FC - Trainee Procurement Officer (Graduate)

Trainee Procurement Officer (Graduate)

Service: Finance
Grade scale: Grade 2 Level 2-4
Reports to: Procurement Officer

Purpose of the job

  • To undertake a range of procurement processes or tasks in accordance with predetermined procedures or instructions, which contribute to an effective strategic procurement service provision.
  • Support the delivery of data management, stakeholder engagement, performance management, supply market analysis and use of procurement systems aligned to category management.
  • Support the delivery of Superior Performance Procurement through Training, Education and Knowledge Transfer with Customers and Stakeholders.

Key tasks and responsibilities

  • To conduct a variety of Procurement exercises including mini competitions, negotiated procedures and quick quotes in accordance with both the council’s Standing Orders on Contracts and Public Contracts Regulations for Supplies, Services and Works.
  • Provides support and guidance on procurement processes to Resources, including training on standard processes.
  • Supports catalogue management activities – accuracy checks, creation, update and deletion. Liaise with internal and external stakeholders to ensure the effective provision and communication of the Procurement Service. Ensure Corporate procurement policies are adhered to in accordance with SLC Standing Orders on Contracts and The Public Contracts (Scotland) Regulations (2015).
  • Assists in the development and implementation of procurement procedures and training documentation.
  • Supports all the administrative duties related to tendering, including document preparation, updating of contract files, and co-ordinates associated meetings.
  • Identifies areas of savings and/or efficiencies and makes recommendations for consideration.
  • Updates benefit/savings/efficiency recording spreadsheet using data collated from a combination of pre-defined reports from the council’s business management systems.
  • Undertakes tasks and processes related to i-procurement including supplier adoption and amendment, category updates/creation and CPA invoice holds process.
  • Supports low risk and low value procurement activities.
  • Analyses and prepares data in support of performance and KPI’s. Responsible for processing, monitoring, investigation and analysis of information relevant to the Service.

Person specification

Criteria

Essential

Desirable

Education, qualification and training

Honours Degree, minimum 2:1

CIPS Level 4

Skills, knowledge and experience

Demonstrates strong written and verbal communication skills, including the ability to present ideas clearly

Able to plan and prioritise tasks to meet service demands, performance indicators and statutory timescales.

Experience within a commercial, admin procurement or purchasing role

Comfortable using Microsoft Office applications such as Word, Excel, and Outlook, and able to produce standard documents, organise information, and communicate appropriately.

Personal qualities

Ability to build positive relationships with customers and stakeholders through professional, responsive, and customer-focused service.

Proactive approach

Self-motivated and able to work to a high standard with minimal supervision

Inclusive and supportive team player

To working a flexible, adaptable manner and to always act with discretion and tact

 

Other

To demonstrate behaviours consistent with honesty and openness: treating people consistently, fairly and with respect

 

Safer recruitment checks

As part of our approach to good practice and safer recruitment we carry out a number of pre-employment checks:

  • Asylum and Immigration right to work in the UK.
  • Reference check: external candidates require 2 references, one of which must be from present or most recent employer; Internal candidates require 1 reference from current line manager.
  • Candidate Disclosure Scotland check, where applicable.

Behaviour framework

The council’s behaviour framework is a set of core behaviours that defines how employees approach work to enable the delivery of key tasks for the role. The expected behaviours for this role are:

Efficient

  • Punctual and conscientious in your approach to work.
  • Use council resources efficiently, avoiding waste and unnecessary expense.
  • Identify inefficiency in processes and communicate this to your manager.
  • Meet deadlines and targets in your day-to-day work.
  • Understand the impact of wasteful behaviours on the environment and you act to minimise this impact.
  • Use of information technology to achieve best outcomes.

Flexible

  • Willing to learn new tasks and accept new ways of working.
  • Willing to be flexible in your approach to work to meet changing service delivery needs, deadlines, and urgent priorities.
  • Help team members when they have urgent deadlines and prioritise your work accordingly.
  • Understand the need for change and are open to this across your working life.

Performing

  • Is polite, professional and friendly to customers and apply customer care standards and attitudes at all times.
  • Works safely to maintain the safety of yourself and other raising concerns about unsafe working practices.
  • Meets standards of work required in your role in terms of quality and output.
  • Uses initiative to solve problems and raise potential issues.
  • Acknowledges when mistakes are made and learns from them.
  • Seeks feedback on your performance to learn and improve.

Working with others

  • Works alongside internal and external colleagues to meet common objectives.
  • Has professional relationships with colleagues and is aware of dignity at work standards.
  • Actively and respectfully listens to people in order to understand them and their views.
  • Contributes appropriately in team and other meetings and discussions.
  • Presents words and views clearly in a way that other people find meaningful.
  • Respect diversity and promote equality of opportunity when working with colleagues and members of the public.

Leading

  • Role models the standards of behaviours expected of a South Lanarkshire Council employee.
  • Displays and enables leadership through sharing knowledge and skills, seeking guidance and providing support to your colleagues, team and the wider community.
  • Is aware of and adheres to professional codes of practice and the council’s code of conduct and understand how these impact on employment with the council and public perception of council employees.