Trainee Procurement Administrative Assistant (

Job Number:

24001586)

Procurement Services

Grade 2: – £22,386 – £22,659 per annum

Open-Ended/Permanent – Full Time

Contracted Hours per Week: 35

Working Arrangements: Hybrid working

Closing Date

: 08-Sep-2024, 11:59:00 PM

Disclosure and Barring Service Requirement: Not Applicable. 

The University

At Durham University, we are proud of our people, because they are at the heart of our globally outstanding institution, which is a key part of our local community. We inspire our people to do extraordinary things and we invite you to join our fantastic team.

Across the University, we have a huge variety of roles and responsibilities, which together make us one large and successful community. Whether you are at the very start, middle or end of your career, there is a role for you. We believe everyone has their own unique skills to offer.

At the University we promote and actively champion equality, diversity and inclusion. It is crucial that everyone can be themselves and can flourish in an environment where everyone respects each other and is treated fairly. We want our people and wider community to feel happy, secure and proud to be a part of Durham. We are looking for the same values in you.

We welcome and encourage applications from members of groups who are under-represented in our work force including people with disabilities, women and black, Asian and minority ethnic communities. For more information on our EDI strategy and values, click here

The Role and Department

The University’s Procurement Service is offering a development opportunity to gain procurement (and general business) knowledge, experience and qualification with the prospect of permanent employment upon successful completion of the apprenticeship.

The Trainee Procurement Administrative Assistant will undertake on the job training and a development plan will be created in conjunction with the successful candidate to take into account their individual needs. Following successful completion of the first part of the necessary on the job training and development plan (one year) the post-holder will move to Grade 3. The Trainee Procurement Administrative Assistant is to embark on the Charted Institute of Purchasing & Supply (CIPS) qualification (starting level determined by their experience and qualifications). Upon successful completion of the procurement qualification and all on the job training the post-holder will move to a Grade 4 role. This plan will be regularly reviewed and form the basis of the assessment to move to the Grade 4 role. The development plan may be extended if the University considers it necessary. 

The Procurement Service forms part of the University’s Professional Services function and delivers a centralised procurement and purchasing activity to the entire organisation. The department is currently split between the Purchasing Team, who are responsible for the day-to- day tactical procurement, and the Category Team, who are responsible for strategic sourcing and supplier relationship management. The department is responsible for the procurement of all goods and services for the University and driving value for money, using strategic sourcing strategies within a category management framework.

Professional Services are expected to move into Boldon House (adjacent to the Arnison Centre) commencing Spring 2025, this will be a flagship building devoted to becoming the University’s first ever professional service hub. The building is being designed with flexible hybrid working in mind and will fully support the University’s Hybrid Working Policy. The Procurement Service are ear-marked to be one of the first occupants of this building.

DEVELOPMENT ROLE

This is a Procurement development role. The post holder will, in addition to existing Grade 2 skills, have the ability and potential to develop Grade 3, and then Grade 4 attributes and skills, depending on current experience.

The post holder will undertake a 1-2 year development programme, leading to a formal qualification (where required) and providing suitable and sufficient evidence to obtain CIPS Level 2-3 (if not already attained).

The qualification will form part of a development plan, created in conjunction with the post holder, focusing on the requirements of the Grade 3 role, and taking into account the post holders individual needs. This plan will be regularly reviewed and form the basis of the assessment to move to the Grade 3 role. It is anticipated that the development process will take 1-2 years to complete, however it may be extended if the University considers it necessary.

Upon successful completion of the development programme and plan, the post holder would move to the Grade 3 post (Procurement Senior Assistant), the job description for which is available HERE. 

Following completion, the post holder will then undertake another 1-2 year development program, leading to a formal qualification (where required) and proving suitable and sufficient evidence to obtain or be working toward CIPS Level 3-4.

The qualification will form part of a development plan, created in conjunction with the post holder, focusing on the requirements of the Grade 4 role, and taking into account the post holders individual needs. This plan will be regularly reviewed and form the basis of the assessment to move to the Grade 4 role. It is anticipated that the development process will take 1-2 years to complete, however it may be extended if the University considers it necessary.

Upon successful completion of the development programme and plan, the post holder would move to the Grade 4 post (Category Practitioner), the job description for which is available HERE.

