Bid Administrator (Frameworks)

Hippo Digital; Leeds; Hybrid; GBP 30,000 - 40,000; Full time

Job summary

A leading digital services partner in the UK is seeking a Bid Administrator to manage opportunities related to framework agreements. You will be crucial in assessing submissions, responding according to protocols, and communicating with stakeholders. The ideal candidate should have strong administrative skills, attention to detail, and experience in handling high-volume documentation. The role offers competitive benefits and the chance to work with diverse internal teams to secure exciting opportunities.

Benefits

Contributory pension scheme

25 days holiday plus public holidays

Perkbox access

Critical illness cover

Flexible benefits scheme

Qualifications

• Significant experience in a high-volume administrative, documentation, or office support role.
• Proven ability to follow complex instructions and adhere strictly to defined procedures and guidelines.
• Basic understanding of compliance requirements.

Responsibilities

• Manage the email inbox and initial triage of opportunities.
• Conduct final compliance checks against RFx checklist.
• Collect and file market/client data for strategic review.
• Format documents following established guidelines.
• Organise bid content updates into the knowledge repository.

Skills

Exceptional organisational skills

Attention to detail

Proofreading

Time management

Technology Proficiency

Education

Relevant qualification in Business Administration or Office Management

Tools

Google Workspace

Microsoft Office Suite

HubSpot

Job description

About The Role

As our Bid Administrator (Frameworks), you'll be the friendly, organised hub for all things related to our framework agreements! You'll play a key role in connecting our services to exciting new opportunities.

Your day-to-day will involve managing and overseeing all submissions and communications coming in through our online platforms and customer contacts. This means you'll be the first to read, assess, and prioritise potential opportunities that match the great work we deliver, communicating with the right people across the business to help us decide whether to pursue them. Once a decision is made, you'll be responsible for responding in line with framework protocols.

We're looking for someone who is a natural collaborator and comfortable striking up conversations! You'll regularly engage with a variety of important stakeholders, including our Sales and Delivery Leads, helping you get the inside track on upcoming opportunities being released through government tendering processes and specific frameworks.

If you love keeping things organised and accurate, this is for you! You'll need a sharp eye for detail to spot and communicate changes or clarifications as they appear, briefing our bid teams right away. Understanding the unique timeline and urgency of each bid will be vital. Your ability to quickly evaluate communications and clearly explain their impact to our busy bid teams will make you an indispensable part of our success.

Key Responsibilities

• Opportunity Administration: Manages the email inbox, initial triage, prompt distribution of opportunities, and secure set‑up of the bid workspace (e.g., folder structure) according to the standard template; creates and updates opportunities in HubSpot (CRM) and accurately archives all formal client communications and Q&A responses.
• Bid Process, Governance, and Management: Conducts final compliance checks against the RFx checklist and accurately archives all formal governance approvals; manages document version control and follows up on simple, scheduled actions (e.g., status updates).
• Developing the Strategy (Qualification & Support): Collects, compiles, and files market/client data (e.g., pricing sheets, win/loss notes) to establish a data foundation for strategic review; and assists in basic competitor review by summarising provided data points.
• Writing to Win (Review & Editorial): Formats documents according to established guidelines and templates; and proofreads for simple grammatical errors, typographical issues, and formatting consistency.
• Bidding Efficiently (Tools, Content & Library): Uses content and tools by strictly adhering to established templates and guidelines; and accurately files final documents and solution information into the knowledge library.
• Learning and Development: Organises and files bid content updates into the established knowledge repository; and participates actively in post‑bid reviews, taking accurate notes.

About the Candidate

Skills & Knowledge

• Administration: Exceptional organisational and administrative skills with strong attention to detail and ability to manage time effectively.
• Compliance: Basic understanding of compliance requirements and the importance of accurate version and document control.
• Proofreading: Excellent English language skills with the ability to spot basic grammatical and formatting errors.
• Resilience: Team player, ability to work well under pressure and to demanding deadlines with confidence to engage with a broad range of internal stakeholders.
• Documentation: Proficiency in filing, archiving, and retrieving information efficiently.
• Technology Proficiency: High proficiency in Google Workspace (Mail, Drive, Docs, etc) and Microsoft Office Suite (Word, Excel). Ideally experienced with HubSpot and public procurement tools and systems (e.g. Find a Tender, Bravo, Atamis etc).

Experience

• Required: Significant experience in a high‑volume administrative, documentation, or office support role.
• Required: Proven ability to follow complex instructions and adhere strictly to defined procedures and guidelines.
• Preferred: Prior exposure to a corporate or professional services environment.
• Preferred: Relevant qualification in Business Administration or Office Management.

About The Company

As well as a competitive salary which we’re transparent about from the outset, you can also expect a range of benefits:

• Contributory pension scheme (Hippo 6% with employee contributions of 2%)
• 25 days holiday plus UK public holidays
• Perkbox access for a wide range of discounts
• Critical illness cover
• Life assurance and death in service cover
• Volunteer days
• Cycle‑to‑work scheme for the avid cyclists
• Salary sacrifice electric vehicles scheme
• Season ticket loans
• Financial and general wellbeing sessions
• Flexible benefits scheme with options of:
  • private health cover
  • private dental cover
  • additional company pension contributions
  • additional holidays (up to an extra 2 days)
  • wellbeing contribution
  • charity contributions
  • tree planting

Diversity, Inclusion and Belonging at Hippo

At Hippo, we’re dedicated to creating a diverse, equitable and inclusive workplace that works for everyone. We understand that having a diverse team unlocks our capacity for innovation, creativity and problem solving. Only by building a community of diverse perspectives, cultures and socio‑economic backgrounds can we create an environment where all can contribute and thrive.

We actively encourage applications from underrepresented groups including women, ethnic minorities, LGBTQ+, neurodivergent and people with disabilities. We are committed to providing an inclusive and accessible recruitment process that reflects our workplace culture. We are a registered Disability Confident Employer, Mindful Employer, Endometriosis Friendly Employer and a member of the Armed Forces Covenant. Hippo continually strives to remove barriers, provide accommodations and offer reasonable adjustments to ensure equity throughout our practices.

Hi, we’re Hippo.

At Hippo, we design with empathy and build for impact. We do this by combining data‑informed evidence, human‑centred design and software engineering. We're a digital services partner who is genuinely invested in helping our clients thrive as modern organisations. Our delivery methodology is truly agile, from concept to reality, supporting innovation and continuous improvement to achieve your desired outcomes.

We firmly believe that technology should serve humanity, not the other way around. We take a human‑centred approach to everything we do because we understand that complex problems require a service design approach. This means understanding how users behave and ensuring our solutions work for them in the real world.

Our combination of data, design and engineering delivers bespoke digital services that make a positive and meaningful impact on organisations and society. We're confident in our abilities, authentic in our approach, and passionate about what we do. If you're looking for a digital services partner that can deliver real results, let us help you build for the future and make a lasting impact.

Hippo locations

We are headquartered in Leeds and have offices across the UK in Glasgow, Manchester, Birmingham, London and Bristol. We're on the lookout for top talent nationwide but you need to be located within reasonable travelling distance from one of our offices which will be your contracted office location. Given the dynamic nature of a consulting business, you may be required to work on‑site at a Hippo office or at an in/out of town client location for a number of days per week (client dependent) and therefore candidates will need to be open/flexible to travel. Plus, we offer a generous relocation support package of up to £8k (please ask for terms and conditions) to help make your move a smooth one.