Bid Writing Co-ordinator Role information pack At Swanswell, we believe in a society free from problem alcohol and drug use; that everyone deserves the chance to change and be happy. We re a market leading charity with an exciting programme of innovative new service developments and a team of committed people who are working hard to achieve our ambitions. People are our greatest asset, so we recruit those with the passion, flexibility and creativity to transfer their skills from one area of expertise to another. We re looking for those whose desire to change lives for the better can help us to make a real and lasting difference. 1
Role description At Swanswell we have ambition. We believe in a society free from problem alcohol and drug use. To achieve this we re looking for an outstanding writer and bid co-ordinator who can project manage and write winning bid submissions. Our Bid Writing Co-ordinators are part of the Sales and Marketing team which also includes sales, public relations, marketing and communications and public policy functions. The Bid Writing Co-ordinators will work closely with our three Regional Development Managers to support them in achieving their strategic goals related to growing our business and taking more of what we do well to more people who need it. We re looking for someone with the skills and passion for gathering, understanding and presenting complex information and important data in a clear and concise way that not only answers the commissioners questions but keeps them engaged and reading. You ll write, edit and review bid material, and co-ordinate contributions from the whole bid team to produce high quality submissions that reflect Swanswell, our values and experience. You must, of course, have excellent writing skills and an eye for detail, with perfect spelling and grammar, and be able to work confidently with all Microsoft programs. You ll also need to be very organised, have excellent communication skills and be able to work with people at all levels of the organisation to ensure bids are completed on time to a high standard. You ll also research, identify and report on new contract or fundraising business opportunities. You ll need to demonstrate a positive can-do attitude and be able to manage change well. A recognised project management qualification will be an advantage. You must be flexible and prepared to contribute to the wider Marketing Team, where necessary. The most important things you ll bring to this role are your positive attitude, enthusiasm, integrity and ability to use initiative as well as your belief in our ambition: to eliminate the problems of alcohol and drug use within a generation. Salary This is a fulltime post with a competitive salary. Hours of work This post is for a 37 hour week. You ll be required to work bank holidays and some weekends in order to meet our service delivery requirements. As a Bid Writing Co-ordinator you ll be flexible and able to work outside of normal office hours on occasion to meet external deadlines. Swanswell operates a flexible working system, so you ll be able to work flexible hours based on service needs. 2
Annual leave Swanswell s holiday entitlement is 36 days per holiday year (28 days plus bank holidays and statutory public holidays). This will be a pro rata amount for part time and fixed term contract employees. Transport The role is based at our Rugby head office, but travel to our other offices and to external agencies will be needed. A current driving licence and your own transport will be an advantage. 3
Key activities and responsibilities Scan the market to gather intelligence and identify new opportunities which contribute to our objectives Project manage the bid process, including producing a project plan, ensuring key milestones are met Review and interrogate bid documentation to build a clear understanding of the commissioner s requirements Liaise with technical staff, external organisations and a wide variety of business functions to collate the information required for bids and other submissions Pull together contributions from technical authors, write and edit the bid ensuring answers answer the questions as asked. This covers prequalification questionnaires (PQQs), tenders, funding and award bids Ensure all final documents read with a single tone of voice and reflect Swanswell s values Create positive relationships with team members at all levels in the organisation, engaging them with business development in a positive way so they contribute in a timely and effective way when asked to do so Contribute to raising awareness of Swanswell by initiating, developing and project managing ideas for new business and funding opportunities Support the Regional Development Managers to develop and maintain relationships with stakeholders and commissioners Maintain, review and update the library of bid material, liaising with operational staff, when required Attend bidders events, meetings and functions at other locations including Swanswell s other offices, as required. You may also be required to represent Swanswell at conferences and other external events Contribute to other promotional, sales or written materials, as required Contribute to long-term plans, strategies and campaigns Support the Head of Sales and Marketing and other team members in a variety of activities. This may include helping with projects, the sales function, presentations, events, or working with other agencies Keep up-to-date with issues affecting the substance misuse sector, including public policy. You ll contribute to the gathering of market and competitor information and research Ensure all activities take full account of diversity, service user and carer aspirations Carry out all aspects of the role in line with Swanswell s policies and procedures (including Equal Opportunities and Data Protection) consulting appropriate sources of expertise where necessary Take all reasonable steps to ensure the safety of yourself, others and resources whilst at work, in line with the Health and Safety at Work Act Carry out other duties appropriate to the role, as necessary or requested 4
Person specification Criteria When filling in an application form for this role, please explain how you meet the criteria listed below. In your evidence of how you meet the criteria you could refer to experience in a similar role (or a related field), or relevant transferable skills that you have. Qualifications and experience / desirable Assessed by application form (A) or interview (I) Degree or other relevant professional qualification A A recognised project management qualification Desirable A Evidence of writing, editing and proofing effective business documents, specifically, but not limited to, PQQs, tenders and funding bids Evidence of managing project plans Experience of managing input from multiple sources, including technical information, and bringing it together to A,I create a single, cohesive document Experience of monitoring and recording new business opportunities Evidence of producing written material for a range of marketing and sales purposes Desirable Knowledge / desirable Assessed by application form (A) or interview (I) Evidence of a good understanding of tendering and fundraising processes and the production of bid and award documents including OJEUs, PQQs, RFQs, and ITTs for private and public sector bids and funding proposals An understanding of community care and substance misuse issues Desirable 5
Skills and competencies Leadership Take responsibility for relations with external contacts related to tender and fundraising bids Project manage the bid process Represent the organisation effectively through your communications and behaviour Communication Write, edit and proofread effectively and accurately, adapting to suit the corporate style and tone of voice Gather, read and understand technical data and communicate it in an engaging and easy to understand way Break down information and describe processes clearly Communicate with a broad range of people appropriately Team work Participate and collaborate with internal and external teams Liaise with appropriate external bodies to achieve aims effectively Offer and accept feedback in a constructive, positive way Problem solving Identify and be alert to risk and be prepared to manage problems appropriately Learn and apply learning appropriately Show creativity and innovation Make critical decisions in a timely fashion Spot links to create greater opportunities Managing effectiveness Manage own time, prioritise work and maintain accountability for workload Maintain accurate data and information Produce accurate reports to deadline Awareness of a range of cultural differences IT Excellent IT skills and use of Microsoft Office (Word, Excel, Outlook) Experience of maintaining contact databases Experience of maintaining or contributing to relevant website pages / desirable Desirable Desirable Desirable Assessed by application form (A) or interview (I) 6
Other Travel independently and in a timely manner, to meet the requirements of the role Be willing to work in an environment of continual change How to apply To apply for this role, you can visit our website http://www.swanswell.org/current-vacancies and apply online. Alternatively, you can contact us (details below) to receive an application form in the post or by email. Return your completed form to: Business Resources Swanswell Suite 5, Hilton House Corporation Street Rugby, Warwickshire CV21 2DN Or by email to jobs@swanswell.org To speak to someone about this role, email HRHeadOffice@swanswell.org with your name, a contact phone number and which role you re interested in and we ll call you back. Alternatively, please call head office on 01788 559 400. 7