This programme is aimed at those who are looking to build upon their existing skills in supply chain management and purchasing. Through the apprenticeship, you will develop the knowledge to understand demand management, arrange supply logistics and implement new contracts.
This occupation is found in all organisations where goods and/or services need to be sourced and purchased in line with national or international procurement laws, or internal governance processes. This occupation is found in the following sectors;
The broad purpose of the occupation is the process of procurement or buying low value goods and services. Procurement and supply assistants are vital for the smooth functioning of the procurement and supply department in any organisation. They are often responsible for ensuring data is correctly administered and maintained in accordance with legislation of the organisation’s own procedures. They will use their knowledge of procurement regulations/policies to support the wider procurement team in tasks such as quotation and/or tender response evaluation, supplier database maintenance, purchase order review and conversion, and stakeholder liaison. The individual will also often have purchasing requests and low risk contracts for which they will develop requests, quotes, or obtain prices and delivery. They will provide support in procurement to enable supplier selection, management and supplier closure and undertake a role in the management of supply delivery and quality assurance.
In their daily work, an employee in this occupation interacts with their procurement teams as well as colleagues from other internal departments such as operational functions, finance, legal, IT, sales and marketing. This role also includes interaction with external stakeholders such as suppliers. This role may involve off site and supplier visits, however it will be mainly office based.
An employee in this occupation will be responsible for:
Procurement and Supply Assistant Apprentices will be expected to undertake the following occupational duties:
Duty 1 Advise key internal and external stakeholders on the procurement policies and procedures within the organisation.
|K1 K2 K3 K5 K10 K11|
Duty 2 Supporting the raising of purchase orders for the placement of orders or ‘low value’/risk contracts.
|K1 K3 K7 K10 K11 K13 K14|
Duty 3 Undertake market research and benchmarking through desk top activities and stakeholder engagement in order to assist and inform the wider procurement team in their sourcing process in line with the most appropriate policies on corporate and social responsibilities
|K11 K12 K13 K14|
Duty 4 Conduct due diligence in supplier sourcing – undertake the pre-qualification of potential suppliers using appropriate tools, including financial stability, insurance levels, technical capacity, sustainability and recycling ensuring that health and safety policies are in place in line with the relevant organisational policies and responsible procurement considerations and record findings.
|K1 K2 K3 K7 K9 K10 K11 K12 K13 K14|
Duty 5 Support the Procurement Team in a wide range of procurement activities, to enable best practice, including running e-tendering, e-evaluations and logging information and data appropriately including; maintaining, keeping and reporting up-to-date statistical and other data, all in line with the Public Contract Regulations 2015 (if appropriate) and local/corporate procurement policies.
|K1 K2 K4 K5 K6 K7 K9 K11 K12 K13 K14|
Duty 6 Analyse quotation responses and assist the team in tender response, evaluating in order to achieve value for money. Assist senior procurement colleagues in implementing new contracts within the organisation.
|K2 K3 K8 K9 K13 K14|
Duty 7 Investigate and resolve accounts payable and purchase order queries, ensuring that all necessary internal procedures e.g. goods receipting have been carried out.
|K1 K7 K9 K10 K13 K14|
Duty 8 In line with procurement policies, ensure that procurement documents are filed, records maintained and actions are recorded to enable the team to comply with internal and external audit requirements.
|K1 K9 K11 K13|
Duty 9 Respond promptly to internal and external queries requests for advice for both Procurement and Supply Chain Management activities, building stakeholder relationships across all areas of the organisation in line with the law and local/corporate policies.
|K1 K5 K6 K7 K8 K9 K10 K11 K12 K13|
Duty 10 Develop and maintain relationships with internal and external stakeholders and suppliers. Provide in your first line response to procurement-related queries.
|K1 K2 K5 K10 K14|
Duty 11 Identify and monitor the demand for goods and services, including historic and future demand/trends and ensuring that deliveries of goods and services meet the organisation needs.
|K1 K2 K3 K4 K5 K9 K11 K13 K14|
Duty 12 Contribute to the procurement decision making processes ensuring that they meet both value for money and environmental and supply chain requirements.
|K1 K2 K3 K5 K11 K13 K14|
Duty 13 Contribute to the negotiations for a contract or mini competition between stakeholder and suppliers showing the 4 processes of negotiation (Preparation, opening, bargaining and closure).
|K1 K2 K3 K8 K11 K12 K13 K14 K15|
Upon completion of the qualification, apprentices will be able to showcase the following skills, knowledge and behaviours:
K1: The role of Procurement within the organisation and the relevant organisational procurement regulations, policies and processes which must be followed,such as, procedures for obtaining quotes and tenders, purchase order processing and purchase to pay.
