Detailed job description
and main responsibilities
General Duties
1. Directly supports the Category Manager in establishing and managing effective and “fit for purpose” contractual agreements which comply with UK public procurement and the respective Trust regulatory requirements
2. Promotes and engenders effective stakeholder relationships, leading and influencing change affecting commitment based & collaborative approaches to strategic sourcing, supplier development & management to address Trust strategy, customer requirements and sustainable cost improvement strategies.
3. Work with Category Managers and cross functional teams to deliver innovative solutions to support care pathways as part of strategic direction in support of Category Manager.
4. Develop and manage on-going business review programmes with key vendors/stakeholders to ensure compliant, effective and on-going management of contracts allocated; engender continuous improvement ethos taking a lead role to establish robust product and market intelligence for portfolio of products and services allocated, and acts as an ambassador for the department, providing specialist advice to internal customers.
Communication and Working Relationship Skills
5. Additionally, the post holder (for designated categories) acts on behalf of the Trust in undertaking collaborative sourcing and contracting with NHS partner organisations nationally
6. Ensures provision of strong, consistent and proactive customer service to internal customers encouraging use of contracted products to meet organisational requirements wherever possible
7. Liaises with suppliers regarding supply and contract issues negotiating agreeable outcomes
8. Promotes the broader picture of “procurement” both internally to customers and externally to suppliers of the Trust
9. Assists internal customers to understand public sector procurement processes and legislation as well as Trust processes where understanding may be limited
10. Liaises closely with the operational and systems colleagues to ensure that supply chain processes are managed effectively and in accordance with contract terms
11. Works closely with procurement systems colleagues to identify and systematically reduce the volume of transactions wherever possible utilising and recommending more appropriate e-commerce options throughout the supply chain
12. Identifies, recommends and instigates, as appropriate, alternate sources of appropriate product and supply for the Trust
13. Plans and undertakes effective negotiations with suppliers o seek lowest ultimate cost and risk control for contracts implemented and products procured
Analytical and Judgemental Skills
14. Undertakes on-going assessment of markets for supply of product/services against identified current and future stakeholder requirements and drafts supplier and product positioning assessments and reports with guidance of line management
15. Uses analytical skills to interpret tender and other supplier documentation, comparing and evaluating sometimes complicated options, to recommend contractual agreements which comply with UK public procurement and the respective Trust regulatory requirements
16. Uses benchmarking software to analyse product/equipment pricing to ensure best value is being achieved for the organisation
Planning and Organisational Skills
17. Undertakes scoping and analysis of products/services creating, prioritising and coordinating work plans that deliver outcomes which ensure provision of professional and responsive customer care, within required timescales
18. Supports the efficient resolution of contractual and procurement enquires for stakeholders
Responsibility for Patient/Client Care, Treatment and Therapy
Assists patients and visitors to the Trust during incidental contact as necessary
Responsibility for Policy / Service Development
19. Ensures all tendering, contracting and purchasing activity complies with all relevant UK legislation, policy and procedures inclusive of Trusts standing orders and public procurement legislation
20. Identifies, recommends and introduces policy, process and procedural improvements as outcomes from implementing strategic sourcing and contract arrangements which may impact throughout the Trust.
21. Contributes to the departmental support for emergency planning and business continuity procedures
Responsibility for Finance, Equipment and Other Resources
22. Instigates strategic sourcing and contracting arrangements balancing personal workload to deliver outcomes of workplans and attainment of allocated targets including cost improvement initiatives
23. Advises budget holders on commercial matters relating to the procurement of goods and services, providing advice on procurement issues and purchasing costs to ensure that savings and best value for money is achieved
24. Responsible to both budget holders and line management for the placement of purchase orders which are in compliance with contractual terms ensuring compliance with Trust standing orders and standing financial instructions
25. As required, provides procurement and contractual information to inform/assist in budgeting considerations
26. Responsibility for Human Resources, e.g. Supervision, Training, HR Advice and Management
Supports line management to raise the profile and contribution of procurement throughout the Trust
27. Responsible for the training/development /support of stakeholders regarding Trust and public procurement processes and how they contribute to appropriate patient care whilst providing optimum cost efficiency, as undertaken within own role
Responsibility for Information Resources and Administrative Duties
Undertakes data entry into a variety of systems including systems used for the generation of quotations, recommendation reports, tendering activities, contracts management, spreadsheet data repositories etc.
