Procurement Administration Apprentice
THE PERCY HEDLEY FOUNDATION
NEWCASTLE UPON TYNE (NE12 8YY)
Closes in 14 days (Friday 24 October 2025 at 11:59pm)
Posted on 10 October 2025
Contents
Summary
We are looking to welcome a Procurement Apprentice to our team. This role is an ideal opportunity for the right candidate to excel in a Procurement role. Training will be given to the successful candidate to achieve a relevant qualification in Procurement.
- Wage
-
£18,000 a year
- Training course
- Procurement and supply assistant (level 3)
- Hours
-
Working 8.30am to 4.30pm Monday to Thursday and 8.30am to 4.00pm Friday, with day release to Darlington College
37 hours a week
- Start date
-
Monday 10 November 2025
- Duration
-
1 year 6 months
- Positions available
-
1
Work
Most of your apprenticeship is spent working. You’ll learn on the job by getting hands-on experience.
What you'll do at work
- To proactively assist with the smooth running of the Service and ensure administrative duties relative to the Service are carried out in an efficient, accurate and appropriate manner
- To undertake routine procurement administration and support duties including maintenance of paper and electronic filing systems, basic note-taking, photocopying/scanning, meeting scheduling, and other general administrative duties
Tasks will be varied to support the Service and whilst not exhaustive, will include assisting with routine procurement administration duties such as:
Procurement and general administration:
- Maintaining electronic and manual filing/recording systems (including archiving) in line with procedures and ensuring the accuracy and confidentiality of sensitive information
- Interacting with the Microsoft sharepoint sites of the procurement team
- Basic note-taking at meetings and the preparation of simple meeting notes
- Diary and calendar co-ordination for supplier/contractor related activities
- The greeting of visitors (suppliers) in a professional manner and accompanying them when on site
- Photocopying/scanning
- Preparing general correspondence, reports, forms etc. as directed using Microsoft Office packages
- Basic supplier invoice reconciliation and/or analysis
- Dealing with phone calls, emails, and other forms of correspondence, and relaying messages to appropriate individuals, addressing enquiries or issues, and providing support as needed
- Updating the procurement information on the MS Sharepoint Procurement Portal
Procurement analysis and report preparation:
- Performing system queries using the company finance system (Sage Intacct) to prepare simple expenditure reports by supplier, by category, by period, by transaction type, etc.
- Report development using more advance Microsoft Excel functionality such as Filters, Pivot Tables and Formulae
Market research:
- Performing online/telephone research to develop simple market intelligence reports
- Perform online/telephone research to identify potential suppliers
- Interaction with potential suppliers to capture information about goods and services, supplier organisation, ethical considerations
- Procurement projects and foundation wide procurement support:
- To support activities associated with active procurement projects and tenders
- To respond to queries and requests for support from the Services
- Support Procurement Manager with supplier performance reviews, gathering feedback from stakeholders, involvement in review meetings
General:
- Establish and maintain excellent working relationships with colleagues and suppliers
- Any other reasonable duties as requested by the manager
Where you'll work
PERCY HEDLEY SCHOOL
FOREST HALL
NEWCASTLE UPON TYNE
NE12 8YY
Training
Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.
Training provider
DARLINGTON COLLEGE
Training course
Procurement and supply assistant (level 3)
Understanding apprenticeship levels (opens in new tab)
What you'll learn
Course contents
- Monitor and order products, stock, equipment and services at appropriate times using the appropriate procurement method.
- Communicate to procurement's internal stakeholders, suppliers and other stakeholders in order to develop effective relationships and networks
- Create, maintain and amend purchase order and contract records.
- Interpret, evaluate and compare procurement information such as historical spend and usage using databases and spreadsheets.
- Present findings and data in all formats e.g. mathematically, written and oral.
- Determine value for money (VFM) and added value through the use of Total Cost of Ownership during the evaluation process, and apply the most economically advantageous tender (MEAT) criteria to the evaluation of quotes and tenders to support the recommendation at award. This may include the inclusion of green, low carbon, sustainability, and ethical criteria.
- Utilise relevant Procurement computer systems or internal databases.
- Select the supplier of the most appropriate products and services for purchases within their remit and place purchase order.
- Undertake appraisal of adhoc and low spend suppliers including setting them up on the purchasing system.
- Effectively research and analyse demand, spend, trends, potential suppliers and industries utilising qualitative and quantitative methods.
- Develop specifications of requirements and requests for quotes/tenders in line with organisational requirements.
- Apply considerations of responsible procurement in evaluating potential suppliers, quotes and tenders.
- Investigate and resolve purchase order, delivery and invoice queries.
- Own low risk value projects such as supply contracts for stationery, personal protective equipment (PPE) or other consumables, and contribute to higher risk activities such as contracts for building services or machinery, and track, log, expedite and review outstanding orders and stock availability where applicable.
