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.

ESSENTIAL

Experience of working within a stores/procurement function

DESIRABLE

Behaviour Requirements

Listen & Communicate

Plan & Organise

Relationships & Collaboration

Selection method 1

Final Stage Interview

Vacancy Information Booklets: