AI Bid and Contract Review ExecutiveRole Details
Job title: AI Bid and Contract Review Executive
Reports to: Education Director
Location: Bury St Edmunds or Ipswich, with some travel between company locations
Contract: Permanent, full-time, 42 weeks per year
Hours: 37.5 hours per week, normally worked over five days between 8:30am and 5:30pm
Pay: £15.00 per hour, annualised and paid monthly
Indicative annual pay: £23,625 based on 37.5 hours per week for 42 weeks
Holiday pay: To be confirmed within the final contractual pay structure
DBS requirement: Appointment is subject to appropriate enhanced DBS, safeguarding and safer-recruitment checks
Role Purpose
The AI Bid and Contract Review Executive will establish and operate the organisation’s end-to-end system for identifying, assessing, preparing, submitting and reviewing public-sector bids and contracts.
The role will use leading artificial intelligence platforms alongside robust human review, evidence checking and quality-assurance processes. Its purpose is to help the organisation identify suitable opportunities, produce consistently high-quality submissions and ensure that services are subsequently delivered in accordance with the commitments made within awarded contracts.
The postholder will develop advanced operational proficiency across the principal AI platforms used by the organisation and will create the systems, master materials, processes and controls necessary to use these technologies safely and effectively.
The position is divided into two principal areas:
- New business, tender identification and bid submission
- Existing contract review, assurance and compliance
Principal Responsibilities1. AI Systems and Capability
The postholder will:
- Develop advanced working knowledge of the leading AI platforms selected by the organisation, including systems such as ChatGPT, Claude, Gemini, Microsoft Copilot, Perplexity and other emerging tools.
- Understand the strengths, limitations and appropriate use cases of each approved AI system.
- Create and maintain an organisational library of approved prompts, workflows, templates and AI operating procedures.
- Develop repeatable methods for using AI to analyse tender documents, extract requirements, structure responses, interrogate evidence and review draft submissions.
- Test different AI systems and workflows to identify the most effective approach for particular bidding and contract-review tasks.
- Ensure that all AI-generated work is verified against original source documents before use.
- Prevent unsupported claims, invented evidence, inaccurate references or unverified AI-generated content from entering a bid or contract review.
- Follow organisational requirements relating to confidentiality, data protection, commercially sensitive information and the use of personal data within AI systems.
- Keep abreast of developments in AI technology and recommend practical improvements to the organisation’s systems.
AI will support the work of the role but will not replace professional judgement, evidence checking, management approval or final human sign-off.
2. Master Bid and Evidence Library
The postholder will create and maintain a structured Google Drive environment containing the organisation’s master bidding materials.
This will include:
- Corporate information and organisational profiles.
- Standard company descriptions and service summaries.
- Policies, procedures and governance documents.
- Safeguarding and child-protection materials.
- Safer-recruitment and workforce-compliance evidence.
- Quality-assurance processes.
- Education delivery models.
- SEND and alternative-provision methodologies.
- Case studies and anonymised student outcomes.
- Performance data and management information.
- Staff qualifications, experience and training records.
- Insurance, financial and corporate documents.
- Social-value commitments and evidence.
- Equality, diversity and inclusion materials.
- Environmental and sustainability information.
- Mobilisation plans.
- Risk-management materials.
- Previous bid responses.
- Awarded method statements and contractual commitments.
- Approved pricing assumptions and financial templates.
- References, testimonials and supporting evidence.
The postholder will:
- Establish a clear folder structure, naming convention and version-control process.
- Maintain a master evidence register showing document ownership, status, approval date and review date.
- Identify missing, weak, outdated or inconsistent evidence.
- Work with departmental leaders to obtain and improve the necessary information.
- Ensure that only current and approved materials are used in submissions.
- Create a searchable, AI-compatible knowledge base without compromising confidentiality or data security.
- Maintain a definitive “single source of truth” for commonly used organisational information.
3. End-to-End Bid Process
The postholder will design, document and operate a complete bidding process covering:
- Opportunity identification.
- Initial eligibility review.
- Bid/no-bid assessment.
- Senior-management approval.
- Tender-document analysis.
- Requirement and compliance mapping.
- Question allocation.
- Evidence collection.
- Response planning.
- AI-assisted drafting.
- Subject-matter review.
- Financial and commercial review.
- Quality assurance and scoring.
- Final approval.
- Portal submission.
- Outcome and feedback review.
- Lessons learned and continuous improvement.
- Transfer of all awarded commitments into the contract-management process.
The process must provide clear responsibilities, internal deadlines, approval stages and escalation arrangements.
4. Opportunity Identification and Qualification
The postholder will:
- Search public procurement portals, local-authority systems, framework opportunities, dynamic purchasing systems and relevant funding sources.
- Use AI and automated searching tools to identify potential opportunities efficiently.
- Maintain a central opportunity pipeline showing deadlines, contract values, locations, eligibility requirements and decision status.
- Produce a concise initial summary of each potentially relevant opportunity.