If the post holder is unable to meet the full requirements of the Grade 3 or 4 post at the end of the development process, subject to performance, the post holder may be retained in the Grade 2 or 3 post.

The post-holder’s employment is based on the completion of their apprenticeship i.e. if they do not complete the development plan and procurement qualification their employment will not continue.

Working at Durham  

A competitive salary is only one part of the many fantastic benefits you will receive if you join the University: you will also receive access to the following fantastic benefits:

• 27 Days annual leave per year (in additional to 8 public holidays and 4 customary days per year), a total of 39 days, including time off between Christmas and New Year. 
• No matter how you travel to work, we have you covered. We have parking across campus, a cycle to work scheme which helps you to buy a bike and discount with local bus and train companies.  
• Discounts via our benefits portal including; money off at supermarkets, high street retailers, IT products such as Apple, the cinema and days out at various attractions.
• On site nursery is available and access to holiday camps for children aged 5-16 throughout the year. 
• Lots of support for health and wellbeing including discounted membership for our state of the art sport and gym facilities and access to a 24-7 Employee Assistance Programme.
• The opportunity to take part in staff volunteering activities.  
• Family friendly policies, including maternity and adoption leave, which are among the most generous in the higher education sector (and likely above and beyond many employers).
• If you are keen on advancing in your role or career, we have a genuine passion for developing our colleagues from qualifications, to IT skills, courses and apprenticeships. 
• Generous pension schemes. 

What you need to demonstrate when you apply

To be considered for this role, here are the skills/experience we’re looking for:

1. Good spoken and written communication skills.
2. Basic digital skills including the ability to use the internet and email.
3. Five GCSE’s at least Grade C or level four (or equivalent) including English Language and Mathematics (or equivalent experience). 
4. Experience of managing time to meet deadlines.
5. Ability to follow instructions, spoken or written, accurately.
6. Microsoft Office: Word, Excel and Outlook.
7. Demonstrate attention to detail.
8. Have a willingness to learn and undertake a procurement qualification.
9. Be able to balance working and completing assigned college work.

Desirable Criteria

1. Experience of working in a customer focussed service.
2. Experience of working in a team.
3. Evidence of personal development. 

How to Apply

We prefer to receive applications online. To progress to the assessment stage, candidates must evidence each of the essential criteria required for the role in the person specification above. Where there are desirable criteria we would also urge you to provide any relevant evidence.

While some criteria will be considered at the shortlisting stage, other criteria may be considered later in the assessment process, such as questions at interview. 

We will update you about your application at various points throughout the selection process, via automated emails from our e-recruitment system. Please check your spam/junk folder periodically to make sure you have not missed any of our updates.

Who to contact for more information 

If you would like to have a chat or ask any questions about the role, Cather Chrichard would be happy to speak to you. You can contact Catherine by emailing [email protected]

Typical Role Requirements

Here are the kind of activities that you’ll be asked to undertake and ways in which you’ll be expected to operate.

Service Delivery

• Provide an excellent service to our students, your colleagues and anyone else you come across as part of your role by carrying out your tasks using the relevant procedures (which we will provide training for).
• Be aware of any hazards and risks and report any incidents.
• Log and record routine information and data for use by others.
• Pass on information for use by others.
• Use standard office-based devices and applications to deliver services.

Teamwork

• Help and cooperate with the rest of your team.
• Help your colleagues when required with other key activities undertaken within your service for example processing purchase requisitions, managing customer emails, arranging meetings and log/record information.
• Help colleagues by gathering and passing on information.
• Learn new skills and practices from more experienced colleagues.
• Bring any problems to the attention of more senior colleagues. 

Communication/Personal 

• Show a commitment to equality, diversity and inclusion and the University’s values.
• Respond to routine requests for information.
• Use digital devices and apps (such as email) to communicate with your colleagues and anyone else you come across as part of your role.
• Any other reasonable duties.

Please note that in submitting your application Durham University will be processing your data. We would ask you to consider the relevant University Privacy Statement Privacy Notices – Durham University which provides information on the collation, storing and use of data.

When appointing to this role the University must ensure that it meets any applicable immigration requirements, including salary thresholds which are applicable to some visas. 

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