TENDER EXECUTIVE JOB DESCRIPTION

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					SharePoint Version Number: 0.2                                                                  Author
SharePoint Reference Number: 42196                                                          Jess Stone


                                           ALLPAY LIMITED
                                 TENDER EXECUTIVE JOB DESCRIPTION

              Owner     HR Manager                           Date Created   28/01/2010 14:48:00
 Classification Level   Public                           Template Version   General Form v1.4


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1. JOB IDENTIFICATION

Job Title: Tender Executive

Responsible to: Contracts & Tenders Manager

Department(s): Corporate Governance



2. JOB PURPOSE

To produce exceptional quality tender submissions, tailored to the requirements of each individual
client, producing the best possible bid for the company.
To carry out research, update records and maintain detailed information as part of a busy and
flexible team



3. DIMENSIONS

Reporting to the Contracts & Tenders Manager, the role is an integral part of a dynamic and busy
team dealing with multiple clients at any given point and being responsible for advising and guiding
senior members of staff on pricing options. The post holder must build relationships with internal
departments such as sales and client care and with the external tendering body or authority to
ensure the highest quality of work is achieved.

4. ROLE OF DEPARTMENT

The Tenders team is responsible for creating business winning documentation to an exceptionally
high standard. The tender bids that the team produce accurately reflect the focus of the company
as a whole, encapsulate a wealth of information and are portrayed from a sales focused
perspective. It is critical that work produced is of a standard that guarantees the best possible
chance of securing a tender bid.



5. KEY RESULT AREAS

Team members are responsible for allocated workflow, take ownership of individual tenders being
handled by the department and control the key milestones within each submission. The ability to
prioritise workload is a pre-requisite for the role.

The ability to create professional documentation to a very high standard is essential with particular
focus on accuracy and care.

Classification Level                           Page 1 of 3                   Date Printed: 11/09/2012 14:40:00
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SharePoint Version Number: 0.2                                                          Author
SharePoint Reference Number: 42196                                                  Jess Stone




5. KEY RESULT AREAS cont

An ability to sell the services allpay provide in written form is paramount. Furthermore the post
requires the written portrayal of the company to the highest professional standard.

The ability to co-ordinate and set goals for staff both internally and externally to achieve desired
results. The post involves the setting of time sensitive tasks for members of staff to produce work
for the team in good time for the relevant document submission. The allocation of work will be to
members of staff both below and above the grading of the post.

Check various Tender Search systems on a daily basis and identify any contracts which may be of
interest to the Company, either to bid or for market intelligence purposes.

Responsible for updating all spreadsheets, databases and company sales records and to produce
reports for both the team and for the board of directors when required.

To develop good working relationships with all company departments.

An ability to chair and take minutes at Tender Steering Meetings as well as ensuring accurate up to
date records are kept of all action points.

To follow relevant procedures for Tender compilation, authorisation and despatch.

Responsible for ensuring tenders are submitted consistently ahead of the deadlines set by the
tendering authority or body.

To maintain confidentiality at all times.

Manage the tender submission through its entire life cycle. To edit text submissions made by other
members of staff including more senior members of the team.

The position requires that tenders and business proposals meet all relevant specifications; are in
line with the most recent research available and best practice; and are compliant with client
requirements.

To provide technical and commercial writing skills to the team and have the ability to produce
costing information to help the Tender Steering Team decision making.

Receive and deal with enquiries from colleagues and Clients concerning Tenders.

To comply with such training as is required and necessary to perform the duties of the post

“The post-holder will be required to undertake such tasks as may be reasonably expected within the
scope and grading of the post”.




Classification Level                         Page 2 of 3               Date Printed: 11/09/2012 14:40:00
Public
SharePoint Version Number: 0.2                                                           Author
SharePoint Reference Number: 42196                                                   Jess Stone




6. ADDITIONAL KEY DUTIES




7. KNOWLEDGE, TRAINING, EXPERIENCE & SKILLS REQUIRED TO DO THE JOB

   Education to GCSE level is essential in English and Maths or an equivalent level and the ability
   to produce exceptional quality written work is a pre-requisite for the role.

   Experience of a busy, high pressure working environment is an advantage as the role demands
   the ability to handle multiple workloads with key task identification and prioritisation essential.

   An amount of creativity is needed to produce tailored documents that accurately portray and sell
   the company’s products and services.



8. JOB DESCRIPTION AGREEMENT

We confirm that this conveys a full and accurate description of the job as
at 16th March 2010.

Job Holder’s Signature:                                                            Date:

Manager of Department Signature:                                                   Date:

Director of Department Signature:                                                  Date:




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