Job info |
Job info details |
Job title |
Procurement and Contracts Officer |
Strategic team/Directorate |
Financial Services |
Service |
Finance |
Business unit |
Commercial Services |
Responsible to (day to day issues) |
Strategic Procurement Lead / Senior Procurement & Contracts Officer |
Accountable to (line manager) |
Strategic Procurement Lead |
Salary grade |
28 - 31 |
JE ref |
FIN71 |
1. Key purpose of job
- To utilise specialist skills, knowledge and expertise to provide commercial (procurement, contract and supplier relationship management) solutions, advice and guidance to the Council, its wholly owned companies and key partners in accordance with the Council’s Constitution, UK Public Contract Regulations, government policy and guidance, applicable legislation, case law and best practice.
- To ensure the Council’s Constitution and compliance requirements are effectively communicated and embedded across the Council and its wholly owned companies.
- To manage end to end procurement processes for contracts, including those that are high value, high risk and complex, to ensure successful delivery in accordance with all relevant legislative requirements, policy, guidance and best practice.
- Provide professional advice, ongoing support, information and guidance to staff across the Council and its wholly owned companies involved in the management of contracts with external organisations to ensure continuous improvement, delivery of service and best value are maintained or enhanced.
- To support the Council’s priorities, aims and objectives through the delivery of the Procurement and Contract Management Strategy, National Procurement Policies and National Procurement Policy Statement.
- To engage with Directorates, Business Units and Council wholly owned companies to identify business needs and jointly develop and support the implementation of individual commercial strategies. Ensuring those strategies are effective, efficient, support the Council’s priorities and deliver best value from all Council spend.
- To implement commercial methodologies and procedures that lead to continuous improvement in commercial practice across the Council and its wholly owned companies.
- To ensure all relevant corporate policies and procedures are integrated and embedded into commercial activity.
- To support Directorates, Business Units and Council wholly owned companies to engage with the market including local small and medium enterprises and the voluntary, community and social enterprise sector to understand the Council’s needs and enable them to effectively compete for contracts.
2. Anticipated outcomes of post
- There is a proactive, creative, adaptable, effective and compliant approach to commercial activity and the methodologies adopted, that reduces risk, maximises budgets and supports Council priorities and objectives.
- The development of relationships, learning, evidence and expertise supports innovation, creativity and improvement in commercial practice across the Council, its wholly owned companies and in joint working arrangements.
- The Council and its wholly owned companies are compliant with the regulatory framework for public sector contracting, including the Agreement on Government Procurement (GPA), Public Contracts Regulations, Transparency Code, Freedom of Information Act, Social Value Act, TUPE, Best Value Duty and Local Authority Equality Duty.
- Effective processes and systems are developed, updated and embedded across the Council and its wholly owned companies to ensure a consistent and compliant approach to commercial activity.
- Best value and budget maximisation are delivered through the provision of informed, effective and consistent commercial advice and support.
- An efficient, effective and consistent approach across the Council to supplier engagement and relationship management drives efficiencies and supports continuous improvement in delivery and the supply chain.
- Local suppliers and voluntary, community and social enterprise sector organisations are provided with the skills to effectively compete for Council business.
3. List key duties and accountabilities of the post
- Responsible for safeguarding and promoting the welfare of children and vulnerable adults at all times.
- Responsible for providing professional, specialist advice, guidance and solutions on all aspects of commercial (procurement, contract and supplier relationship management) policy and practice to the Council, its wholly owned companies, Members and key partners to mitigate risk and ensure best value, taking into consideration wider statutory obligations such as social value, equality, sustainability and environmental issues.
- Manage the end to end procurement of contracts, including those of high value, high risk or of a complex nature ensuring delivery within regulatory and wider statutory obligations to meet the priorities and needs of the Council.
- Responsible for providing professional contract management advice, support, information and guidance to the Council and its wholly owned companies, including supplier performance, defaults, dispute resolution, business continuity, exit planning and contract termination.
- Responsible for managing the process for the varying, modifying and extending contracts.