- Assess opportunities against agreed criteria, including:
- Strategic fit.
- Geography.
- Service requirements.
- Student or client cohort.
- Contract value.
- Delivery capacity.
- Staffing requirements.
- Mobilisation timescale.
- Financial viability.
- Mandatory accreditations.
- Insurance requirements.
- Previous experience requirements.
- Submission workload.
- Probability of success.
- Prepare an evidence-based bid/no-bid recommendation for senior management.
- Ensure that unsuitable opportunities are rejected early enough to prevent unnecessary expenditure of management time.
5. Bid Planning and Submission
For approved opportunities, the postholder will:
- Download and organise the complete tender pack.
- Analyse all specifications, instructions, contractual documents and evaluation criteria.
- Create a tender compliance matrix identifying every mandatory requirement.
- Extract all questions, word limits, evidence requirements and scoring criteria.
- Identify clarification questions and submit them within the required timescale.
- Produce a bid plan containing responsibilities and internal deadlines.
- Coordinate contributions from Education, Commercial, Operations, Finance, HR, Safeguarding and Marketing.
- Use AI to assist with initial analysis, response structures, drafting, editing and consistency checking.
- Ensure that every response directly addresses the question and evaluation criteria.
- Check that all claims are supported by approved evidence.
- Maintain consistency between written responses, pricing, mobilisation plans and supporting documents.
- Review drafts from the perspective of the awarding authority and anticipated evaluator.
- Undertake a final compliance review before submission.
- Obtain the required management approvals.
- Upload and submit completed responses through the appropriate procurement portal.
- Retain confirmation of successful submission and a complete final bid record.
6. Bid Quality Assurance
The postholder will create a formal quality-assurance process that considers:
- Compliance with tender instructions.
- Responsiveness to the question.
- Alignment with scoring criteria.
- Strength and relevance of evidence.
- Clarity and readability.
- Accuracy and consistency.
- Credibility of commitments.
- Deliverability.
- Commercial alignment.
- Word-count compliance.
- Formatting and presentation.
- Safeguarding and regulatory accuracy.
- Unsupported or unverified AI-generated statements.
Where appropriate, the postholder will use AI to simulate an evaluator’s review of a submission. Any AI-generated assessment must be treated as an additional review mechanism and not as a replacement for professional evaluation.
7. Existing Contract Review and Assurance
Following the award of a contract, the postholder will use the successful submission, specification and contractual documents to establish a contract-assurance framework.
The postholder will:
- Analyse the final contract, specification, successful bid and mobilisation documents.
- Extract all contractual requirements, service standards, method-statement commitments, key performance indicators, reporting requirements and deadlines.
- Create a contract-obligations register for each awarded contract.
- Identify what evidence is required to demonstrate compliance.
- Allocate each obligation to a responsible internal owner.
- Establish review dates, reporting cycles and escalation arrangements.
- Use AI to compare operational evidence against the original contractual and bid commitments.
- Produce structured contract-review reports identifying:
- Requirements being met.
- Requirements partially met.
- Missing or insufficient evidence.
- Missed deadlines.
- Areas of contractual risk.
- Quality concerns.
- Recommended corrective actions.
- Responsible managers.
- Required completion dates.
- Review whether the service being delivered remains consistent with what was promised in the successful bid.
- Highlight any commitments that have not been transferred effectively into operational practice.
- Support managers to create corrective-action plans.
- Track actions through to completion.
- Escalate significant contractual, safeguarding, financial or reputational concerns promptly.
- Ensure that learning from contract reviews informs future bids.
The postholder will not provide legal advice. Matters requiring legal interpretation must be referred to senior management or an appropriately qualified adviser.
8. Contract Mobilisation
For newly awarded contracts, the postholder will:
- Produce a clear handover summary for operational teams.
- Translate successful bid commitments into specific operational actions.
- Create a mobilisation tracker covering staffing, premises, systems, policies, training, reporting and communications.
- Ensure that departmental managers understand the commitments for which they are responsible.
- Verify that required evidence and systems are in place before service commencement.
- Track mobilisation actions and escalate delays.
- Retain an auditable record of mobilisation decisions and evidence.
9. Performance Monitoring and Reporting
The postholder will maintain:
- An opportunity register.
- A bid pipeline.
- A bid/no-bid decision log.
- A submission calendar.
- A bid outcome and success-rate tracker.
- A contract-obligations register.
- A contract-review schedule.
- A corrective-action tracker.
- A central record of tender feedback.
- A lessons-learned register.
- A record of improvements made to master materials.
Regular reports will be produced for the Education Director and senior leadership team covering:
- Opportunities identified.
- Upcoming submission deadlines.
- Bid decisions.
- Submissions completed.
- Bid success rates.
- Feedback received.
- Contract-review findings.
- Overdue actions.
- Significant risks.
- Evidence gaps.
- Recommended process improvements.
10. Regulatory and Organisational Compliance
The postholder will:
- Maintain awareness of relevant developments in education commissioning, alternative provision, SEND, safeguarding and public procurement.
