Senior Contract and Systems Manager - REQ005963

INTERNAL ONLY VACANCY. This post is open to existing Leeds City Council employees only. Applications will not be considered from external candidates.

Job title: Senior Contract and Systems Manager

Salary: PO4 £46,142 - £49,282

Hours: 37 hours

Contract: Permanent

Location: Catering Leeds, Torre Road Depot and hybrid working

Catering Leeds is seeking a dynamic Senior Contract and Systems Manager to lead the strategic and operational management of procurement and financial systems across Catering Leeds. This is a leadership role, ensuring effective contract management, regulatory compliance and value for money.

About the Role

You will:

Lead procurement and finance functions across Catering
Manage complex, medium to high-risk/value public sector procurements
Oversee contract tendering and renewal processes in line with Contract Procedure Rules
Provide strategic financial oversight, reporting and forecasting
Drive efficiencies and deliver measurable cost savings
Lead and develop a small professional team
Ensure robust contract management, supplier performance and compliance

You will work closely with senior leaders, finance colleagues and suppliers, providing expert advice on tendering strategy, evaluation criteria, contract extensions and risk mitigation.

About You

You will bring:

Significant experience in public sector procurement and contract management
Strong financial management and analytical skills
In-depth knowledge of tender processes from Invitation to Tender through to Contract Award
Experience delivering efficiencies and cost reductions
The ability to analyse complex financial data and present it clearly
A collaborative leadership style and commitment to continuous improvement

Knowledge of local authority financial systems and catering procurement environments is highly desirable. A CIPS qualification would be advantageous.

What we offer you

We take pride in offering the best employee experience, with benefits including:

a competitive salary and annual leave entitlement plus statutory holidays
membership of the West Yorkshire Pension Fund with generous employer contributions
flexible working arrangements subject to service requirements
a clear career pathway and continuing professional development opportunities
a range of staff benefits to help you boost your wellbeing and make your money go further

How to apply

Please upload your CV and complete a personal statement which explains how you meet the criteria specified for this role.

Read our guidance for further advice. Please check your information carefully and ensure you complete all sections before submitting your application.

If you have any queries or would like an informal chat about the role, please contact our dedicated recruitment team on 0113 3782323.

We welcome applications from everyone and actively seek a diverse range of applicants from all backgrounds and cultures. We particularly encourage applications from, but not limited to, women, carers, veterans as well as LGBT+, ethnically diverse, disabled and care experienced people.  

This role is based in the UK. Home Office guidance states that candidates must evidence their right to work in the UK prior to commencing employment, either as a UK or Irish citizen, under the EU Settlement scheme or having secured any other relevant work visa. 

If you do not have the right to work in the UK, you must consider your own eligibility for sponsorship for a particular role through the Skilled Worker visa route before applying. To be eligible for sponsorship you'll usually need to be paid the standard salary rate of at least £41,700 per year or meet one of the other eligibility criteria. Ensure you are eligible before applying.

Job description

Job purpose

To provide Catering Leeds and Fleet Services with effective, efficient and economic procurement and financial management arrangements, in order to obtain value for money from all externally purchased goods and compliance with the Council’s Contract Procedure Rules.

The role is important in ensuring the council is more enterprising and efficient and ensuring that Catering and Fleet Services has in place proper arrangements for the administration and delivery of procurements and financial management. The role operates within the context of the council’s Business Plan Objective to increase efficiency.

The post holder will be responsible for providing professional advisory and strategic management functions in respect of complex medium to high risk and/or value procurements and procurement projects, advising the senior management team and ensuring compliance with procedures, process, current contractual arrangements and a range of statutory and regulatory undertakings.

Responsibilities

The strategic and day to day planning and control of the activities and operations of the procurement functions for all catering and fleet services within the service, and the planning and control of finance functions for catering service.
To lead a team to ensure the timely and accurate collection of financial data reporting for the Catering Leeds budget currently in excess of £18m per annum.
To manage the procurement process in the contract/tender renewal process, working with Commercial and Procurement Services (PACS), including overseeing of drafting of tender specifications in Catering and Fleet services.
To manage the invoicing and recharging for all schools and contracts for their Catering provision.
To manage all procurements in a legal, ethical and accountable manner in accordance with regulatory requirements and the Council’s Contract Procedure Rules.
To advise the senior management teams on options appraisal, tendering strategy, and the development of selection and evaluation criteria.
To work in conjunction with the relevant finance officers to monitor expenditure and income and ensure that finance targets are met. To develop strategies and reporting mechanisms to ensure budget compliance.
Within Catering - To work with finance officers and members of the senior management team to effectively report on the financial position and plan and project on future positions and the financial options relating to this.
To work as a part of the management team to reduce procurement costs across the services and to maintain a record of the savings achieved through the introduction of more efficient and economic procurement arrangements.
To be responsible for contract management plans for all suppliers of goods and services in accordance with agreed deadlines and performance indicators.
Maintenance of records and statistics systems for the Services, including management of recording spend on the plate and staffing levels. Developing strategic plans and systems to report and ensure compliance within budget.
To lead in the management of P cards across the services including authorisation and reporting.
To liaise and communicate with suppliers, including key supplier meetings in order to monitor supplier performance. This will include working with suppliers to promote new menu items, securing sponsorship and growing supplier relationships.
To liaise with PACS and manage the tender process, including new contracts and review of existing contract including management of contract renewal process.
To manage and ensure checks are in place to monitor spend and accurate charging in line with financial standing orders and audit requirements.
To manage the costing and analysis of multiple menus, utilising specialist software.
Undertake special strategic and complex project work on related issues as directed by the Head of Service.
Responsible for coordinating with major catering and fleet supplier’s payments of consolidated invoices for Catering Leeds and Fleet Services. Ensuring contract pricing is correctly charged and ensuring allocation of weekly invoices allocation via FMS to correct sites. Authorisation and/or payments to contracted suppliers using payment cards where appropriate.
To carry out duties in accordance with the Council’s Inclusion and Diversity, Health and Safety and Environmental policies.
To liaise with catering suppliers, business managers and menu planning and food technology teams over new products and oversee the evaluation of proposed new products.
To oversee financial analysis of menus and food expenditure using the nutritional planning software.
To manage the calculation and compilation of saving and statistics for the Department strategic spending revues.
To work as part of a management team and to share best practice with colleagues.
To participate in employee development schemes / appraisals / supervision and contribute to the identification of team development needs in line with business requirements.
To manage the development of complex spreadsheets to review and improve the reporting of Catering KPI’s, including support for specialist food technology database.
To ensure duties for the in accordance with Council Values and Manager Habits.
Any other duties seen to be within the spirit of the job.

