• Proposals/bid support (co-ordinate and produce proposal/bid documents)

  • Contribute to a library of assets used for bidding, e.g. CVs, project history, features and benefits descriptions of how we approach our work.
  • Leading and overseeing all Procurement Specific Questionnaires (PSQs), Request for Quotations (RFQs) and Invitation to Tenders (ITTs) responses, ensuring the businesses respond to ITTs quickly and efficiently, producing high quality bid responses within advertised deadlines.
  • Coordinate proposal input from a variety of sources
  • Manage tender portals, trackers and bid schedules
  • Champion collaboration tools, document management and version control best practices.
  • Ensure proposal documents follow branding guidelines, standard formatting and quality standards.
  • Proofread and quality check bid submissions.
  • Provide advice on flow, language and grammar to content owners.
  • Consolidate sections and/or documents developed by others team members into the required tender format.
  • Ensure tender information is correctly filed.
  • Manage the relationship with the framework intermediaries, to identify, win and support the delivery of work.
  • Produce and circulate a monthly tenders and frameworks summary, covering live opportunities, key deadlines, submitted bids and pipeline updates.

• Identification and co-ordination of competitive leads

  • Framework management of all framework agreements (e.g. GCA, SBS, Health Trust Europe) acting as the primary point of contact for contractual matters and incoming enquiries and ensuring that all contractual obligations are met.
  • Implement and manage a tracking process to ensure that all framework call-off opportunities, and other advertised tender opportunities are identified, circulated and approved internally.
  • Manage communications and sharing of tender opportunities with external business partners and framework subcontractors.
  • Attend supplier engagement webinars.

• Database support

  • Supporting the implementation and ongoing effective use of Salesforce (and Resource Hero plug in) as a database for tracking opportunities, resource allocation, pricing, recording resource used and as a repository of project history. Will require data entry with a high degree of accuracy. Salesforce experience, including reporting, preferred but not essential if prepared to learn.
  • Generate reports as required across the businesses, including monthly client billing.

• Contributing to the wider team

  • Contribute to the business strategy and direction and attend Strategy Away Days (1-2 per year in London/Surrey).
  • Provide general business and administrative support to enable the businesses to operate efficiently on a day-to-day basis.
  • Assisting with ad-hoc administrative tasks and cover for back office colleagues as the need arises.

PERSON SPECIFICATION

The role will be varied and at times demanding, and suitable for an organised, dedicated and professional individual. Strong interpersonal and communication skills, organisation, planning and time management skills are essential. The successful applicant will be results-driven, able to deliver to deadlines whilst maintaining excellent attention to detail and accuracy in document administration. Importantly, they should be able to analyse potential and actual problems and develop solutions, with the ability to function at a high level independently but also work well with others. They will enjoy the flexibility of working from home whilst maintaining a motivated and dedicated attitude, working on their own initiative and planning their day to maximise results for the team.

The Contracts Administrator will demonstrate:

Experience and Knowledge

• Administrative experience (essential)
• Experience of working with or in the public sector (desirable)
• Experience of drafting and reviewing contractual documents (desirable)
• Experience of tendering and proposal writing in public sector (desirable)

Skills and Attitude

• Ability to work flexibly, as part of a small team (essential)
• Ability to manage changing priorities (essential)
• Ability to take ownership for work and work independently (essential)
• A willingness to learn and apply learning to future projects (essential)
• Confidence in dealing with senior staff, and ability to establish and maintain relationships with key stakeholders at all levels (essential)
• Proven administration and project management skills (essential)
• Excellent written and oral communication skills (essential)
• Organisation, planning and time management skills (essential)
• Intermediate MS Office (essential)
• Strong analytical, numeracy and research skills (desirable)
• Salesforce including reporting (desirable)

Part-time hours: c.30 hours within our core office working hours of 9:00 – 17:00 with flexible allocation of hours – exact number and spread to be agreed with successful applicant

Salary: circa £35,000 FTE

Benefits

• Work from home
• Flexible hours / days
• Pension scheme (salary exchange option which in most cases is more beneficial for employee)
• Work expenses reimbursed

Application deadline

Please send your c.v. to louise.mcsherry@kingsgate.uk.com, together with a cover letter outlining your suitability against each of the above responsibilities.