Procurement assistant

Band 3 · Procurement officer · 223 job evaluation points

Provides purchasing and administrative support, following set procedures, with a procurement officer close by.

Responsibilities

Raise and amend purchase orders in the purchasing system, checking them against contracts and approvals.
Resolve routine invoice and receipting queries with suppliers, budget holders, and finance.
Get quotes for low-value purchases following the organisation's rules.
Keep supplier records, catalogues, and the contract register up to date.
Answer routine questions from staff about how to buy.

Skills

Skill	Expected level	What this level means
Purchase to payThis reference	Working (2)	You can: create and amend purchase orders and check them against contracts resolve invoice, receipting, and payment queries with suppliers and finance maintain catalogues and supplier records in the purchasing system
Procurement processThis reference	Awareness (1)	You can: explain the stages of a procurement and the thresholds that apply get quotes for low-value purchases following the organisation's rules
Public procurement rules and policyThis reference	Awareness (1)	You can: explain that public money must be spent fairly, openly, and lawfully follow the organisation's thresholds and approval rules
Contract managementThis reference	Awareness (1)	You can: find a contract and explain its key dates, value, and owner record contract changes and documents in the contract register
Communicating informationUK GDaD PCF	Awareness (1)	You can: listen to the needs of design and business stakeholders and interpret information take part in discussions within a multidisciplinary team
Information governance and data protectionThis reference	Awareness (1)	You can: follow the organisation's rules for handling personal and health information recognise and report a data breach or near miss
Budget managementThis reference	Awareness (1)	You can: follow the rules for spending and ordering explain how your work is funded

Typical qualifications and experience

A level 2 or 3 qualification, a procurement apprenticeship, or equivalent experience.
Experience of accurate administrative or finance work.

Band 3 outline

Knowledge: Knowledge of a range of procedures, some non-routine; typically a level 3 qualification or equivalent experience.
Autonomy: Works within procedures; decides how to organise own work; refers problems upward.
Scope: Own work and some tasks for the wider team.
Leadership: May allocate routine work or train others in procedures.
Accountability: Accuracy of own work and of records kept.

Job evaluation (illustrative)

Factor	Level	Level summary	Points
Communication and relationship skills	3	Gives routine information needing tact or persuasion, or complex or sensitive information, or straightforward training to groups.	21
Knowledge, training, and experience	3	A range of procedures, some non-routine, needing base-level theory (for example a level 3 qualification or equivalent experience).	60
Analytical and judgemental skills	2	Judgements on facts or situations, some needing analysis.	15
Planning and organisational skills	2	Plans straightforward tasks or activities, some ongoing.	15
Physical skills	3	Developed skills needing speed or accuracy, such as advanced keyboard use.	27
Responsibility for patient and client care	1	Helps patients, clients, or relatives during incidental contact.	4
Responsibility for policy and service development	1	Follows policies set by others; may comment on changes.	5
Responsibility for financial and physical resources	2	Handles cash or valuables, looks after equipment used by others, controls stock, or authorises small payments.	12
Responsibility for people	1	Shows own work routines to new or less experienced colleagues.	5
Responsibility for information resources	3	Takes formal minutes, regularly writes reports or queries, or maintains information systems as a significant duty.	16
Responsibility for research and development	1	Carries out surveys or audits for own work; occasionally takes part in research or testing.	5
Freedom to act	2	Follows standard procedures and precedent; someone is usually available to ask; work may be checked.	12
Physical effort	2	Frequent sitting or standing in a restricted position, or occasional light to moderate effort.	7
Mental effort	2	Frequent concentration on predictable work, or occasional concentration on unpredictable work.	7
Emotional effort	1	Rare exposure, or occasional indirect exposure, to distressing circumstances.	5
Working conditions	2	Occasional unpleasant conditions, frequent travel or outdoor work, or near-continuous screen use on most days.	7
Total (Band 3: 216 to 270)			223

Financial resources is level 2 because the job raises and amends orders that commit spending approved by others.