Procurement & Supply Specialist

Overall Purpose

The Purchasing & Supply Specialist is a key professional role responsible for the effective management of the school’s purchasing, inventory, and central supply operations. The role ensures value for money, strong supplier performance, and high service levels, and provides expert support and advice to budget holders on sourcing, supplier management, and purchasing processes, in line with school policies and internal controls.

Procurement and purchasing

• Conduct procurement research to identify suitable suppliers, products, and services that meet school requirements.
• Manage and continuously evaluate supplier relationships, including pricing, performance, service levels, and risk, to ensure best value for money across all purchasing categories.
• Lead day-to-day procurement activity, including sourcing, quotation exercises, and negotiation of pricing and terms within agreed authority levels.
• Raise, manage, and track purchase orders in line with school procurement procedures, delegated authorities, and internal control requirements.
• Process, match, and reconcile purchasing documentation (e.g. purchase orders, goods received notes, invoices), preparing items for approval by departmental budget holders to support timely and accurate supplier payment.
• Administer purchasing through procurement platforms such as Amazon Business, ensuring compliance with internal controls and budgets.
• Support tendering activity, supplier due diligence, and contract documentation in line with best-practice procurement standards.
• Work with the Finance Manager on the development and updating of procurement and supply policies and procedures.

• Work collaboratively with budget holders and all school divisions to understand their supply needs.
• Provide advice on alternative products, suppliers, and cost-saving opportunities.
• Support departments in planning purchases and managing budgets efficiently.

• Oversee inventory management of stationery, teaching supplies, etc. for the supply office and locations around the school, determining pricing, ensuring adequate stock levels and optimising cost efficiency.
• Monitor usage trends, reduce waste, and maintain appropriate reorder levels.
• Coordinate goods inwards, including checking deliveries, resolving discrepancies, and ensuring timely distribution.
• Maintaining an organised, customer-focused supply office environment

• Prepare and maintain purchasing reports, including spend analysis and supplier performance.
• Produce divisional purchasing reports and efficiency reports as required.
• Generate profitability reports related to supply office sales and associated activities

• Provide support and advice to divisions regarding the following services:
  • Printing, laminating, and shredding services
  • Postal and courier services
• Ensure strict adherence to relevant statutory policies and practices, including those related to the prevention of modern slavery, anti-fraud, and anti-money laundering regulations.
• Act as the primary point of contact for internal employee queries on procurement policy and processes, ensuring compliance and training across all departments.
• Coordinate the rental and usage of the Finance off-site storage facility.
• Ensure that the school’s safeguarding policies and expectations are adhered to at all times

Essential qualifications and experience

• Educated to Level 3 standard (e.g., A-levels, BTEC, or equivalent)
• Relevant experience in purchasing, procurement, supply chain, or a closely related role
• Experience of supporting budget holders or internal customers, providing advice on purchasing processes, suppliers, and cost-effective options.
• Experience of raising and managing purchase orders and processing purchasing documentation within defined procedures and internal controls.
• Experience of supplier liaison, with a focus on service quality and value for money.
• Experience of inventory management, goods inwards, and stock control.
• Strong organisational skills and attention to detail, with the ability to manage multiple priorities accurately
• Ability to analyse data…