Procurement & Supply Specialist in London

Overall Purpose The Purchasing & Supply Specialist is a key professional role responsible for the effective management of the school's purchasing, inventory, and central supply operations. The role ensures value for money, strong supplier performance, and high service levels, and provides expert support and advice to budget holders on sourcing, supplier management, and purchasing processes, in line with school policies and internal controls.

Summary of Duties

• Procurement and purchasing
  • Conduct procurement research to identify suitable suppliers, products, and services that meet school requirements.
  • Manage and continuously evaluate supplier relationships, including pricing, performance, service levels, and risk, to ensure best value for money across all purchasing categories.
  • Lead day-to-day procurement activity, including sourcing, quotation exercises, and negotiation of pricing and terms within agreed authority levels.
  • Raise, manage, and track purchase orders in line with school procurement procedures, delegated authorities, and internal control requirements.
  • Process, match, and reconcile purchasing documentation (e.g. purchase orders, goods received notes, invoices), preparing items for approval by departmental budget holders to support timely and accurate supplier payment.
  • Administer purchasing through procurement platforms such as Amazon Business, ensuring compliance with internal controls and budgets.
  • Support tendering activity, supplier due diligence, and contract documentation in line with best-practice procurement standards.
  • Work with the Finance Manager on the development and updating of procurement and supply policies and procedures.
• Departmental support & advisory
  • Work collaboratively with budget holders and all school divisions to understand their supply needs.
  • Provide advice on alternative products, suppliers, and cost-saving opportunities.
  • Support departments in planning purchases and managing budgets efficiently.
• Supply Office operations
  • Oversee inventory management of stationery, teaching supplies, etc. for the supply office and locations around the school, determining pricing, ensuring adequate stock levels and optimising cost efficiency.
  • Monitor usage trends, reduce waste, and maintain appropriate reorder levels.
  • Coordinate goods inwards, including checking deliveries, resolving discrepancies, and ensuring timely distribution.
  • Maintaining an organised, customer-focused supply office environment.
• Reporting & financial oversight
  • Prepare and maintain purchasing reports, including spend analysis and supplier performance.
  • Produce divisional purchasing reports and efficiency reports as required.
  • Generate profitability reports related to supply office sales and associated activities.
• Other responsibilities
  • Provide support and advice to divisions regarding the following services: Printing, laminating, and shredding services; Postal and courier services.
  • Ensure strict adherence to relevant statutory policies and practices, including those related to the prevention of modern slavery, anti-fraud, and anti-money laundering regulations.
  • Act as the primary point of contact for internal employee queries on procurement policy and processes, ensuring compliance and training across all departments.
  • Coordinate the rental and usage of the Finance off-site storage facility.
  • Ensure that the school's safeguarding policies and expectations are adhered to at all times.

Selection Criteria

• Essential qualifications and experience
  • Educated to Level 3 standard (e.g., A-levels, BTEC, or equivalent).
  • Relevant experience in purchasing, procurement, supply chain, or a closely related role.
  • Experience of supporting budget holders or internal customers, providing advice on purchasing processes, suppliers, and cost-effective options.
  • Experience of raising and managing purchase orders and processing purchasing documentation within defined procedures and internal controls.
  • Experience of supplier liaison, with a focus on service quality and value for money.
  • Experience of inventory management, goods inwards, and stock control.
  • Strong organisational skills and attention to detail, with the ability to manage multiple priorities accurately.
  • Ability to analyse data and produce clear, meaningful reports.
  • Confident communicator, able to work with staff at all levels.
  • Proactive and solutions-focused, with a collaborative, service-oriented approach.
  • Competent user of IT systems, including Microsoft Excel, Word, and finance or purchasing systems.
  • Understanding of workplace health and safety requirements, including manual handling, and the ability to undertake the physical aspects of the role.
  • Commitment to supporting the school's values and community.
• Desirable qualifications and experience
  • CIPS Level 4 Diploma in Procurement and Supply (or working towards).
  • Experience of supplier negotiation and formal supplier performance management.
  • Understanding of tendering processes and contract documentation.
  • Experience using procurement platforms such as Amazon Business or similar.
  • Experience supporting internal supply office operations.
  • Experience working in a school or educational environment.
  • Familiarity with finance systems, ideally Microsoft Dynamics 365 Business Central.

This position description is current at the date shown but following consultation may be changed to reflect or anticipate changes in the role that are commensurate with the job title and salary.

The American School in London is committed to safeguarding and promoting the welfare of children and young people and expects all trustees, employees and volunteers to share this commitment. All new appointments will be subject to appropriate checks: Disclosure and Barring Service (DBS enhanced), Disqualification by Association Self-Declaration, Declaration of Criminal Record, checks against the Teaching Regulation Agency (TRA) Prohibition List (Teacher Status Checks) including Identity, Address, Date of Birth, a Full Employment History, Right to Work in the UK, overseas checks where applicable, at least 2 references (one with current or most recent employer, where appropriate) and original documentation of Qualifications (where appropriate).

For positions into Senior Management a Prohibition from Management Check (s128 Directive) will also be undertaken. All posts involving direct contact with children are exempt from the Rehabilitation of Offenders Act 1974. However, amendments to the Exceptions Order 1975 (2013 & 2020) provide that certain spent convictions and cautions are 'protected'. These are not subject to disclosure to employers and cannot be taken into account. Guidance and criteria on the filtering of these cautions and convictions can be found on the Ministry of Justice website. Shortlisted candidates will be asked to provide details of all unspent convictions and those that would not be filtered, prior to the date of the interview. You may be asked for further information about your criminal history during the recruitment process. If your application is successful, this self-disclosure information will be checked against information from the Disclosure & Barring Service before your appointment is confirmed.

ASL is dedicated to fostering courageous global citizenship in a diverse and inclusive school environment. In our international community, we aspire for the cultures and backgrounds of our employees to mirror those of our families and student body, and we enthusiastically welcome applications from candidates who bring diverse life experiences, perspectives and skills. Educators with knowledge of global education and prospective applicants for any position who are committed to diversity and inclusion are particularly welcome to apply. The American School in London will not discriminate against an applicant or employee based on race, color, religion, creed, national origin or ancestry, sex, age, physical or mental disability, genetic information, gender identity or expression, sexual orientation, marital status, maternity or parental status, or any other legally recognised protected basis under local law.