Procurement Administration Apprentice

To proactively assist with the smooth running of the Service and ensure administrative duties relative to the Service are carried out in an efficient, accurate and appropriate manner To undertake routine procurement administration and support duties including maintenance of paper and electronic filing  systems, basic note-taking, photocopying/scanning, meeting scheduling, and other general administrative duties

Tasks will be varied to support the Service and whilst not exhaustive, will include assisting with routine procurement administration duties such as:

Procurement and general administration:

Maintaining electronic and manual filing/recording systems (including archiving) in line with procedures and ensuring the accuracy and confidentiality of sensitive information Interacting with the Microsoft sharepoint sites of the procurement team Basic note-taking at meetings and the preparation of simple meeting notes Diary and calendar co-ordination for supplier/contractor related activities The greeting of visitors (suppliers) in a professional manner and accompanying them when on site Photocopying/scanning Preparing general correspondence, reports, forms etc. as directed using Microsoft Office packages Basic supplier invoice reconciliation and/or analysis Dealing with phone calls, emails, and other forms of correspondence, and relaying messages to appropriate individuals, addressing enquiries or issues, and providing support  as needed Updating the procurement information on the MS Sharepoint Procurement Portal

Procurement analysis and report preparation:

Performing system queries using the company finance system (Sage Intacct) to prepare simple expenditure reports by supplier,  by category, by period, by transaction type, etc. Report development using more advance Microsoft Excel functionality such as Filters, Pivot Tables and Formulae

Market research:

Performing online/telephone research to develop simple market intelligence reports Perform online/telephone research to identify potential suppliers Interaction with potential suppliers to capture information about goods and services, supplier organisation, ethical considerations Procurement projects and foundation wide procurement support: To support activities associated with active procurement projects  and tenders To respond to queries and requests for support from the Services Support Procurement Manager with supplier performance reviews, gathering feedback from stakeholders, involvement in review meetings

General:

Establish and maintain excellent working relationships with  colleagues and suppliers Any other reasonable duties as requested by the manager

Training:
Level 3 Procurement and Supply Assistant Apprentice Location:Central Services, Station Road, Forest Hall, Newcastle upon Tyne NE12 8YY Working 5 days per week inclusive of 1 day release for study at Darlington College

Training Outcome:
There may be an opportunity to secure a long-term position after successful completion of the apprenticeship

Employer Description:
The Percy Hedley Foundation is one of the largest regional charities supporting people with a range of learning and physical needs. We take a person centred, flexible approach to the care and support we provide. The Percy Hedley Foundation has three main sites providing specialist education, adult day services and residential care to our service users. Our sites are based in Forest Hall, Killingworth, and Jesmond. We work towards excellence every day and our team members are committed to delivering the very best outcomes for the people we support. Our dynamic and flexible service is tailored to the specific needs of the individual, making it easier to live, learn and be part of a world adapting to change.

Working Hours :
Working 8.30am to 4.30pm Monday to Thursday and 8.30am to 4.00pm Friday, with day release to Darlington College

Skills:
Communication skills,IT skills,Attention to detail,Customer care skills,Initiative,Data entry,Accuracy,Time management,Prioritise workload,Customer service skills,Articulate,Adaptable,Enthusiasm,Proactive,Resilient,Creative and resourceful,Caring and empathetic,Flexible,Willingness to participate,Confidentiality