Job info	Job info details
Job title	IT Procurement and Contract Management Officer Level 1
Strategic team/Directorate	Corporate Services
Service	IT Services
Business unit	IT Services
Responsible to (day to day issues)	Various IT team managers as required
Accountable to (line manager)	Head of IT
Salary grade	H
JE ref	CORP033

1. Key purpose of job

• To manage end to end procurement and contract management processes for IT contracts, with appropriate support where they are high value, high risk and/or complex, to ensure successful delivery in accordance with all relevant legislative requirements, policy, guidance and best practice.
• To utilise skills, knowledge and expertise to provide commercial (procurement and contract management) solutions, advice and guidance to IT Services, in accordance with the Council’s Constitution, UK Public Contract Regulations, government policy and guidance, applicable legislation, case law and best practice.
• To provide professional advice, ongoing support, information and guidance to IT staff involved in the procurement and management of contracts with external organisations to ensure continuous improvement, delivery of service and best value are maintained or enhanced.

2. Anticipated outcomes of post

• Creating this dedicated post will alleviate immediate resourcing pressures by enabling IT technical specialists to focus on project work and business as usual tasks.
• Foster resilience for various corporate projects and ensure that IT procurement and contract management processes are robust, timely and fit for purpose.
• There is a proactive, creative, adaptable, effective and compliant approach to commercial activity and the methodologies adopted within IT Services, that reduces risk, maximises budgets and supports Council priorities and objectives.
• IT Services is 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 IT Services 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 within IT Services to supplier engagement and relationship management drives efficiencies and supports continuous improvement in delivery and the supply chain.

3. List key duties and accountabilities of the post

• As an Employee of Torbay Council, all roles are expected to work in a way that ensures vulnerable children and adults are safeguarded and report any safeguarding concerns in accordance with established policies and procedures. The Designated Senior Lead for Safeguarding is the Chief Executive and Director of Children’s Services.
• Maintain inventories of IT Infrastructure, Hardware and Software to be transferred to Torbay Council, for projects such as Adults Social Care Transition and Local Government reorganisation.
• Update Torbay Council IT’s Asset Inventories (Software, hardware, etc.) with contractual information (e.g., contract type, length, expiry date, etc.).
• Coordinate IT Procurement activities relating to various projects.
• Provide regular updates and reports to IT Management on procurement activities, contract status, and supplier performance.
• Oversee the processing of procurement transactions, such as raising Purchase Orders, Goods Receipts and Returns, on the Financial Management system. 
• Complete and submit Start a Procurement (SAP forms) to Commercial Services.
• Involvement in Expression of Interest, Direct Award, Request for Quote and Tender processes, for new procurements and renewals, including creating / updating documentation, evaluation, etc.
• Utilise relevant procurement frameworks where required and ensure all activities comply with public sector procurement regulations and internal policies.
• Create and Maintain Contract Register entries relating to IT purchases. 
• Create Cabinet reports for high-value procurements, where required. 
• Coordinate the completion of and evaluate Cloud security questionnaire returns as part of procurement processes for other service areas. 
• Update Risk Ledger (Supply Chain solution), with information on suppliers and their supply chain, including on-boarding new suppliers. 
• Attend initial technical meetings at the commencement of procurement projects to understand requirements and liaise effectively between Torbay Council IT staff and suppliers.
• Maintain strong engagement with colleagues in Commercial Services’ Procurement and Contract Management teams.
• Act as the subject matter expert within IT Services on Procurement and Contract Management.  
• Responsible for providing professional, specialist advice, guidance and solutions on all aspects of commercial (procurement, contract and supplier relationship management) policy and practice to IT Services, 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 IT contracts, with appropriate support where they are 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 IT services, including supplier performance, defaults, dispute resolution, business continuity, exit planning and contract termination.
• Responsible for managing the process for the varying, modifying and extending IT contracts.
• 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 with IT technical staff, to enhance service planning and design activities.
• Inform, advise, guide, support and upskill officers at all levels within IT Services as required, in terms of Procurement.
• Prioritise own workload to meet both operational requirements and Council strategic objectives within IT Services, ensuring compliance and best practice through high quality and consistent delivery.

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

• None. 

6. Working environment and conditions of the post

• Normal working office conditions and where appropriate work from home.

7. Physical demands of the post

• Normal physical effort. 