- Work with Directorates, Business Units and Council wholly owned companies to seek to better understand and engage with supply markets, including local SMEs and the voluntary, community and social enterprise sector, that have the capabilities to meet the changing needs and priorities.
- Responsible for maintaining up to date and comprehensive knowledge of the Council’s Constitution, Public Contracts Regulations and other associated legislation, case law and best practice and incorporate them into working practices.
- Responsible for maintaining standards of professional and ethical practice, ensuring these practices are compliant with professional, commercial and organisational values.
- Responsible for developing relationships and establishing strong links across the designated area(s) of specialism to enhance service planning and design activities.
- Interpret historic and future spend profiles and engage with Council and its wholly owned companies to jointly work up, develop and deliver their commercial strategies and plans.
- Identify, explore and develop opportunities for partnership working and collaboration across the Council, its wholly owned companies, other authorities and statutory bodies.
- Inform, advise, guide, support and upskill officers at all levels across the Council and its wholly owned companies involved in commercial activities.
- Contribute to the development of training and support for staff, identifying methods of engagement for key personnel along with effective planning and delivery, in order to increase awareness, capacity and capability in relation to commercial practice.
- Responsible for supporting the implementation of strategies and plans which promote and embed good commercial practice throughout the Council and its wholly owned companies.
- Prioritise own workload to meet both operational requirements and Council strategic objectives, ensuring compliance and best practice through high quality and consistent delivery.
- Support wider commercial activities across the Council and its wholly owned companies, including income generation activities.
- Any other duties commensurate with the post as may be required from time to time.
4. Budgetary/Financial Responsibilities of the post
- Ensure compliance with the Council’s Constitution and Public Contracts Regulations in relation to all financial aspects of the role.
5. Supervision/Line Management Responsibilities of the post
- Manage project teams consisting of staff from across the organisation, wholly owned companies and beyond e.g. partner agencies and key stakeholders including, suppliers Torbay residents and service users.
6. Working environment and conditions of the post
- Normal working conditions and environment.
7. Physical demands of the post
8. Specific resources used by the post
9. Key contacts and relationships
- External
- Other local authorities and public bodies, including but not limited to members such as South West Procurement Board and Devon & Cornwall Procurement Partnership, Devon Integrated Care Board, Children’s Services Peninsula Commissioning Group, Torbay schools and academies.
- Council’s key strategic partners and wholly owned companies, including but not limited to Torbay and South Devon NHS Foundation Trust, SWISCo, TDA group, Torbay Education Ltd.
- Prospective and current contracted suppliers.
- Public Buying Organisations and Framework Management Organisations.
- Local business forums, including Federation of Small Business, Chamber of Commerce and Torbay Business Forum.
- Voluntary and community sector organisations and Torbay Community Development Trust.
- Internal
- Senior Leadership Team, staff at all levels across the Council, the Leader, Finance Portfolio Holder, Cabinet and all other Members, through formal and informal governance routes.
- Individual programme and project boards.
10. Other duties
- To undertake additional duties as required, commensurate with the level of the job.
Other Information
- All staff must commit to Equal Opportunities and Anti-Discriminatory Practice.
- The Council operates a Smoke-Free Policy and the post-holder is prohibited from smoking in any of the Council's buildings (including Council owned and Council leased buildings, but excluding designated areas in residential schemes), enclosed spaces within the curtilage of buildings, and Council vehicles. The Council does not permit smoking breaks within work time, however, in services where the flexi-scheme is in operation, employees may take reasonable break times outside of core hours, in accordance with flexi-time arrangements. Employees should follow the flexi-scheme procedure for agreeing time away from their duties in the normal manner with their immediate colleagues and line manager, with break start and finish times being recorded, as with any other break-time arrangement.
- The post-holder is expected to familiarise themselves with and adhere to all relevant Council Policies and Procedures.
- The post-holder must comply with the Council’s Health and Safety requirements as outlined in the H&S policy appropriate to the role.
- This post is based at Tor Hill House but the post holder may be required to move their base to any other location within the Council at a future date.
