Sponsorship:

We are unable to offer sponsorship for this role.

Job Description

Job Purpose

The National Archives depends on secure, reliable and cost-effective technology to deliver its services, preserve digital records and support colleagues across the organisation. Digital & Technology Operations plays a central role in ensuring those services are well managed, resilient and fit for purpose.

The department manages a significant portfolio of technology contracts, software licences, subscriptions, support agreements and supplier relationships. These commitments need active oversight so that renewals are planned properly, licences are controlled, procurement activity is timely, and public money is spent wisely.

The IT Commercial and Licensing Officer will provide commercial oversight across Digital & Technology Operations. The role will help The National Archives maximise value from its investment in technology contracts, licences and supplier arrangements by providing commercial oversight, renewal planning and effective governance

In simple terms, this role helps Digital & Technology Operations understand what we are paying for, why we are paying for it, when decisions need to be made, and whether we are getting value for money.

Role and Responsibilities

Contract and Licence Management:

• Maintain a complete, accurate and auditable register of Digital & Technology Operations contracts, software licences, subscriptions and support agreements.
• Manage contract and licence renewals, maintaining visibility of values, renewal dates, ownership, supplier contacts and commercial obligations.
• Track contract changes, extensions, renewals and terminations, ensuring records remain accurate and up to date.
• Support service owners to understand licensing requirements, renewal options and commercial risks.

Commercial Oversight and Value for Money:

• Help Digital & Technology Operations maximise value from contracts, licences and supplier arrangements.
• Analyse contract, licence and spend information to support informed decision-making.
• Identify opportunities to reduce unnecessary spend, optimise licensing arrangements and improve value for money.
• Highlight commercial risks, cost pressures and opportunities to service owners and budget holders.
• Support evidence-based decision-making through effective reporting, governance and commercial oversight.

Procurement Coordination:

• Manage procurement activity within delegated authority levels and support larger procurements led by Procurement.
• Gather requirements, quotations and commercial information to support procurement, renewal and value for money assessments.
• Ensure procurement activity is planned in sufficient time to avoid commercial, financial or service risks.
• Raise purchase orders and support invoice processing in line with organisational procedures.

Supplier Management:

• Act as a day-to-day point of contact for suppliers on contract, licensing and commercial matters.
• Maintain supplier records, contract documentation and commercial correspondence.
• Support supplier review meetings and monitor agreed actions.
• Ensure commercial information is accurate, secure and readily accessible.

Financial Reporting and Governance:

• Maintain visibility of current and future expenditure relating to contracts, licences and support agreements.
• Produce reports on renewals, licensing costs and commercial commitments to support planning and decision-making.
• Support budget planning and forecasting through accurate commercial information and insight.
• Support audit, assurance and governance activities through accurate records and evidence.

Continuous Improvement:

• Improve processes for managing contracts, licences, renewals and commercial records.
• Promote effective contract and licence management practices across Digital & Technology Operations.
• Identify opportunities to reduce risk, strengthen commercial control and improve value for money.
• Work with colleagues across IT Operations, Finance and Procurement to improve commercial governance and oversight.

Working Conditions

• Normal office environment
• Display Screen Equipment user

Person Specification

Essential Criteria:

• Experience of managing contracts, software licences, supplier relationships or commercial activities.
• Ability to analyse financial, contractual or operational information and use it to support decision-making and recommendations.
• Strong organisational skills, with experience of managing multiple priorities, deadlines and competing demands.
• Experience of maintaining accurate records, information and documentation to a high standard.
• Ability to build effective working relationships and collaborate with colleagues, suppliers and stakeholders at all levels.
• Strong written and verbal communication skills, including the ability to explain commercial or technical information clearly to non-specialists.
• Experience of identifying risks, issues or opportunities and taking appropriate action to resolve them or improve outcomes.
• Commitment to achieving value for money and supporting effective stewardship of public funds.

Desirable Criteria:

• Experience of software licensing in an IT environment.
• Experience of public sector procurement.
• Knowledge of Crown Commercial Service frameworks.

Other Requirements

A combination of onsite and home working is available and applicants should be able to regularly travel to our Kew site (currently a minimum of 60% of contracted hours in the office). During the 1-year probation period, onsite presence is encouraged and advantageous

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service D&I Strategy.

Benefits

Generous benefits package, including pension, sports and social club facilities, onsite gym, discounted rates at our on-site cafe and opportunities for training and development. Annual leave entitlement of 22 days per calendar year (rising to 25 after the first year, and incrementally to 30 days after six years) and 10½ days public and privilege holidays per annum.

Any move to The National Archives from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax-Free Childcare. Determine your eligibility at https://www.childcarechoices.gov.uk/ (opens in new window)

Reasonable adjustments

If a person with disabilities is put at a substantial disadvantage compared to a non-disabled person, we have a duty to make reasonable changes to our processes.

If you need a change to be made so that you can make your application, you should:

Contact The National Archives via careers@nationalarchives.gov.uk as soon as possible before the closing date to discuss your needs Complete the ‘Reasonable Adjustments’ section of your application form to tell us what changes or help you might need further on in the recruitment process. For instance, you may need wheelchair access