8. Specific resources used by the post

• Standard IT equipment. 

9. Key contacts and relationships

External

• Suppliers (involvement in procurements and contract management).
• Partner organisations (e.g., SWISCo, NHS Trust).

Internal

• Staff at all levels across the Council.
• Individual programme and project boards.
• IT colleagues. 
• Close contact with Commercial Services.

10. Other duties

• To undertake additional duties as required, commensurate with the level of the job.

Other Information

• All staff must commit to the Workplace Equality, Diversity and Inclusion Practice and Policy.
• 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.
• The post holder is expected to work in a way that ensures vulnerable children and adults are safeguarded and report any safeguarding concerns in accordance with established policies and procedures. And are aware that the Chief Executive and the Director for Children's Services are the Safeguarding Leads for the Council.
• The post is eligible for both hybrid and permanent home working.
• 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.
• 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.
• 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 this post is customer facing, it will require the ability to fulfil all spoken aspects of the role with confidence and fluency in English.
• If you are required to access a government system such as HMRC, DWP or The Public services network (PSN) as part of your role with the Council you will be required to complete a basic disclose with your line manager before you can access these systems. Your manager will be required to complete a verification form that confirms your identity, nationality and immigration status, employment history and unspent convictions (third party).
• 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 gov.uk/view-driving-licence and providing a code to your Line Manager in order to share your driving licence information with the Council.

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	IT Procurement and Contract Management Officer Level 1
Strategic team/Directorate	Corporate Services
Service	IT Services
Business unit	IT Services

Skills and effectiveness

Essential skills and effectiveness

• Ability to quickly become familiar with new IT concepts and technical terms.
• Ability to work autonomously and without direction to meet the requirements of the role and Council priorities.
• 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.
• 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.
• 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.
• Problem solving skills to support identification of creative and innovative commercial solutions to meet IT Services’ needs and priorities.
• Ability to respond positively and effectively to organisational and/or legislative change.
• 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;
  • Performance monitoring;
  • Change control;
  • Risk analysis, mitigation and management.
  • Conflict resolution. 
• Ability to work on and prioritise multiple projects, 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 IT literacy and skills necessary produce a range of complex correspondence, reports, spread sheets and presentations etc.
• Ability to work effectively as part of a team to deliver against policy and strategy.
• Effective communication skills, for working with IT colleagues, service users and suppliers.
• Team player – collaborates respectfully and reliably, with all levels of staff.
• Good attention to detail, for working on contracts, etc.

Desirable skills and effectiveness

• Ability to deliver excellent outcomes within the public sector in a commercial (procurement or contract / supplier relationship management) role.

Knowledge

Essential knowledge

• Awareness of the concepts of procurement and contract management and the reasons why effective procurement and contract management are important.
• Awareness of legislation, policy and guidance relating to procurement and contract management, such as:
  • Public Contracts Regulations;
  • National Procurement Policies and Policy Statement;
  • Local Government Transparency Code;
  • Environmental and sustainability issues;
  • Data Protection Act / GDPR;
  • Freedom of Information Act.
• Knowledge and understanding required to effectively use Microsoft Office applications, including Teams, Excel, Word, PowerPoint and Outlook.Eagerness to learn – shows initiative and curiosity.

Desirable knowledge

• Awareness of Torbay Council Financial Regulations and Contract Procedures.
• 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.
• Awareness of local government policies, priorities, structure and governance. 

Experience and achievements

Essential experience and achievements

• Experience of involvement in procurement and/or contract management activities. 
• Experience in problem solving, involving and influencing operational professionals to implement change and improvements.
• Experience of working across a diverse range of internal and external stakeholders and areas.

Desirable experience and achievements

• Experience of working in IT.
• Experience of working in a public sector setting.
• Experience of using {POP/PL modules / finance systems.

Qualifications/professional memberships

Essential qualifications/professional memberships

• Educated to Degree level or equivalent or demonstrable experience.
• Willingness to study towards Level 3 Advanced Certificate in Procurement and Supply or equivalent.

Desirable qualifications/professional memberships

• Student membership of the Chartered Institute of Procurement and Supply (CIPS).

Other requirements

Other requirements of the job role

• Demonstrates a commitment to safeguard and promote the welfare of children and young people.
• Ability to accommodate occasional/permanent homeworking.