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Bid Support Executive

(Part time – 4 days per week)

An office-based role with responsibility for providing bid support and assisting Account Managers in the management of individual bids and tenders, from the point of formal tender to contract closure, maximising the quality of the bid and therefore giving the company the best possible chance of success.

Bid Support tasks including:

  • Tracking procurement portals to identify bidding opportunities;
  • Updating the appropriate IT systems (and assisting others to do the same);
  • General assistance and document management for all sales, bidding and tendering and commercial/contractual activities;
  • General executive assistance to colleagues in the sales team;
  • Tracking current and imminent tenders and reporting these to the sales team.

Assisting account managers with some or all of the following tasks:

  • Project managing the bid through its various stages, ensuring that the appropriate inputs are received, reviewed and submitted, and that all activities are completed according to the company’s standards and in line with the bid management methodology. This will include:
  • Acting or deputising as the main point of contact, both for the procuring authority and internally;
  • Writing / authoring content. This includes:
  • Tracking any risks, issues and lessons learned to improve our win rate.
  • Organising bid-related activities such as demos, site visits etc;
  • Management of all bid documents, ensuring that the shared document repository is kept up-to-date;
  • Responsibility for ensuring that written Tender Responses are completed, produced and submitted at all stages of the procurement (e.g. Pre-Qualification Questionnaire (PQQ), Invitation to Tender (ITT), Best and Final Offer (BAFO) etc.);
  • Responsible for the bid kick-off meeting and for the organisation of all subsequent meetings, calls, demos, site visits etc.;
  • Ensuring that the appropriate bid control documentation is completed, uploaded to our relevant section of the network
  • providing company and product/service information, based on personal knowledge, information learned (e.g. via product demos or consultation with colleagues), and/or information previously provided and available in the bid library;
  • providing bid copy as “pre-population” intended for subject matter experts to further amend; and
    Review and edit of others’ input
  • Communicating closely with colleagues/subject matter experts to ensure the highest possible quality bid is achieved within the deadlines. This includes liaising with:

    - Sales lead and other staff within the sales team
    - Commercial, financial and legal specialists
    - Product & technical specialists
    - Deployment/resourcing and service/support specialists
    - Executive team / bid approvers
    - Third parties / business partners
    - Colleagues in the wider bid team
    - Adhering to the relevant approval process

From time to time, depending on the caseload in bid work, working with & supporting the Marketing & Admin Team in areas such as:

  • Putting together customer information packs
  • Event preparation
  • General administration
  • Communicating customer contractual information to support Marketing CRM updates
  • Input into internal marketing activities

Person Specification:

This role is an entry-level bid management role requiring a person with the skills/knowledge detailed below. If further training and development is needed, then support will be provided including but not limited to on the job training and mentoring from the Bid Managers and others in the office.

Skills and Knowledge required:

  • General organisational skills, and ability to multi-task
  • Some domain knowledge – either social care or IT; ideally both – an advantage
  • Good communications skills – both written and verbal
  • Technical skills (MS Office tools)
  • Sufficient market and product knowledge to evaluate others’ content for accuracy and sales effectiveness

 To apply click here.

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