Stores & Procurement Administrator

Scottish Prison Service; Kilmarnock; On-site; GBP 60,000 - 80,000; Full time

Job summary

A correctional services organization in Kilmarnock is seeking an efficient Stores and Procurement Officer to manage stock levels and procurement activities. The ideal candidate will have essential qualifications such as Five National 5s including English and Mathematics, and experience in a similar environment. Proficiency in Microsoft Office and financial packages is required. A counterbalance forklift license is preferred. This position involves both administrative support and direct procurement responsibilities.

Qualifications

• Minimum of Five National 5 qualifications including English & Mathematics or 6 months relevant administrative experience.
• Counterbalance forklift licence or willingness to work towards it.
• Competent in IT packages including Microsoft Office and finance applications.

Responsibilities

• Provide effective administrative support to stores and procurement functions.
• Issue and receive stock, maintain inventory levels.
• Raise purchase orders and stock orders via SPS systems.
• Liaise with internal and external customers for service delivery.

Skills

IT package competency

Good numeracy skills

Experience in stores/procurement

Education

Five National 5 qualifications

Counterbalance forklift Class B1 licence

Tools

Microsoft Office

Pecos and Agresso applications

Job description

Overview

To provide an effective and efficient Stores and Procurement service. This includes ensuring that all stores within the establishment(s) are stocked to meet operational needs and that inventory levels are maintained at all times in line with SPS corporate policies and procedures. The postholder will undertake direct procurement activity, sourcing and procuring goods and services as directed by the Procurement Officer

Responsibilities

• Provision of effective and efficient administrative support to the stores and procurement functions. Ensure electronic and paper-based communications and documentation are actioned and appropriate records maintained.
• Undertake all necessary tasks to support the stores function including issue and receipt of stock, replenishing stock levels as required in line with local stock policy. Undertake manual, forklift handling and operational tasks as necessary. Support the finance, stores and procurement functions to undertake including month and year end routine including accruals, prepayments and stock counts as required.
• Undertake procurement activity as required by the Procurement Officer/PPSD. This includes sourcing and expediting of goods and services through call-off from local or national contracts or direct procurement where required
• The postholder will raise purchase orders, stock orders, sales orders and sales invoices via SPS systems (including Pecos and Agresso) as required.
• Undertake other duties commensurate with role as required and deemed necessary to ensure the continuation of an effective and efficient stores and procurement service
• Liaise with internal and external customers and partners to ensure effective service delivery and value for money is achieved

Person Specification

SPS recruitment and selection practice is based on the fundamentals of our Competencies for Success Framework. This identifies behaviours and standards required both of applicants seeking to join us, and our staff in their respective roles. Assessment of specific behaviours, of which there are eight, will be determined by the role you are applying for. Whilst it is unlikely you will be assessed on all of them, you will be assessed on those identified as key to role.

Qualification Requirements

• Minimum of Five National 5 (or equivalent) qualifications (including English & Mathematics) or at least 6 months’ relevant administrative experience
• Counterbalance forklift Class B1 licence (RTITB) or equivalent or willing to work towards this

Knowledge, Skills and Experience Requirements

• Competent in the use of IT packages including Microsoft Office and electronic finance packages (for example, Pecos and Agresso applications)

ESSENTIAL

Good numeracy skills, including the ability to analyse and interrogate a wide range of information.

ESSENTIAL

Experience of working within a stores/procurement function