Bid & Tender Coordinator

To lead and deliver high-quality tenders, bids, and framework submissions that win contracts while reflecting safe, effective, responsive and well-led care. Youll coordinate inputs across operations, quality, HR, finance, and clinical governance to produce compliant, evidence-based, persuasive submissions aligned with CQC expectations and commissioner requirements.

Key Responsibilities

Tender & Bid Delivery

• Identify, plan, and deliver tender submissions (local authorities, NHS, ICBs, frameworks, DPS) from expression of interest to contract award.
• Own the bid timeline: clarify requirements, allocate tasks, manage deadlines, and ensure version control.
• Write, edit, and structure responses that are clear, compelling, and evidence-based (method statements, mobilisation plans, staffing models, service delivery).
• Ensure all submissions are fully compliant with ITT instructions, word counts, formatting, and portal requirements (e.g., ProContract, Jaggaer, Atamis).

CQC / Quality Integration

• Translate CQC regulations, KLOEs and evidence into strong tender narratives (Safe, Effective, Caring, Responsive, Well-led).
• Ensure tender responses align with internal policies, audits, incident learning, safeguarding processes, mental capacity / DoLS, medicines management, and governance.
• Work closely with the Registered Manager(s), Nominated Individual and Quality team to evidence outcomes, KPIs, and continuous improvement.

Commercial & Financial Inputs

• Coordinate pricing submissions with finance: pay rates, travel time, on-costs, training, supervision, overheads, margin, and TUPE assumptions.
• Support modelling of staffing requirements, rota assumptions, and mobilisation costs.
• Ensure bids demonstrate value for money without compromising quality or compliance.

Mobilisation & Contract Readiness

• Draft mobilisation plans: recruitment, TUPE, onboarding, training, care planning, stakeholder comms, risk registers, and implementation milestones.
• Build contract-specific delivery plans: referral pathways, assessments, service user involvement, equality and accessibility.

Evidence Library & Continuous Improvement

• Maintain a bid library: case studies, policies, CVs, compliance evidence, KPIs, service outcomes, and standard answers.
• Run lessons learned reviews after each submission and improve templates and win themes.
• Track pipeline and performance (win rate, feedback themes, typical scoring gaps).

Stakeholder & Relationship Support

• Support clarification questions, presentations, and interviews.
• Work collaboratively across departments to gather accurate, current evidence fast.

Key Deliverables / KPIs

• On-time submission rate (target: 100%).
• Tender win rate / improvement over time.
• Average quality score (e.g., minimum 80% on quality sections, where feasible).
• Reduction in rework/errors via strong governance and templates.
• Up-to-date bid library and evidence pack.

Essential Requirements

• Proven experience writing and coordinating bids/tenders (public sector preferred: LA/NHS).
• Strong understanding of CQC-regulated care and how to evidence compliance and quality in writing.
• Excellent writing, editing, and document design skills (clear, structured, persuasive).
• Confident managing multiple deadlines and stakeholders.
• Competent with tender portals and MS Office (Word, Excel, SharePoint).

Desirable

• Experience with complex care, supported living, learning disabilities/autism, mental health, or domiciliary care tenders.
• APMP qualification (or willingness to work towards).
• Experience analysing commissioner feedback and improving win themes.

Personal Attributes

• Calm under pressure, obsessively organised, and detail-oriented.
• Curious and evidence-driven: backs claims with proof.
• Collaborative and able to tactfully chase busy senior people for inputs.
• Commercially aware but quality-first.