- The post is eligible for permanent home working or hybrid working.
- The post-holder must be committed to the Council’s Core Values for employees – “Torbay Council employees are committed to being forward thinking, people orientated and adaptable - always with integrity”. Evidence will be sought during the probation and appraisal processes.
- If you are required to use your own vehicle on Council business or drive a council vehicle you will be asked to provide information on any driving endorsements by accessing www.gov.uk/viewdriving-licence and providing a code to your Line Manager in order to share your driving licence information with the Council.
- You will be asked to complete a Criminal Records Self Declaration Form. Criminal convictions will only be taken into account when they are relevant to the post. You will only be asked to disclose ‘unspent’ convictions.
- Torbay Council is committed to safeguarding and promoting the welfare of children and applicants must be willing to undergo the checks appropriate to the post applied for.
Person Specification
Note for Candidate
All Candidates
The supporting statement on your application form will be used to assess ability to meet the essential requirements of the role, so you should explain how you meet each of the numbered essential requirements within your supporting statement.
In a competitive situation, the desirable criteria may be taken into consideration, so you are encouraged to show how you also meet each of the desirable criteria.
Candidates who consider that they have a disability
Reasonable adjustments will be made to the job, job requirements or recruitment process for candidates with a disability.
If you consider yourself to have a disability you should indicate this on your application form, providing any information you would like us to take into account with regard to your disability in order to offer a fair selection interview.
Where ever possible and reasonable we will make adjustments and offer alternatives to help you through the application and selection process.
If you have indicated that you have a disability on your application form you will be guaranteed an interview if you clearly demonstrate in your supporting evidence how you broadly meet the essential requirements of the role.
Job info |
Job info details |
Job Title |
Procurement and Contracts Officer |
Strategic team/Directorate |
Financial Services |
Service |
Finance |
Business unit |
Commercial Services |
Skills and effectiveness
Essential skills and effectiveness
- Proven ability to work autonomously and without direction to meet the requirements of the role and Council priorities.
- Proven ability to make decisions in line with the requirements of the role and the ability to recognise when there is a need to consult with more senior officers.
- Confident and competent when under internal or external scrutiny, with a proven ability to make decisions and recommendations, often to more senior officers, that may be contentious and/or have significant implications for others and provide rationale.
- Proven influencing, persuasion and negotiation skills and the ability to use these skills when dealing with situations where there may be resistance to ensure compliance, improved performance and / or positive outcomes for all parties.
- Proven problem solving skills to facilitate:
- Identification of creative and innovative commercial solutions to meet Council needs and priorities;
- Identification of causes of contractual issues and the provision of informed and imaginative solutions to address them.
- Proven ability to respond positively and effectively to organisational and legislative change.
- Proven commercial skills including delivering or providing advice on:
- Commercial evaluation;
- Pre-market engagement and market analysis;
- Identification of appropriate routes to market and procurement procedures;
- Tender documentation drafting, including contract preparation;
- Tender analysis and evaluation;
- Managing and facilitating tender moderation sessions;
- Drafting Regulation 84 reports and award approval requests;
- Drafting outcome notification letters and supplier feedback;
- Contract mobilisation;
- Performance monitoring;
- Change control;
- Risk analysis, mitigation and management.
- Proven ability to work on and prioritise multiple projects across a diverse range of subject matters, dealing with conflicting and ever changing priorities.
- Communication skills necessary to present complex and contentious information clearly, in a range of formats to varied audiences.
- The ICT literacy and skills necessary produce a range of complex correspondence, reports, spread sheets and presentations etc.
- Proven ability to forward plan and prioritise activities to meet strategic objectives.
- Proven ability to work effectively as part of a team to deliver against policy and strategy.
- Ability to work to the Council’s core values of being forward thinking, people oriented and adaptable, always with integrity.
Desirable skills and effectiveness
- Proven ability to deliver excellent outcomes within the public sector in a procurement or contract / supplier relationship management role.
