Dunottar School - Procurement Officer (Fixed Term)

Working hours: 8.30am—5pm Monday to Friday

Interviews: During August by arrangement

We are seeking a well-organised and detail-driven Procurement Officer to join our team on a 3-month fixed-term contract. The successful candidate will play a key role in ensuring transparent, compliant, and efficient procurement activities, particularly in the planning, execution, and evaluation of tenders. This role requires a strong understanding of procurement regulations, supplier engagement, and moderation protocols to ensure fairness and value for money as well as managing supplier relationships.

The Procurement Officer will report to the Deputy Head (Operations) and the Finance Manager.

Key Responsibilities:

Tender Management

• Develop and manage end-to-end tendering processes, including drafting tender documents, publishing notices, and coordinating timelines.
• Ensure compliance with internal procurement policies and relevant legal/regulatory frameworks.
• Coordinate pre-bid meetings, respond to bidder queries, and manage clarifications.
• Evaluate supplier submissions in collaboration with technical and financial evaluators.
• Maintain accurate records of all tender documentation and communications.
• Maintain adherence to all applicable procurement laws and school policies, including those set out by UK regulatory bodies.

Moderation & Evaluation

• Facilitate moderation sessions to ensure objective and consistent evaluation of bids.
• Act as a neutral party in evaluation panels, ensuring adherence to scoring criteria and conflict-of-interest protocols.
• Prepare moderation reports and evaluation summaries for approval and audit purposes.
• Support the development and continuous improvement of moderation frameworks and tools.

Procurement Operations

• Support contract award processes, including drafting award recommendations and notifications.
• Maintain supplier databases and performance records.
• Contribute to procurement planning and market analysis.
• Assist in training internal stakeholders on procurement and moderation best practices.
• Review current contracts that are up for renewal.
• Create practical resources, including workflow guides and contract management procedures, to assist budget holders in managing purchasing activities effectively.
• Encourage timely decision-making by budget holders regarding contract renewals or terminations. Ensure that re-tendering or new procurement processes are initiated well in advance and that sufficient time is allowed for transitions.
• Manage the full procurement lifecycle, from initial requirement gathering to supplier evaluation, contract award, and onboarding.
• Keep detailed, well-organised records of all procurement activities to support audit readiness and effective supplier and contract oversight.
• Design and deliver procurement training and ongoing support for staff involved in purchasing and contract activities.
• Establish and manage key procurement indicators and reporting tools to measure effectiveness and outcomes.

This job description is not intended to be all-inclusive and the post holder may perform other duties reasonably required by the Headmaster.

Dunottar is a vibrant, co-educational independent secondary school set in extensive grounds of 15 acres on the outskirts of Reigate, Surrey. We have 460 pupils across years 7-13 and are part of United Learning’s large and growing family of schools. We are a first-choice school for parents in the local area and operate a waiting list for admissions.

Through excellent teaching and outstanding pastoral care, we aim to bring out the best in every pupil, enabling them to be the very best they can be. We believe that for pupils to succeed in the workplace of the future, they need a well-rounded education that goes beyond academics. Our unique Warrior Learning ethos encourages pupils to aim high, to challenge themselves and not to fear making mistakes, whilst also developing an excellent set of values.