Administrative Officer (Procurement Team)

Contents

• Location
• About the job
• Benefits
• Things you need to know
• Apply and further information

Lowestoft

About the job

Job summary

The role is to provide administrative support to the procurement team at Cefas. The small but busy team secure a range of contracts covering the full breadth of goods and services that Cefas requires to deliver its science. 

This is a diverse role and will involve administering a variety of low value purchases including running low value procurement exercises, alongside advising colleagues on best approach to buying, administering the central email box, updating the team Sharepoint site, managing the contracts database, creating and updating templates/documents. The successful candidate will also have the opportunity to support other team members with larger value procurements and projects.

This post is interesting and varied, and it requires pro-activity, good communication skills and an outgoing and enthusiastic approach to challenges. The procurement team is well-established and has a great team ethos focused upon procurement excellence, continuous improvement, working as a team and knowledge sharing. 

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy.

Welcome to Cefas (youtube.com)

Job description

The main roles and responsibilities for this position include, but are not restricted to:

• Creating tender and contractual documentation from standard templates;
• Administering the low value ‘request for quotation’ process including commercial evaluations and contact award;
• Building and maintaining collaborative working relationships with Cefas colleagues, as well as with external stakeholders;
• Monitoring and managing a central Procurement email inbox to ensure enquiries are processed and investigated in a timely manner;
• Manage any administration of the internal Procurement SharePoint site; and
• Provide administrative support to the wider Procurement team on larger procurements, contracts, or renewals.

In addition, Cefas reserves the right to ask staff to take on additional duties and responsibilities which are commensurate with their grade. Team Leaders and management will have a discussion with staff to explain the changes that are to be made. A new job description will be issued if required.

Person specification

The following are essential criteria required for this role and you must be able to demonstrate your skills and experience in the following areas:

• Experience of working effectively and proactively as part of a team;
• Excellent communication skills, both verbal and written;
• Taking ownership of tasks and contributing ideas to colleagues;
• Demonstrable working experience of maintaining accuracy and a good eye for detail;
• Experience of working collaboratively across a range of stakeholders using communication and influencing skills;
• Experience of using MS Office 365 programmes including Word, Excel, MS Teams and/or other web-based systems;
• Able to work flexibly, manage multiple tasks and to organise own workload to meet deadlines; and
• Have obtained a CIPS qualification (Level 2 or Level 3) or if not, demonstrates willingness to work towards this qualification and demonstrates meeting all criteria as stated in this person specification.

Behaviours

We’ll assess you against these behaviours during the selection process:

• Communicating and Influencing
• Delivering at Pace
• Making Effective Decisions

We only ask for evidence of these behaviours on your application form:

• Communicating and Influencing

Benefits

Alongside your salary of £27,210, Centre for Environment, Fisheries and Aquaculture Science contributes £7,347 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

• Generous annual leave entitlement – Cefas offers 25 days’ annual leave on entry (rising to 30 days over first 5yrs) for full-time new entrants to the Civil Service. Employees receive 8 public holidays a year, plus an additional day to mark the King’s birthday
• Access to learning and development tailored to your role
• A working environment that supports a range of flexible working options
• A working culture which encourages inclusion and diversity
• Eligible to join the Civil Service Pension scheme – more information can be found on the CSP website http://www.civilservicepensionscheme.org.uk/
• Staff recognition vouchers
• In-year award scheme

The Civil Service welcomes applications from people who have recently left prison or have an unspent conviction. Read more about prison leaver recruitment (opens in new window).

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

Job contact :

• Name : Cally Wiles or Alec Wilson
• Email : resourcing@cefas.gov.uk

Recruitment team

• Email : defrarecruitment.grs@cabinetoffice.gov.uk

Further information

If you feel your application has not been treated in accordance with the Recruitment Principles and you wish to make a complaint, in the first instance, you should contact:

Government Recruitment Services via email: defrarecruitment.grs@cabinetoffice.gov.uk

If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: Click https://civilservicecommission.independent.gov.uk/contact-us/ to visit Civil Service Commission.

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