Post Title: Procurement Assistant
Salary Range Points: 011 - 019
To deliver a timely procurement service in line with the procurement strategy with measurable
efficiencies. The service will be delivered in line with agreed service level agreements. Excellent
communications in a customer centred team focus and a track record of achieving value for
money. They will be able to advise on all aspects of the procurement cycle and report on progress
efficiencies and savings. They will anticipate demand and organise their workload in accordance
with the demands of the College’s curriculum and services.
Duties and Responsibilities:
Manage on a daily basis requests for purchase orders ensuring that they are processed in line with
the College’s financial regulations and procedures.
Monitor contracts for an allocated portfolio of products and services for instance the college’s
mobile phone contract.
Ensure that all contract terms and conditions are observed.
Benchmark ranges of products, report on best value and recommend key suppliers an example of
this would be stationery.
Identify new supply chains and maintain a resource of product information.
Input, report & enquire on the College’s finance systems and Facilities Helpdesk as required.
Preparation of orders and dealing with customer and supplier queries
Update and maintain the financial database (QLX) including requesting new suppliers and order
Ascertain the correct process for each or combined requests including authorisations, and financial
limits arrange quotations and assist in the preparation of tenders.
Analyse quote and tender responses providing reports and recommendations.
Conduct and document vendor appraisals.
Ensure that the College’s preferred supplier list and documents are up to date.
Expedite orders to ensure prompt delivery.
Respond to delivery queries and resolve any issues that arise.
Resolve invoice queries, ensuring that the correct prices are charged.
Provide a support service to the Deputy Head of Estates & Facilities including assistance in the
preparation of quotes and tenders.
Preparation of database based reports and management information for monitoring savings,
performance and value for money.
To provide assistance with room bookings as requested using EBS4 system and develop knowledge
of accommodation available and the suitability.
Assist in job logging and telephone enquiries for the Unit help-desk services.
To carry out any other duties which are commensurate with the grading of the post.
Line Management Responsibility:
None – but may provide guidance to trainees and temporary staff
Deputy Head of Estates & Facilities
Contacts (Internal and External):
Head of Estates & Facilities
Other Unit members including Health and Safety Manager, Senior Facilities Officer, Facilities
Officer, Security Officers and Maintenance Technicians
Business Support Units
Liaise with suppliers, contractors, consortia, and visitors.
The basic holiday entitlement is 25 days plus 8 statutory days of which up to 5 days can be directed by
management. The holiday year is from September to August.
Health & Safety
The post holder is required to maintain and promote a positive attitude to health and safety and to comply
with and ensure compliance with health and safety codes of practice for the safety and wellbeing of
learners and staff.
Equality & Diversity
The College has a strong commitment to working towards the implementation of equality of opportunity
in both service delivery and employment. The College’s mission and strategic objectives directly support
this aim. All employees are required to actively support the development, dissemination and
implementation of this aim and related policies and programmes.
Safeguarding of Children and Vulnerable Adults
The College is committed to safeguarding and promotes the welfare of all learners and expects its staff to
share this commitment. In addition they will also state that the College is committed to safeguarding and
promotes the welfare of all learners and expects its staff to share this commitment. All posts in the
College are subject to an Enhanced CRB check and barred person’s list check.
The information given within this job description is intended to provide a general understanding of and appreciation about the role within the Calderdale College
setting. The job description is not designed to detail specific daily duties which the post holder may undertake. The job description is reviewed annually within
the appraisal process and may be subject to change following discussion.
0 = No Evidence 1 = Limited Evidence 2 = Adequate Evidence
3 = Substantial Evidence 4 = Significant Evidence
Post Title: Procurement Assistant Applicant Number:
Score at Score at
ESSENTIAL / DESIRABLE Shortlist Interview
Application, Presentation, Interview
Minimum of 3 years working in a buying department Application, Interview
Experience of working in a very busy support service environment Application, Interview
IT literate including experience of Microsoft Word, Excel and Access database systems or Application, Interview
Experience of data inputting Application, Interview
Experience of dealing with a wide client and supplier base Application, Interview
Experience in creating data monitoring systems Application, Interview
Experience in maintaining accurate budgetary records Application, Interview
Purchasing database experience Application, Interview
Good track record of achieving cost savings Application, Interview
Able to demonstrate achievement of sla’s Application, Interview
Educated to GCSE standard or equivalent which must include English and Maths Application, Interview
Relevant qualification, e.g. NVQ Level 2 or 3 in Purchasing Application, Interview
Competent in use of Microsoft Office software Application, Interview
Be able to demonstrate relevant training & continuous professional updating Application, Interview
Recognised IT qualification (e.g. CLAIT / ITQ L2 / ECDL/IBT2). Application, Interview
Experience in a finance / purchasing environment Application, Interview
Excellent customer service skill, face to face, email and over the telephone. Application, Interview
Able to work under own initiative with minimum supervision and as part of a diverse Application, Interview
Experience of managing and administrating procurement contracts and develop robust Application, Interview
Ability to establish and maintain efficient administration systems both computerised and Application, Interview
Able to work well under pressure organise and prioritise workload to agreed sla’s. Application, Interview
Ability to communicate effectively with a wide range of clients / staff at all levels in a Application, Interview
variety of formats.
Accurate with good attention to detail with excellent data entry keyboard skills. Application, Interview
Positive and flexible approach to work. Application, Interview
Well established analytical and problem solving skills. Application, Interview
Willingness to take on additional responsibilities as and when required. Application, Interview
Ability to deal with many tasks simultaneously. Application, Interview
Co-operative and able to assist in providing support cover for other roles within the unit. Application, Interview
Able to work with and support teams
Demonstrates an understanding of value for money Application, Interview
Solutions driven Application, Interview
Committed to the principles of inclusiveness and equality and diversity Application and Interview
Commitment to safeguarding and promoting the welfare of young people and vulnerable Application and Interview
Commitment to working in accordance with the College’s policies and procedures Application
Must be committed to and uphold the College’s corporate values Application
Commitment to participate in staff development Application