K2: Value for money concepts including the balancing of quality, price and sustainable considerations or most economically advantageous tender (meat), whole lifecycle costing, 5 rights of procurement and added value opportunities.
K3: Supplier approval process and the importance of due diligence checks including legal entity checks, financial appraisal, quality checks and relevant sector approvals, certification and policies.
K4: Demand and spend management, analysis and forecasting techniques including quantitative methods such as historical usage, spend and trend analysis, inventory records and re-order levels or qualitative techniques based on stakeholders estimates using internal databases and spreadsheets.
K5: The importance of developing and managing key stakeholder relationships such as the internal customer and supplier and the need for prompt and effective communication to support efficient and effective procurement.
K6: The need for accurate specifications of requirements which reflect the organisations needs and provides equality of opportunity for suppliers when providing quotes and tenders.
K7: Levels of authority and autonomy both for self and other internal stakeholders and how that relates to the relevant procurement procedure and when issues should be escalated to senior procurement colleagues.
K8: Development and evaluation of requests for quotes and tenders and use of appropriate terms, conditions and templates
K9: The importance of maintaining accurate records and files for procurement in line with organisational and regulatory requirements and for audit purposes.
K10: Effective and appropriate communication methods according to organisational requirements, service level agreements and the degree of risk involved and appropriate to the task required e.g. expediting supplies, resolving invoice queries and supplier review meetings.
K11: Responsible procurement practices, in making procurement decisions, consideration of the impact of those decisions during the full procurement process on the environment (the circumstances, objects, or conditions by which they operate in) and social (people or groups they work with) elements across the supply chain.
K12: Research methods for Procurement including market, supplier and sector research which may include subscription databases, market reports, internet research, trade bodies, press and events, use of market ‘experts’, supplier engagement events etc.
K13: The legal and regulatory environment effecting procurement, including the supply of goods and services act and/or public contract regulations.
K14: Awareness of the organisation’s contractual obligations towards suppliers e.g. payment terms
K15: Understand the 4 processes of negotiation (preparation, opening, bargaining and closure).
S1: Monitor and order products, stock, equipment and services at appropriate times using the appropriate procurement method.
S2: Communicate to procurement’s internal stakeholders, suppliers and other stakeholders in order to develop effective relationships and networks
S3: Create, maintain and amend purchase order and contract records.
S4: Interpret, evaluate and compare procurement information such as historical spend and usage using databases and spreadsheets.
S5: Present findings and data in all formats e.g. mathematically, written and oral.
S6: 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.
S7: Utilise relevant Procurement computer systems or internal databases.
S8: Select the supplier of the most appropriate products and services for purchases within their remit and place purchase order.
S9: Undertake appraisal of adhoc and low spend suppliers including setting them up on the purchasing system.
S10: Effectively research and analyse demand, spend, trends, potential suppliers and industries utilising qualitative and quantitative methods.
S11: Develop specifications of requirements and requests for quotes/tenders in line with organisational requirements.
S12: Apply considerations of responsible procurement in evaluating potential suppliers, quotes and tenders.
S13: Investigate and resolve purchase order, delivery and invoice queries.
S14: 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.
S15: 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.
S16: Able to consider the impact of the decision making process when interacting with the supply chain.
S17: Able to support the contract negotiations and mini competitions with suppliers.
B1: Be open to change, amend working practices in response to changes in process with a positive attitude.
B2: Establish strong relationships with internal and external stakeholders
B3: Be open, honest, respectful and reliable..
B4: Be enthusiastic and passionate when adhering to company values and engaging in your personal development
B5: Be attentive to the detail in any procurement and negotiation activity.
B6: Be professional, impartial and unbiased in your communication, advice and recommendations to procurement stakeholders or colleagues.
B7: Be self-motivated to develop and learn.
Apprentices without level 2 English and maths will need to achieve this level prior to taking the End-Point Assessment. For those with an education, health and care plan or a legacy statement, the apprenticeship’s English and maths minimum requirement is Entry Level 3. A British Sign Language (BSL) qualification is an alternative to the English qualification for those whose primary language is BSL.
Upon commencement, apprentices become student members of the Chartered Institute of Procurement and Supply(CIPS) as the first step of professional membership.
After completing Level 3 you are eligible to enrol on the Level 4 and then progress to the Level 5 and 6, Advance and Professional Diploma to gain the full MCIPS professional licence.
Desirable: grade C (or equivalent) in English and Maths.
Eligibility: Apprenticeships are available to people of all ages, who are either new to a role or looking to enhance their knowledge and skills within an existing role.