- Support the organisation in monitoring requirements published by central government, local authorities and commissioning bodies.
- Ensure bid content accurately reflects the organisation’s current services, policies and operational capacity.
- Work within the organisation’s safeguarding, data-protection, confidentiality and information-security requirements.
- Complete all required safeguarding, child-protection, data-protection and regulatory training.
- Maintain an appropriate enhanced DBS status throughout employment.
- Report any safeguarding concern immediately through the organisation’s established safeguarding procedures.
Person SpecificationEssential
The successful candidate will demonstrate:
- Exceptional digital literacy.
- The ability and motivation to develop advanced proficiency across multiple AI platforms.
- Confidence using Google Workspace, particularly Google Drive, Docs and Sheets.
- Excellent written English and the ability to produce clear, persuasive and accurate business writing.
- The ability to read and analyse lengthy, complex and technical documents.
- Strong research and information-verification skills.
- Excellent attention to detail.
- The ability to distinguish between verified evidence and unsupported content.
- Strong organisational and project-management skills.
- The ability to manage multiple deadlines simultaneously.
- Confidence working with senior managers and subject-matter specialists.
- The ability to challenge incomplete, inconsistent or insufficient evidence appropriately.
- Sound judgement when handling confidential and commercially sensitive information.
- The ability to learn unfamiliar systems quickly.
- A methodical and process-led approach.
- A commitment to safeguarding children and young people.
- The right to work in the United Kingdom.
- Willingness to undergo appropriate DBS and safer-recruitment checks.
Desirable
It would be advantageous to have:
- Previous experience of bid writing, tender coordination, grant applications or public procurement.
- Experience using AI systems for research, document analysis or business writing.
- Knowledge of local-authority procurement portals.
- Experience of education, SEND, alternative provision or children’s services.
- Experience creating process maps, compliance matrices or audit tools.
- Knowledge of contract management, quality assurance or internal audit.
- Experience maintaining document libraries or knowledge-management systems.
- Graduate-level education or equivalent professional experience.
- Experience using project-management or workflow systems.
Previous bid-management experience is desirable but not essential where the candidate can demonstrate outstanding analytical, written, technological and organisational capability.
Behavioural Expectations
The postholder must be:
- Highly accurate and conscientious.
- Intellectually curious.
- Comfortable experimenting with new technology.
- Open to feedback and continuous improvement.
- Calm when working to fixed deadlines.
- Honest about uncertainty and evidence gaps.
- Persistent when collecting information from colleagues.
- Able to work independently while recognising when management approval is required.
- Professional, kind and constructive when challenging others.
- Committed to producing work that is both commercially persuasive and factually accurate.
Initial PrioritiesFirst 30 Days
- Complete induction, safeguarding and systems training.
- Gain an understanding of the organisation’s services and structure.
- Review previous bids, existing contracts and available evidence.
- Assess the organisation’s current AI capability.
- Map the present bid process and identify immediate gaps.
- Establish an initial opportunity register.
First 60 Days
- Create the initial Google Drive bid-library structure.
- Establish naming, approval and version-control conventions.
- Produce the first master evidence register.
- Create the bid/no-bid assessment tool.
- Develop the tender compliance-matrix template.
- Create the first approved AI prompt and workflow library.
- Begin structured monitoring of procurement opportunities.
First 90 Days
- Implement the documented end-to-end bid process.
- Establish the central bid pipeline and reporting dashboard.
- Complete an AI-assisted review of selected existing contracts.
- Produce the first contract-obligations registers.
- Present an initial gap-analysis report to senior management.
- Agree a programme for strengthening missing or insufficient evidence.
Key Performance Indicators
Performance measures may include:
- Relevant opportunities identified.
- Quality and timeliness of bid/no-bid recommendations.
- Percentage of submissions completed by the internal deadline.
- Percentage of submissions fully compliant at final review.
- Bid success rate.
- Quality of evaluator feedback.
- Completeness and currency of the master evidence library.
- Percentage of existing contracts with an active obligations register.
- Contract reviews completed by the scheduled date.
- Number and severity of overdue contract actions.
- Reduction in repeated evidence gaps.
- Accuracy of AI-assisted outputs.
- Absence of unsupported or fabricated content in final submissions.
- Satisfaction of internal contributors and contract owners.
- Demonstrable improvements made following lessons learned.
Career Development
The role is intended to develop into a more senior position as the organisation’s contract portfolio and bidding activity expand.
Subject to performance and organisational growth, potential progression could include:
- Senior AI Bid and Contract Executive.
- Bid and Contract Assurance Manager.
- Bid Manager.
- Head of Bids and Contract Assurance.
Progression will be based on demonstrated capability, successful bid delivery, contract-assurance performance and the ability to operate independently.
Pay: £15.00-£16.00 per hour
Ability to commute/relocate:
- Ipswich IP6 0AG: reliably commute or plan to relocate before starting work (required)
Work Location: In person
