Bid Co-ordinator

Job Summary:

Reporting to the Commercial Manager, the Bid Co-ordinator’s will work closely with both New Business Sales and Account Managers and the wider CliniSys organisation to produce quality bids that will continue the unprecedented success of the business.  These roles will be based in Chertsey, Surrey and the successful candidates will be expected to travel throughout the UK and potentially Europe as and when required.

These roles are both demanding and rewarding, involve working to tight timescales and multi-tasking to ensure that all bids are co-ordinated to the highest quality standards. The successful candidates will be able to demonstrate the key characteristics of forceful diplomacy and conflict resolution whist remaining clear and focused under pressure.


  • To co-ordinate the bid process including the contracting process by working with New Business Sales (3) and Account Managers (4) in the identification and formation of bid teams, co-ordinating responsibilities and timescales for each element of the required response;

  • In conjunction with Technical Sales, to ensure that sales are supported and progressed through solution design and positioning prior to the commencement of a formal procurement process;

  • In conjunction with Technical Sales, to co-ordinate and maintain a high level programme plan for all opportunities scheduled for the Commercial team, and provide resource planning information to the business;

  • To ensure that each bid has a project plan that correlates with the ISO processes, and in particular;

    • To co-ordinate the formal kick off meeting for all bids, ensuring responsibilities and timescales are documented and agreed and to ensure that the sales messages and approach are understood by all members of the team;

    • To ensure that all bids are co-ordinated through the appropriate gateway approvals prior to submission and ultimately contract;

    • To co-ordinate bid process and to ensure that content is provided in a timely fashion and to escalate issues where appropriate;

  • To add value to bids by improving the quality of the written response, ensuring that the appropriate sales messages are contained therein, that the bid is complete and meets all legal, commercial and technical requirements;

  • To record the status of bids at all stages in the bid process and escalate issues where appropriate;

  • In conjunction with Technical Sales, to brief the Business Support Team on the requirements for each bid, ensuring that bids are complete, properly formatted and all Appendices and Supplementary Information are included and internally signed-off;

  • To proactively monitor and assess the Bid Process, identifying areas for improvement in terms of quality, time and effort;

  • To co-ordinate regular updates to the companies ISO Documentation and Quality Management System by ensuring any agreed changes to the bid management process are documented and incorporated therein;

  • To work with Technical Sales to ensure the documents within the bid tools library are periodically reviewed;

  • To contribute to the production of high quality Expressions of Interest and Pre-Tender Questionnaires by co-ordinating the responses to strategic questions where required;

  • To co-ordinate and manage requirements for demonstrations and reference site visits both during any formal procurement process and as otherwise required;

  • Production of periodical management reports against business plan and objectives, and provide ad-hoc reporting as required by the business.