Job description

Job responsibilities

Main Duties:

• Responsible for the Operations team to deliver a customer-focused and efficient service in the purchasing of goods and services.

• Day to day to management of a team, including a range of HR procedures which may include attendance, performance and appraisals.

• Undertaking training for the team in relevant procedures and processes. Ensuring procedures and processes are kept up to date.

• Plays a key role in the induction and training of new staff.

• Plans own workload and teams workload to ensure all order requests are processed, queries resolved, and catalogues reviewed as required

• Ensures all reports are produced for line manager within specific time frames

Budget and Resource management .

• Support the team with CIP opportunities and catalogue management.

• Responsible for recording savings made using appropriate procedures

• Responsible for sourcing suppliers for goods and services in line with user department requirements.

• Training of Trust staff on e-procurement tools.

Communication

• Negotiates with suppliers and other external organizations to maximize value for money and cost improvement opportunities

• To communicate with suppliers to provide specific information in the form of a pre-purchase questionnaire in relation to procedures for purchasing medical equipment

• Establish, maintain, and manage supplier relationships where appropriate

• Provide support and assistance for charity / donation purchases and work with Finance and Charity departments to ensure all purchases are aligned with Trust protocol

• Communicate delays and discrepancies with customers, ensuring they are handled efficiently and appropriately

Analytical and Judgemental Skills

• To assess customer requirements for appropriate method of ordering and distribution (i.e., urgency/quality/price/supply route etc)

• Analyses financial and purchasing data to determine best value for money option

• To assess problem situations and determine in conjunction with customer or supplier the most appropriate method of resolution

• To understand and analyse spend information on specific products or services and relay the information to customers

• Identifies opportunities for contracting or tendering.

• Work closely with user departments to review goods and services purchased

Policy and Service Development

• Works according to laid down policies and procedures, suggesting amendments where feasible.

• Monitors supplier performance against contract KPIs (costs, quality, delivery timescales etc) and standing orders in conjunction with user departments.

• Assists the procurement lead with the development and implementation of departmental policies and procedures

Information Resources

• Enters data onto purchase ordering system and ensures orders are processed as per procedures

• Produces data on pricing information for comparison and informs customers

• Checks stock and availability information, ensuring goods are ordered using the appropriate method

• Ensure contract documentation compliance using the contracts register

• Uses e-tendering, contract and supplier management tool to undertake and manage mini competitions

• Facilitates and supports continuous improvement in Catalogue system

Research and Development

• Audits and surveys operations team work activities to ensure compliance with targets

• Undertakes market analysis to identify alternative suppliers which are able to offer the trust cost efficiencies with no detrimental clinical impact.

• Guides customers with regards to obtaining value for money within financial and purchasing procedures

• Discusses and agrees solutions to order/delivery queries with customers and suppliers

• To communicate any discrepancies in relation to products and services ordered with customers and category leads

• Establish, maintain and manage internal stakeholder relationships to ensure effective service delivery

Person Specification

Qualifications / training required

Essential

• CIPS Foundation Diploma in Purchasing & Supply (level 3) or able to demonstrate equivalent knowledge skills and experience
• Passed GCSE Mathematics and English

Desirable

• Member of CIPS or equivalent

Previous or relevant experience necessary

Essential

• Previous experience of buying in a procurement environment
• Market and supplier / product knowledge including Procedures, catalogue management and contract law
• Track record of achieving cost reductions
• Previous experience in a customer service environment
• Experience in supporting the management of team members

Desirable

• Procure to Pay system knowledge
• Vendor management
• Supply chain knowledge

Requirements

Desirable

• Training experience
• Working knowledge of public sector procurement processes
• Experience supervising or line managing staff

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Wessex Procurement Limited

Address

Royal South Hants Hospital (see Job Overview)

Brintons Terrace

Southampton

SO14 0YG

United Kingdom

Employer's website

http://jobs.uhs.nhs.uk/ (Opens in a new tab)