Purchasing and Supply Specialist

The Training Brokers Ltd; Greater London; On-site; GBP 30,000 - 40,000; Full time

Job summary

A UK educational institution seeks a Purchasing & Supply Specialist to effectively manage purchasing and inventory operations. The role ensures value for money and strong supplier performance while providing expert advice to budget holders. The ideal candidate will have relevant experience in procurement and supply chain, strong organizational skills, and proficiency in IT systems like Microsoft Excel. This role is vital to maintaining efficient school operations and promoting an effective supply environment.

Qualifications

• Relevant experience in purchasing, procurement, or supply chain roles.
• Strong organizational skills and attention to detail.
• Experience of raising and managing purchase orders.

Responsibilities

• Conduct procurement research to identify suitable suppliers.
• Manage supplier relationships to ensure best value for money.
• Oversee inventory management for school supplies.

Skills

Supplier management

Inventory management

Data analysis

Communication

Organizational skills

IT systems proficiency

Education

Level 3 education (A-levels or equivalent)

Tools

Microsoft Excel

Procurement platforms (e.g. Amazon Business)

Job description

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.

Applicants must have the right to work in the UK to apply for this position.

Summary of Duties

Procurement & 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.

Departmental support & advisory

• 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.

Supply Office operations

• 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

Reporting & financial oversight

• 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

Other responsibilities

• 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

Selection Criteria

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 and produce clear, meaningful reports
• Confident communicator, able to work with staff at all levels
• Proactive and solutions‑focused, with a collaborative, service‑oriented approach
• Competent user of IT systems, including Microsoft Excel, Word, and finance or purchasing systems
• Understanding of workplace health and safety requirements, including manual handling, and the ability to undertake the physical aspects of the role
• Commitment to supporting the school’s values and community

Desirable qualifications and experience

• CIPS Level 4 Diploma in Procurement and Supply (or working towards)
• Experience of supplier negotiation and formal supplier performance management.
• Understanding of tendering processes and contract documentation.
• Experience using procurement platforms such as Amazon Business or similar.
• Experience supporting internal supply office operations.
• Experience working in a school or educational environment.
• Familiarity with finance systems, ideally Microsoft Dynamics 365 Business Central.