- Maintain knowledge on all open orders and their status' and provide assistance to all purchasing staff e.g. expediting and feeding information back to the relevant stakeholders.
- Able to consider the impact of the decision making process when interacting with the supply chain.
- Able to support the contract negotiations and mini competitions with suppliers.
- Monitor and order products, stock, equipment and services at appropriate times using the appropriate procurement method.
- Communicate to procurement's internal stakeholders, suppliers and other stakeholders in order to develop effective relationships and networks
- Create, maintain and amend purchase order and contract records.
- Interpret, evaluate and compare procurement information such as historical spend and usage using databases and spreadsheets.
- Present findings and data in all formats e.g. mathematically, written and oral.
- Determine value for money (VFM) and added value through the use of Total Cost of Ownership during the evaluation process, and apply the most economically advantageous tender (MEAT) criteria to the evaluation of quotes and tenders to support the recommendation at award. This may include the inclusion of green, low carbon, sustainability, and ethical criteria.
- Utilise relevant Procurement computer systems or internal databases.
- Select the supplier of the most appropriate products and services for purchases within their remit and place purchase order.
- Undertake appraisal of adhoc and low spend suppliers including setting them up on the purchasing system.
- Effectively research and analyse demand, spend, trends, potential suppliers and industries utilising qualitative and quantitative methods.
- Develop specifications of requirements and requests for quotes/tenders in line with organisational requirements.
- Apply considerations of responsible procurement in evaluating potential suppliers, quotes and tenders.
- Investigate and resolve purchase order, delivery and invoice queries.
- Own low risk value projects such as supply contracts for stationery, personal protective equipment (PPE) or other consumables, and contribute to higher risk activities such as contracts for building services or machinery, and track, log, expedite and review outstanding orders and stock availability where applicable.
- Maintain knowledge on all open orders and their status' and provide assistance to all purchasing staff e.g. expediting and feeding information back to the relevant stakeholders.
- Able to consider the impact of the decision making process when interacting with the supply chain.
- Able to support the contract negotiations and mini competitions with suppliers.
Training schedule
- Level 3 Procurement and Supply Assistant Apprentice
- Location:Central Services, Station Road, Forest Hall, Newcastle upon Tyne NE12 8YY
- Working 5 days per week inclusive of 1 day release for study at Darlington College
Requirements
Essential qualifications
GCSE in:
Share if you have other relevant qualifications and industry experience. The apprenticeship can be adjusted to reflect what you already know.
Skills
- Communication skills
- IT skills
- Attention to detail
- Customer care skills
- Initiative
- Data entry
- Accuracy
- Time management
- Prioritise workload
- Customer service skills
- Articulate
- Adaptable
- Enthusiasm
- Proactive
- Resilient
- Creative and resourceful
- Caring and empathetic
- Flexible
- Willingness to participate
- Confidentiality
Other requirements
This post is exempt from the Rehabilitation of Offenders Act 1974 and therefore applicants should be aware that the post will only be offered to successful candidates subject to an Enhanced DBS and barring checks as well as other employment clearances such as referencing and online checks in line with our regulator’s legislation requirements. Please note it is an offence to apply for this role if the applicant is barred from engaging in regulated activity relevant to children and the Percy Hedley Foundation has the right to respond appropriately. This role is classed as regulated activity as it involves working directly with children and/or vulnerable adults. All shortlisted candidates will be asked to complete a criminal records self-declaration form prior to interview. Please note that in line with UK apprenticeship regulations, you must have a valid and eligible residency status and the right to work in England. This should cover the entire expected term of learning and residency should be held for a minimum of 3 years, exceptions may apply please see Apprenticeship funding rules for full guidance
About this employer
The Percy Hedley Foundation is one of the largest regional charities supporting people with a range of learning and physical needs. We take a person centred, flexible approach to the care and support we provide. The Percy Hedley Foundation has three main sites providing specialist education, adult day services and residential care to our service users. Our sites are based in Forest Hall, Killingworth, and Jesmond. We work towards excellence every day and our team members are committed to delivering the very best outcomes for the people we support. Our dynamic and flexible service is tailored to the specific needs of the individual, making it easier to live, learn and be part of a world adapting to change.
https://www.percyhedley.org.uk/ (opens in new tab)
Company benefits
Includes 23 days plus bank holidays, Wellbeing support, Contributory Pension Scheme, Cycle to Work Scheme For more information on the benefits available: https://www.percyhedley.org.uk/work-with-us/
After this apprenticeship
- There may be an opportunity to secure a long-term position after successful completion of the apprenticeship
Ask a question
The contact for this apprenticeship is:
DARLINGTON COLLEGE
Rosanna Lee
rlee@darlington.ac.uk
The reference code for this apprenticeship is VAC1000345886.
Apply now
Closes in 14 days (Friday 24 October 2025 at 11:59pm)
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