Manipulates data and produces statistical reports using MS Office software to inform procurement decisions, contract monitoring etc.
Responsible for ensuring accuracy of own data entered into repositories/systems
Maintains accurate supplier pricing schedules, relied upon for production of Trust purchase orders, supply agreements and e-catalogues
Takes responsibility to ensure that the routine filing and administration associated with the operation of the department is completed in a timely manner
Responsibility for Research and Development
Coordinate trials of new products or equipment within the Trust as part of regular contracting activities with support from the Clinical Procurement Specialist and other colleagues, as appropriate.
Coordinates the completion of evaluation materials and compiles summarised data sets/reports for consideration regarding the acceptability of potential new products and/or equipment
Undertakes review and analysis of Trust spend data to inform procurement activities and production of KPI’s required to support supplier and contract management discussions
Supports and takes part in audits and surveys as necessary to own role
Maintains and develops liaison with other Trusts and public sector bodies, to pool knowledge and information on supply markets and developments in supply analysis
Freedom to Act
The post holder works independently within agreed guidelines, Trust and professional policies referring through line management as appropriate
The post holder will act as lead contact for a delegated area of procurement activity
Mental, Physical, and Emotional Effort
Highly developed physical and advanced keyboard Skills for manipulation of data along with accuracy.
Any Other Specific Tasks Required
The post holder will spend a significant part of the working day using VDU equipment
The post holder will be expected to attend off-site meetings and training, as required
As directed undertakes duties in any other sections of the Commercial Services function to ensure the smooth running of the department
Demonstrates a flexible approach, responds positively to change and is prepared to try out new ways of doing things to make change work
Is able to concentrate for set periods of time whilst preparing quotation/tender documentation, analysing sometimes complicated tender submissions, drafting recommendations for the award of business etc.
Person specification
Qualificiations
Essential criteria
28. Diploma CIPS Membership of the Chartered Institute of Purchasing and Supply or equivalent professional experience: usually by completion of Foundation Diploma (Level 4) or the International Advanced Certificate.
Desirable criteria
29. Associate CIPS Membership of the Chartered Institute of Purchasing and Supply or equivalent professional experience: usually by completion of Advanced Diploma (Level 5)
Experience
Essential criteria
30. Minimum of 3 years operational buying experience with exposure to leading edge practices. Experience of negotiation with knowledge of contracting with an understanding of the rules governing public sector Procurement. Experience in negotiating contract agreements.
Desirable criteria
31. Experience of Public Sector Procurement. Knowledge of inventory/ materials management. Supervisory experience and/or ability.
Technical Skills Competencies
Essential criteria
32. Computer literate, including the use of operational procurement systems. Able to undertake financial & risk analysis and to use such data to make decisions for purchases and contract awards. Ability to plan & coordinate purchasing & contract workplans including operational time factors. Good problem solving ability, business acumen and ability to manage commercial opportunities.
Desirable criteria
33. Understanding of strategic change principles and ability to implement change.
Knowledge
Essential criteria
34. Awareness of public Procurement legislation and knowledge of professional purchasing principles & practices. Ability to negotiate and exposure to the management of supplier contracts. Researches markets and suppliers to make informed commercial decisions.
Desirable criteria
35. Understanding of resource accounting and budgeting Supply chain management strategy, Materials Requirement Planning (MRP) and Just in Time (JIT) systems/processes.
Personal Attributes
Essential criteria
36. Good inter-personal and presentation ability and able to communicate clearly and effectively to both commercial and non-commercial personnel. Ability to explain detailed purchasing and contractual issues. Able to liaise & communicate with suppliers to address organisational needs. Able to foster internal relationships and influence colleagues, interpreting their needs and embedding into professional procurement arrangements. Ability to influence key stakeholders towards the wider Trust picture. Able to assess customer requirements and determine best course of action to address needs including appropriate purchasing solutions. Able to tackle barriers to communication internally and externally. Acts as role model for operational buyers. Responds positively to challenging performance targets, manages priorities and maintains focus on outcomes and deliverables. Able to generate recommendation reports for Board approval together with succinct briefings on complex purchasing issues.
Desirable criteria
37. Able to influence team members and tackle barriers to communication internally and externally. To maximise output and to maintain delivery against targets and ability to recommend new methods of operation.
Language requirement
Essential criteria
38. Be able to speak and write English as necessary to undertake the role