IT Commercial and Licensing Officer

Job Overview Looking for a part-time role with real responsibility, variety and scope to grow? The National Archives is seeking an IT Commercial and Licensing Officer to help manage our portfolio of technology contracts, software licences, suppliers and renewals. This is a three-day-per-week role at the centre of Digital & Technology Operations. You'll work across procurement, finance, supplier management, licensing and governance, helping us make informed decisions, manage risk and get the best value from our technology investments.

Salary: £39,030 per annum, pro rata

Contract type: permanent

Hours: 3 days (21.6 hours) per week

Band: E / HEO

Closing date: Thursday 20th August at midnight

Location: Based at our beautiful Kew site, you will work alongside knowledgeable, welcoming colleagues while supporting services that preserve and provide access to the nation's records. A combination of onsite and home working is available and applicants should be able to regularly travel to our Kew site for a minimum of 60% of their work time.

Why this role?

• Three days per week, offering flexibility and work-life balance.
• Broad exposure across technology, commercial management, procurement and finance.
• Opportunity to influence how technology services are delivered.
• Scope to develop expertise in supplier management, licensing, procurement and commercial governance.
• Work with a friendly, supportive team that values collaboration and continuous improvement.

Who might this suit? You may have experience in contract management, procurement, supplier management, licensing, finance, operations or administration.

Equally, you might be looking to build on existing commercial skills in a role with greater variety and visibility.

What we are looking for:

• Enjoys organising information and bringing structure to complex activities.
• Has strong attention to detail and good commercial awareness.
• Likes building relationships and working with people.
• Can spot risks, opportunities and areas for improvement.
• Wants a role where they can learn, develop and make a visible contribution.

Why The National Archives? Our work combines centuries of history with modern digital technology. You'll be based at our beautiful Kew site, working alongside knowledgeable, welcoming colleagues while helping support services that preserve and provide access to the nation's records. If you're looking for an interesting part-time role with responsibility, variety and room to grow, we'd love to hear from you. A combination of onsite and home working is available and applicants should be able to regularly travel to our Kew site for a minimum of 60% of their work time.

Sponsorship We are unable to offer sponsorship for this role.

Job Description Role and Responsibilities Contract and Licence Management: Maintain a complete, accurate and auditable register of Digital & Technology Operations contracts, software licences, subscriptions and support agreements. Manage contract and licence renewals, maintaining visibility of values, renewal dates, ownership, supplier contacts and commercial obligations. Track contract changes, extensions, renewals and terminations, ensuring records remain accurate and up to date. Support service owners to understand licensing requirements, renewal options and commercial risks.

Commercial Oversight and Value for Money: Help Digital & Technology Operations maximise value from contracts, licences and supplier arrangements. Analyse contract, licence and spend information to support informed decision-making. Identify opportunities to reduce unnecessary spend, optimise licensing arrangements and improve value for money. Highlight commercial risks, cost pressures and opportunities to service owners and budget holders. Support evidence-based decision-making through effective reporting, governance and commercial oversight.

Procurement Coordination: Manage procurement activity within delegated authority levels and support larger procurements led by Procurement. Gather requirements, quotations and commercial information to support procurement, renewal and value for money assessments. Ensure procurement activity is planned in sufficient time to avoid commercial, financial or service risks. Raise purchase orders and support invoice processing in line with organisational procedures.

Supplier Management: Act as a day-to-day point of contact for suppliers on contract, licensing and commercial matters. Maintain supplier records, contract documentation and commercial correspondence. Support supplier review meetings and monitor agreed actions. Ensure commercial information is accurate, secure and readily accessible.

Financial Reporting and Governance: Maintain visibility of current and future expenditure relating to contracts, licences and support agreements. Produce reports on renewals, licensing costs and commercial commitments to support planning and decision-making. Support budget planning and forecasting through accurate commercial information and insight. Support audit, assurance and governance activities through accurate records and evidence.

Continuous Improvement: Improve processes for managing contracts, licences, renewals and commercial records. Promote effective contract and licence management practices across Digital & Technology Operations. Identify opportunities to reduce risk, strengthen commercial control and improve value for money. Work with colleagues across IT Operations, Finance and Procurement to improve commercial governance and oversight.

Working Conditions Normal office environment Display Screen Equipment user

Person Specification Essential Criteria

• Experience of managing contracts, software licences, supplier relationships or commercial activities.
• Ability to analyse financial, contractual or operational information and use it to support decision-making and recommendations.
• Strong organisational skills, with experience of managing multiple priorities, deadlines and competing demands.
• Experience of maintaining accurate records, information and documentation to a high standard.
• Ability to build effective working relationships and collaborate with colleagues, suppliers and stakeholders at all levels.
• Strong written and verbal communication skills, including the ability to explain commercial or technical information clearly to non-specialists.
• Experience of identifying risks, issues or opportunities and taking appropriate action to resolve them or improve outcomes.
• Commitment to achieving value for money and supporting effective stewardship of public funds.

Desirable Criteria

• Experience of software licensing in an IT environment.
• Experience of public sector procurement.
• Knowledge of Crown Commercial Service frameworks.

Other Requirements A combination of onsite and home working is available and applicants should be able to regularly travel to our Kew site (currently a minimum of 60% of contracted hours in the office). During the 1-year probation period, onsite presence is encouraged and advantageous.

Benefits

• Generous benefits package, including pension, sports and social club facilities, onsite gym, discounted rates at our on-site cafe and opportunities for training and development.
• Annual leave entitlement of 22 days per calendar year (rising to 25 after the first year, and incrementally to 30 days after six years) and 10 days public and privilege holidays per annum.
• Any move to The National Archives from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax-Free Childcare. Determine your eligibility at

Security Successful candidates must pass a disclosure and barring security check. People working with government assets must complete basic personnel security standard checks.

Nationality requirements This job is broadly open to the following groups: UK nationals, nationals of the Republic of Ireland, nationals of Commonwealth countries who have the right to work in the UK, nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS). Nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS) individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020. Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service. Further information on nationality requirements.

Working for the Civil Service The Civil Service Code sets out the standards of behaviour expected of civil servants. We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles.

The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria. The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy. This vacancy is part of the Great Place to Work for Veterans initiative click apply for full job details