the market place (e.g. formal EU tender
action; e.g. mini competition via existing framework agreement);
o prepare specifications;
o advertise their procurements appropriately (e.g. in OJEU; e.g. on
ContractsFinder and other suitable media);
o source and select quality suppliers to bid;
o draft and issue Invitation to Tender documentation;
o develop tender evaluation criteria and assist with tender evaluations ensuring
tenders are fairly and objectively assessed;
o undertake meetings with suppliers and seek post tender clarifications to achieve
best value for money all within parameters agreed with the Contracts and
Procurement Advisor and relevant Budget Holder;
o arrange timely contract awards including the management of any “standstill
period”, the drafting of award recommendation reports, contracts/appointment
letters and collecting approval signatures from appropriate colleagues;
o fully debrief the unsuccessful tenderers;
o place contract award notices when necessary (e.g. within the OJEU; e.g. on
o undertake post contract review meetings with suppliers to enable Departments to
measure and monitor their supplier performance and where necessary reward
performance or make improvements.
Pro-actively manage existing central framework agreements (e.g. travel) and promote
their wider use across the Galleries. Benchmark existing agreements to ensure the
Galleries are continually benefitting from savings and efficiencies.
Ensure the Galleries’ Contracts Registers are kept fully up to date to enable the Galleries
to identify forthcoming expiring contracts and provide Departments with sufficient time to
develop contract procurement plans.
Review and maintain the Procurement Section’s filing systems and records to ensure
records are up to date, provide a clear audit trail and are accessible having regards for
the Galleries’ record and retention policies, procedures and legal liabilities (e.g. Freedom
of Information and Data Protection).
Undertake general administrative duties to ensure the efficient and effective running of
the Procurement Section.
Keep up to date with developments in best practice procurement.
Carry out other ad hoc duties as may be reasonably required from time to time by the
Contracts and Procurement Advisor and other senior management.
This is not, however, an exhaustive list of duties and the gallery’s management may, at any time,
allocate other tasks which are of a similar nature or level.
National Portrait Gallery
Head of Resources
National Portrait Gallery
GCSE (or equivalent) in English and Mathematics
A degree would be desirable, preferably in Business
MCIPS qualified (or equivalent) would be desirable
Experience of working within a busy office environment within a matrix
Working knowledge/practical experience of EU (above and below threshold)
public sector procurement gained within a public sector organisation
Procurement experience gained within the private sector would be desirable
Experience in achieving procurement cost savings and efficiencies
Experience of effective stakeholder engagement
Experience of effective process improvement/change management
Experience of collaborative procurement and shared services would be
Experience of researching, analysing data and writing reports
Skills and attributes
Good negotiation skills
Excellent written and verbal communication skills
Good computer skills: IT Packages and database management
Good team player
Strong attention to detail and quality or work
Good organisational and time management skills
National Portrait Gallery
Details of the post are given below and in the job description. You should take care
to show in your application how you can fulfil the requirements of the job.
Term of appointment:
This post is for a fixed period of 2 years with possibility of extension.
Your contracted hours of work are 32 gross per week including a lunch break of one
hour a day.
The salary for this post will be pro rata £23,890 to £25,000 per annum.
The annual leave allowance for this post is pro rata 25 days per annum.
Place of Work
This post will be based 2 days a week at the National Portrait Gallery and 2 days per
week at the National Gallery but the post holder will be an employee of the National
Portrait Gallery but all staff are required to work at other locations if necessary.
The Gallery believes in the employment and advancement of people solely on their
ability to do the job required. When recruiting people, we will therefore disregard their
gender, marital status, race, age, colour, nationality, ethnic origin, religion and sexual
orientation. There will be no unfair discrimination on the basis of disability. If you
would like to submit your application in a different format we are happy to allow this.
Please contact us (telephone: 020 7306 0055 email: firstname.lastname@example.org) so that
we may discuss suitable alternatives.
Pension benefits are provided under the Principal Civil Service Pension Scheme
Probation and Trial Period
All appointments are subject to satisfactory employment and character references
and security clearance. There is a probationary period of 1 year for all permanent
posts. The probationary period for this post is 1 year.
Data Protection Act
Information provided by you as part of your application will be used in the recruitment
process. Any data about you will be held securely with access restricted to those
involved in dealing with your application in the recruitment process. Once this
process is completed the data relating to unsuccessful applicants will be stored for a
maximum of 6 months and then destroyed. If you are the successful candidate, your
application form will be retained and form the basis of your personnel record.
Information provided by you on the Equal Opportunities Monitoring Form will be used
to monitor National Portrait Gallery’s equal opportunities policy and practices. By
signing and submitting your completed application form you are giving your consent
to your data being stored and processed (if you submit your application by e-mail and
the application form is un-signed we will assume that consent by you is given) for the
purpose of the recruitment process, equal opportunities monitoring and your
personnel record if you are the successful candidate.
Interest free loans are available for the purchase of a season ticket for travel to work.
Please return your completed application form to:
Personnel at: email@example.com
Or by post
Mrs Caroline Wynter
Head of Personnel
National Portrait Gallery
2 St Martin’s Place
by 9.00am on Monday, 19 September 2011
We are expecting to hold interviews on 30 September 2011. Please indicate on the
form if you will not be available on this date.
If you are delivering your application by hand, please take it to the reception desk at
39-45 Orange Street.
To ensure the best possible use of our limited resources we are unable to
respond to every application. If you have not had a response to your
application by 28 September 2011 please assume that you have been
unsuccessful on this occasion.
We would like to thank you for your time and effort in returning your