Strategic Procurement & Transactions Officer in Liverpool

The City of Liverpool College seeks a Procurement and Transactions Officer to assist in the development, establishment, promotion and implementation of procedures and processes. The role will include supporting a Procurement Strategy that underpins the College Group’s Strategic Objectives while discharging statutory responsibilities to funding bodies and government agencies. The successful candidate will proactively seek opportunities to achieve value for money and deliver outcomes in line 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 Colleges 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

• Leadership / Team Management / Team Role
• Line‑manage the Procurement Assistant.
• Deputise for Procurement & Transactions Manager in wider team line management.

• Customer & Operational Delivery
• Conduct efficient, collaborative procurements compliant with Group Financial Regulations and UK Procurement legislation.
• Liaise with internal customers to meet needs when setting up core agreements.
• Negotiate with suppliers to achieve the best sustainable outcome for the College.
• Develop Service Level Agreements (SLAs) with key suppliers.
• Ensure KPIs identified in contracts/SLAs are delivered.
• Represent the college externally, including attendance at CPC Regional Procurement Advisory Group meetings.
• Act as 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, accurate management information relating to the procurement process for performance management.
• Build supplier, category and market understanding through performance management, research and stakeholder consultation.
• Maintain system controls for procurement within eBIS.
• Deliver relevant training to customers (e.g. eBIS).
• Maintain register of contracts/agreements.
• Perform standing data entry.
• Process and edit purchase orders.
• Reconcile statements (e.g. Rail, visa).

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

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

Key Objectives

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

Key Performance Indicators

• Number of Tenders/Quotations issued.
• Efficiency gains 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 using 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 and coach.
• Proven history of initiative‑taking to progress and 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 using an e‑Tendering system.
• Level 2 qualification in English and Maths; otherwise must achieve within 12 months of taking up the post.
• Personal qualities of integrity, honesty, transparency and commitment to the mission and values of the College.
• Positive personality – initiative‑taking, enthusiastic and driven to achieve results through common sense practicality.
• Excellent communication, relationship management and influencing skills, especially in difficult times.
• Confident, assertive, resilient decision‑maker who demonstrates courage of convictions and can bounce back quickly from setbacks.
• Willingness and willingness to be an inspiring ambassador for the College.
• Ability to prioritise and work on own initiative.
• Commitment to CPD.

Desirable Criteria

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

Please Note

This role may close earlier than the advertised deadline if sufficient applications are received. Early submission is strongly encouraged.

Benefits

Why Join The City of Liverpool College?

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.

• Generous holiday allowance - Up to 30 days annual holiday allowance, plus 1 wellbeing day. You’ll also benefit from 5 to 7 days statutory closure and 2 further days closure at Easter.
• Pension Scheme - You’ll be part of the Aviva pension scheme, with contributions of up to 10 %.
• Employee Benefits Platform - Access to the COLC Employee Benefits Platform, a hub for discounts at supermarkets, fashion, tech, travel and more, plus the Cycle to Work scheme and other savings opportunities.
• Health and Wellbeing - Employees have access to the Health Assured Employee Assistance Programme (EAP) – a confidential support service available 24 / 7. The online wellbeing portal and other tools support emotional, physical and financial wellbeing.
• Medicash Scheme - Access to Medicash health plans and free flu vaccinations.
• Life Assurance - Life assurance up to three times your annual salary in the event of death in service.
• Travel - Interest‑free loans for annual Merseytravel and Merseyrail passes.
• Flexible Working - Flexible working options to support work‑life balance.
• Professional Development - Opportunities for formal and informal professional development.
• College Benefits - Free sports and fitness facilities, discounted hair and beauty treatments and restaurant staff discounts.