Procurement and Transactions Officer in Liverpool

The City of Liverpool College are seeking a Procurement and Transactions Officer to assist in the development, establishment, promotion and implementation of procedures and processes. The role will include assisting in a Procurement Strategy that supports the College Group in the successful delivery of its Strategic Objectives whilst also discharging its statutory responsibilities to Funding Bodies and other Government Agencies. The successful candidate will proactively seek opportunities to achieve value for money through robust procurement activity, and deliver outcomes and objectives as agreed with the Procurement and Transactions Manager.

Key Responsibilities

• Deputise for and support the Procurement & Transactions Manager in all aspects of their role.
• Assist in the development and implementation of the College's Procurement Strategy.
• Take responsibility for the maintenance of the College’s Contract Register.
• Promote the procurement function to both internal and external customers.
• Liaise with suppliers regarding the creation of Service Level Agreements and contracts.
• Prepare Invitation to Tender (ITT) / Invitation to Quote (ITQ) documentation and administer Tender/Quotation processes.
• Promote compliance with all relevant legislation and Financial Regulations.
• Maintain a current and effective supplier database.
• Analyse price trends within markets.
• Administer the procurement system, eBIS.

Key Accountabilities & Responsibilities

• Line manage the Procurement Assistant.
• Deputise for Procurement & Transactions Manager with regard to line management of the wider Procurement & Transactions Team.

Customer & Operational Delivery

• Conduct efficient and collaborative procurements which are compliant with both the Group Financial Regulations and UK Procurement legislation.
• Liaise with internal customers so that needs are met when setting up core agreements.
• Negotiate with suppliers to achieve best possible sustainable outcomes for the College.
• Develop Service Level Agreements (SLAs) with key suppliers.
• Ensure that KPIs identified in contracts/SLAs are being delivered.
• Represent the college externally (Attendance at the CPC Regional Procurement Advisory Group meetings, Liaison Officer for the CPC).
• Provide advice and guidance to internal customers on procurement of goods and services.
• Implement effective contract management processes.
• Provide timely and accurate management information related to the procurement process.
• Build supplier, category, and market understanding through performance management, research, and stakeholder consultation.
• Maintain system controls within eBIS.
• Develop and deliver relevant training to customers (e.g. eBIS).
• Maintain register of contracts/agreements.
• Standing data entry.
• Purchase order processing and editing.
• Reconciliation of statements (e.g. Rail, visa, etc.).

Due to the changing nature of our work, this job description serves as a framework to outline the main areas of responsibility. You may be required to undertake other activities where appropriate to the level of your role.

Key Dimensions

• The role requires excellent stakeholder management skills for both internal & external relationships.

Key Objectives

• Plan and engage with budget holders to understand contract specifications and with suppliers to develop a profile of delivery capability which results in optimum market engagement.
• Ensure that all Contract and Framework developments include the key objectives of the Procurement Strategy.

Key Performance Indicators

• Number of Tenders/Quotations issued.
• Efficiencies derived from implementation of new contracts.
• Orders processed within one working day of receipt.

Main Relationships (Internal and External)

• College Group staff at all levels.
• Curriculum staff at all levels.
• Business Support Staff.
• Suppliers.
• Outside Agencies (e.g. CPC, AOC).

Skills, Knowledge and Expertise

Essential Criteria

• Specialist experience in electronic tendering packages.
• Experience in the use of financial accounting software including purchase order processing.
• Knowledge of procurement legislation.
• Significant, proven experience in procurement positions, preferably in education.
• Detailed understanding of tendering procedures.
• Excellent computer literacy – ability to use the current IT programs of the College Group.
• Good level of financial acumen.
• Proven ability to mentor & coach.
• Proven history in being initiative‑taking to progress & develop the organisation.
• Knowledge and experience of strategy development.
• Excellent influencing and negotiating skills.
• Ability to motivate and coach others to provide excellent and consistent performance.
• Positive and flexible attitude.
• Excellent time management and organisational skills.
• Experience in the use of an e‑Tendering system.
• Level 2 qualification in English and Maths (if not held, will be required to achieve within 12 months).
• Personal qualities of integrity, honesty, transparency and commitment to the mission & values of the College.
• Positive personality – initiative‑taking, enthusiastic & driven to achieve results through common sense practicality.
• Excellent communication, relationship management & influencing skills, especially in difficult times.
• Confident, assertive, resilient decision maker – demonstrates courage of convictions, but able to bounce back quickly from setbacks.
• Ability & willingness to be an inspiring ambassador for the College.
• Ability to prioritise and work on own initiative.
• Must be committed to CPD.

Desirable criteria

• NVQ III or equivalent qualification in procurement.
• Understanding of Accounts Payable and Accounts Receivable processes.
• Willingness & ability to embrace change and to seek innovative opportunities to deliver optimum service levels.

Benefits

As a valued member of our College community, you’ll enjoy a comprehensive range of benefits, dedicated wellbeing support, and meaningful opportunities for professional growth and development. Here are some of the benefits available to you:

• Generous holiday allowance: Up to 30 days annual holiday allowance, plus 1 wellbeing day.
• Pension Scheme: You’ll be part of the Aviva pension scheme, with contributions of up to 10%.
• Employee Benefits Platform: Access to discounts at major supermarkets, fashion and lifestyle retailers, tech stores, travel providers, and more.
• Health and Wellbeing: Access to the Health Assured Employee Assistance Programme (EAP) – a confidential support service available 24/7.
• Medicash Scheme: Access to Medicash health plans – supporting you and your family with enhanced access to treatment, wellbeing services, and expert care.
• Life Assurance: Life assurance to give you and your family added peace of mind — with a benefit of up to three times your annual salary payable in the event of death in service.
• Travel: Interest-free loans to help you buy annual travel passes from Merseytravel and Merseyrail.
• Flexible Working: Flexible working options depending on business need to support our employee's work‑life balance.
• Professional Development: A mix of formal and informal professional development opportunities.
• College Benefits: Access to excellent sports and fitness facilities, discounted hair and beauty treatments, and a staff discount at our Academy Restaurant.