Procurement Administrator

Fixed Term

Contract:

End Date: FTC for 6 months

Welsh Language: Not Applicable

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Procurement Services is a key part of the University, providing professional commercial services to support the purchase of goods and services across the organisation.

The Procurement Administration Assistant role provides essential support to the Procurement Services team by proactively monitoring renewal processes, maintaining the integrity of the procurement database, and ensuring compliance obligations are met.

The Procurement Administration Assistant role works independently, managing and taking ownership of their own workload to ensure activities are completed successfully within the required time frames. The role also works collaboratively with the Category Managers, wider Procurement Services team, and other key stakeholders on a range of other procurement activities and projects.

With excellent communication skills, the Procurement Administration Assistant is a trusted advisor role, proactively building networks and relationships across the organisation, providing support and guidance to colleagues on Procurement policies and procedures, signposting to associated due diligence policies where necessary.

The anticipated start date of this position is 21 September 2026 and is fixed term for 6 months.

The following sets out the key responsibilities of the Administration Assistant role; the role will be provided with sufficient training and support to enable them to progress and effectively perform the following activities independently.

• Assist with the management of non-complex under £60k contract renewals including liaising with stakeholders, providing support and advice to facilitate renewals, sharing best practice and maintaining records, escalating contracts to Category Managers for formal review as necessary.
• Review and action purchase requisitions to ensure they are processed and executed in line with university policies.
• Support activities to ensure compliance with the Procurement Act 2023 and associated regulations such the publication of notices.
• Supports the Procurement Services team in providing advice and guidance on Procurement policies and procedures, including Responsible Procurement and sustainability practices, to stakeholders across the university.
• Review and maintain Procurement records for data accuracy, including periodic reconciliation with stakeholder records.
• Produce monthly reports and pro-actively manage the process to facilitate timely contract renewals.
• Supporting the collation of contract data as required, e.g. for Freedom of Information requests.
• Provide support to the Category teams with tendering activities.
• Provide administrative support to the Procurement Services team such as scheduling meetings, taking minutes and other ad-hoc requirements.
• Work collaboratively with Procurement Services team members and wider internal stakeholders on activities to deliver the Procurement Strategy and Responsible Procurement Strategy.
• Attendance at regular team and stakeholder meetings.
• Undertake specific tasks and projects at the request of the Head of Procurement, Deputy Head of Procurement and Senior Category Manager.
• Further opportunities to support initiatives such as Responsible Procurement, database and process development projects if desired.

• A good standard of written English language, grammar, and mathematics commensurate with the role.
• Experience of the Purchase to Pay process and purchasing principles.
• Ability to use IT systems with confidence and experience using standard Microsoft applications, particularly Word, Excel, Teams and Sharepoint Lists.
• Excellent organisational skills, including the ability to work on own initiative, manage a varied workload pro-actively, managing timelines and…