Qualifications

None

Essential requirements It is essential that the candidate should be able to demonstrate the following criteria for the post. Candidates will only be shortlisted for interview if they can demonstrate that they meet all the essential requirements.

Ability to reduce procurement costs and improve efficiency by identifying areas suitable for corporate contracts and e-procurement and developing other appropriate contractual arrangements.
Able to provide post-procurement advice and management, including Contract Management Plans
To provide advice and management regarding contract extensions, variations and termination of contracts
To communicate effectively with a diverse range of people including the ability to effectively contribute to internal and external meetings
To work effectively as part of a team.
Ability to employ a range of management styles which focus on achieving results in terms of outcomes for staff and customers.
To be self- motivated, organised and able to work on own initiative.
Ability to set targets and indicators and assess performance against self and organisational objectives.
Ability to devise and implement evaluation mechanisms.
Contribute to new ways of working and to partnership working and relationships with key clients both internal and external to the council, to improve corporate priority outcomes and to ensure that developments and improvements remain focused on delivering outcomes.
Ability to assess risk and advise plans/actions to mitigate risk within the areas of procurement.
To assimilate new information quickly, adopt a methodical approach but be willing to accept new ways of working.
Ability to maintain complete confidentiality and understanding of Data Protection.
Ability to analyse and present information, particularly financial data, using IT software packages and the ability and willingness to use to use technology to its full capacity.
Ability to effectively manage procurement processes in Catering and Fleet to achieve objectives.
Ability to complete all the necessary procurement reports.
Ability to assimilate new and complex information quickly with minimum supervision a supportive environment.
Ability to present complex information in a clear and concise manner using a variety of presentational formats.
In depth knowledge of public sector tendering and contract management processes, with an understanding of the strategic procurement issues facing the public sector.
Able to coordinate and manage the tender process to Invitation to Tender stage including the development and preparation of tender documents for signoff, setting of evaluation criteria and methodology, publishing of relevant documentation.
Able to manage, the procurement process to Contract Award including evaluation of tenders and drafting and issuing of relevant documentation.
Have knowledge of specialist software to analyse and cost menus.
Possess knowledge of Leeds City Council’s Financial Regulations.
Have knowledge and understanding of commercial organisations and markets.
Understand the principles of internal and external customer focus and client satisfaction.
Understand financial data within Catering Leeds and the areas that need to be considered when reporting and forecasting.
Hold an in-depth knowledge and ability to utilise FMS.
Experience of working in a multi-discipline environment.
Have an in-depth experience of effective procurements and contract management, including where appropriate complex medium to high risk and/or value procurements contracts to achieve objectives, within a context of budget pressures and funding restrictions, ensuring the delivery and improvement of services which meet the needs of our communities and stakeholders.
Experience of successful strategic management of change programmes which reflect service needs, provide value for money, and maintain quality.
Experience of applying different strategies for solving procurement issues.
Experience of reviewing, analysing, problems solving complex systems and procedures to improve service delivery issues and providing options appraisals and recommendation report.

Essential Behavioural & other Characteristics

Understand and embrace Leeds City Council Values and Behaviours and codes of conduct.
Committed to continuous improvement in all areas and work towards delivering the Best City Ambition of Health & Wellbeing, Inclusive Growth and Zero Carbon
Able to understand and observe Leeds City Council equality and diversity policies.
Carry out all duties having regard to an employee’s responsibility under Health and Safety Policies.
Willingness to actively participate in training and development activities.
Flexible and adaptable to change to assist other services as required commensurate to grade.
Participate in appraisal, training, and development activities.
Be aware of and comply with Leeds City Council policies and procedures.
Be aware of and support difference and ensure equality for all working in an anti-discriminatory manner, upholding, equality & diversity policies of Leeds City Council.
Recognise and appropriately challenge any incidents of racism, bullying, harassment, victimisation, and any form of abuse, reporting any concerns to the appropriate person.
The Council has adopted a flexibility protocol, and the role will be expected to work within these parameters.

Desirable requirements It is desirable that the candidate should be able to demonstrate the following criteria for the post. Candidates are not required to meet all the desirable requirements however these may be used to distinguish between candidates.

Able to adopt an innovative yet methodical approach.
Hold relevant CIPS qualification.
Have knowledge of specialist software Fretwell Downing – Nutritional Software analysis programme – Saffron to analyse and cost menus.
Have knowledge of CIVICA Financials.
Experience of maintaining record of the savings achieved through the introduction of more efficient and economic procurement arrangements.
Significant experience and in-depth knowledge of procurement.

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