Stores & Procurement Administrator

-; Kilmarnock; On-site; GBP 29,000 - 34,000; Full time

Job summary

A correctional services provider in Kilmarnock is seeking a Stores & Procurement Administrator to manage inventory and provide administrative support within the stores function. The role involves procurement activities and ensuring stores are stocked according to operational needs. Candidates should have relevant qualifications or experience and be able to operate within established corporate policies.

Qualifications

• Minimum of Five National 5 qualifications or equivalent including English & Mathematics.
• Counterbalance forklift Class B1 licence or willingness to work towards.
• Competent in Microsoft Office and electronic finance applications.

Responsibilities

• Provide effective administrative support to stores and procurement functions.
• Issue and receive stock, replenishing stock levels as required.
• Undertake procurement activity as directed.
• Raise purchase orders, stock orders, and sales invoices.
• Liaise with internal and external customers to ensure effective service delivery.

Skills

Good numeracy skills

Experience of working within a stores/procurement function

Education

Five National 5 qualifications (including English & Mathematics) or equivalent

Counterbalance forklift Class B1 licence (RTITB) or willingness to work towards

Tools

Microsoft Office

Pecos

Agresso

Job description

Stores & Procurement Administrator

Vacancy Type

Permanent

Location

HMP Kilmarnock

Pay Band

C

Salary

£29,634 - £33,569

Closing Date

16/11/2025, 23:55

Hours of work

Normal Office Hours

Full or Part Time

Full-Time

Weekly Hours

35

Job Purpose

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.
• Experience of working within a stores/procurement function.

DESIRABLE

Behaviour Requirements

• Listen & Communicate
• Plan & Organise
• Relationships & Collaboration

Selection method 1

Final Stage Interview