As part of this apprenticeship it is recommended that learners do the CIPS ethical test on-line. This is free to CIPS members and is recognised as an essential aspect of the procurement function in today’s competitive and complex supplier world.
College attendance where required and will be communicated post-employment and sign-up.
After completing the Level 3 Advanced Certificate in Procurement and Supply Operations with the Chartered Institute of Procurement and Supply (CIPS) students are eligible to enrol onto the Level 4 apprenticeship.
The Procurement and Supply Assistant apprenticeship is aimed at existing or new members of staff in the procurement and supply chain sector. This qualification is great for anyone starting out in the sector.
Procurement apprenticeships are delivered in partnership with ABA Procurement and incorporate:
The introduction of the Apprenticeship Levy in April 2017 has changed the way that government funds apprenticeships in England. All businesses operating within the UK with a wage bill of over £3million are required to contribute to the Apprenticeship Levy.
Speak to an advisor at CI Business Solutions on 01206 712727 to make your levy payments work for you.
Non-levy paying employers will need to contribute 5% of the maximum funding band as published by the Skills Funding Agency for the delivery of training and assessment for their apprenticeship.
Levy paying employers will pay the full cost of the agreed funding band using their Digital Apprenticeship account.
Employers with less than 50 employees who are recruiting an apprentice aged 16-18 years old will not be required to pay the contribution fee.
Any associated cost to the individual will be made clear at the interview.
Speak to an Advisor at CI Business Solutions on 01206 712727 to make your levy payments work for you.
College attendance where required will be communicated post-enrolment and sign-up.
Skilled and knowledgeable staff must be available to support the apprentice as they complete work- based tasks and build a portfolio.
Why should I choose Colchester Institute to support my recruitment and retention?
Colchester Institute is the largest college provider of apprenticeships in Greater Essex. We are experts at connecting the right people, to the right training, to the right business – and when it comes to Apprenticeships, our Apprenticeship Advisors can support your business every step of the way.
As part of our service we can support your business with:
Our team will provide:
This section sets out the requirements for end-point assessment (EPA) for the Procurement & Supply Assistant apprenticeship standard. It is for end-point assessment organisations (EPAOs) who need to know how EPA for this apprenticeship must operate. It will also be of interest to Procurement & Supply Assistant apprentices, their employers and training providers.
Full time apprentices will typically spend 18 months on-programme (before the gateway) working towards the occupational standard, with a minimum of 20% off-the-job training. All apprentices must spend a minimum of 12 months on-programme.
The EPA period should only start, and the EPA be arranged, once the employer is satisfied that the apprentice is deemed to be consistently working at or above the level set out in the occupational standard, all of the pre-requisite gateway requirements for EPA have been met and can be evidenced to an EPAO.
As a gateway requirement and prior to taking the EPA, apprentices must achieve all approved qualifications mandated in the Procurement & Supply Assistant standard.
• Advanced Certificate in Procurement & Supply Operations
For level 3 apprenticeships and above apprentices without English and mathematics at level 2 must achieve level 2 prior to taking their EPA.
The EPA must be completed within an EPA period lasting typically 6 month(s), after the EPA gateway.
The EPA consists of 2 discrete assessment methods.
The individual assessment methods will have the following grades:
Assessment method 1: Work-based project followed by a presentation with questions and answers
Assessment method 2: Interview underpinned by a portfolio of evidence
Performance in the EPA will determine the overall apprenticeship standard grade of:
Starting employment as an apprentice can occur throughout the year. However, the start date for attending college for training, where required, or if delivered online, when sessions begin, will vary depending on the type of apprenticeship and will be communicated post-employment and sign-up.
|Duration||Typically 12 - 15 months.|
|Campus / Adult Skills Centre||Colchester Campus|
|Attendance||A blended delivery model online and on-campus with venues in either Norwich or Colchester.|
|Additional Cost Information|
CIPS Membership: £ 187 year
|Apprenticeship Funding Band (Levy paying employers)||£6,000|
|Employer Contribution Fee (Non-levy paying employers)||£300|
All fees, prices and funding information shown on this page are for courses starting in the 2022-23 academic year unless stated otherwise, and are correct at the time of entering/printing information, however these may be subject to change due to factors outside of our control. The College cannot accept legal or financial liability as a result of any such changes.
Courses fees are generally not confirmed for September until June / July due to the above factors.
The course information describes programmes offered by Colchester Institute. The College takes all reasonable steps to provide courses as described, but cannot guarantee provision. The information is for guidance and does not form any part of a contract.
The College reserves the right to update and amend information as and when necessary. Colchester Institute will do its best to provide the courses shown, but may have to modify or withdraw a course depending on customer demand and other factors.