Knowledge
Essential knowledge
- Knowledge and understanding of key commercial processes across diverse areas.
- Sufficient knowledge, understanding and ability necessary to undertake the role in relation to interpreting Public Contracts Regulations and knowledge of the commercial aspects of other associated legislation, case law, policy and guidance, including:
- Public Services (Social Value) Act;
- Modern Slavery;
- National Procurement Policies and Policy Statement;
- Best Value Duty;
- Public Sector Equality Duty;
- Local Government Transparency Code;
- Environmental and sustainability issues;
- Data Protection Act / GDPR;
- Freedom of Information Act.
- Specialist knowledge of the procurement cycle, methodologies and tender management.
- Knowledge of contract clauses, contract formation and development, contract management and compliance.
- Knowledge of e-procurement and e-tendering systems.
- Knowledge and understanding, at a local and national level, of current and future trends and issues affecting procurement and contract management within the public sector.
- Knowledge and understanding required to effectively use Microsoft Office applications, including Teams, Excel, Word, PowerPoint and Outlook.
- An understanding of local government policies, priorities, structure and governance.
Desirable knowledge
- Knowledge and understanding of Torbay Council Financial Regulations and Contract Procedures.
- Knowledge of the commissioning cycle and its practical application within a real contract environment.
- Understanding of the democratic process within local government.
- Knowledge of Microsoft Project and Planner.
- Knowledge, understanding and commitment to delivering excellence in customer care and the importance of equal opportunities and anti-discriminatory practices in service planning and delivery.
Experience and achievements
Essential experience and achievements
- Operational commercial experience of procurement and contract management, including:
- Commercial evaluation;
- Pre-market engagement and market analysis;
- Identification of appropriate routes to market and procurement procedures;
- Tender documentation drafting, including contract preparation;
- Tender analysis and evaluation;
- Managing and facilitating tender moderation sessions;
- Drafting Regulation 84 reports and award approval requests;
- Drafting outcome notification letters and supplier feedback;
- Contract mobilisation;
- Performance monitoring;
- Change control;
- Risk analysis, mitigation and management.
- Experience of delivering best value, quality, innovation and Social Value within a commercial environment.
- Experience within at least one of the following specialist areas:
- Construction or public works contracts;
- ICT procurement and contracting;
- Corporate procurement and contracting;
- Adults or Children’s Services procurement and contracting;
- Public Health procurement and contracting;
- Implementation and use of framework agreements and dynamic purchasing systems.
- Experience in problem solving, involving and influencing operational professionals to implement change and improvements.
- Demonstrable experience of working proactively within a commercial environment and the successful management of tenders and contracts.
- Demonstrable experience of partnership and collaborative working across a diverse range of internal and external stakeholders and areas.
- A proven track record in the management of projects across organisational boundaries.
Desirable experience and achievements
- Experience of procurement and / or contract management in a public sector setting.
- Experience of using POP/PL modules / finance systems.
- Experience of working with a contract management life cycle system.
- Experience of applying project management methodology, for example PRINCE 2.
Qualifications/professional memberships
Essential qualifications/professional memberships
- Educated to Degree level or equivalent or demonstrable academic or professional ability or experience in the relevant field.
- Level 3 Advanced Certificate in Procurement and Supply or equivalent or 2 years’ experience in an operational procurement or commercial role.
- Willingness to study towards Level 4 Diploma in Procurement and Supply or equivalent.
Desirable qualifications/professional memberships
- Student membership of the Chartered Institute of Procurement and Supply (CIPS).
- Government Commercial Function qualification in Contract Management at Foundation level or equivalent.
- Member of the Society of Procurement Officers.
- Project/programme Management qualification, e.g. PRINCE 2 Foundation / Practitioner or equivalent.
Other requirements
Other requirements of the job role
- Demonstrates a commitment to safeguard and promote the welfare of children and young people.
- Ability to carry out the physical requirements of the role (i.e. manual handling).
- Ability to travel efficiently around the Bay/South West/UK in order to carry out duties.
- Ability to accommodate occasional/permanent homeworking.