Purchasing Assistant

Job description

Job responsibilities

Job Purpose

Be a key member of the Procurement Team by supporting with the facilitation of transactional processes including administration of the Acumatica finance system and NHS Supply Chain.

Process routine and non-routine orders, investigate queries, obtain and escalate purchasing information, including quotes of varying value and complexity.

Provide support to all administrative staff purchasing on behalf of their teams.

Ensure staff purchasing goods and services are compliant with CityCares standard operating procedures and Procurement Policy.

Dimensions

1. Day to day engagement with the Procurement Officer and reporting to the Operational Procurement Manager.

2. To work in line with the Procurement Strategy held by the Head of Procurement to ensure delivery of a high standard procurement function, including support with both contract and supplier management.

3. Budget: will not hold direct budgetary responsibility but will have responsibility for overseeing and advising administrative staff on purchases over £250 and Non-Catalogue purchases.

4. Provide training and support to the wider organisation through regular engagement with administrative staff.

5. Resolve purchasing challenges of varying complexity on a daily basis.

Key Responsibilities

General

Contribute to the daily running of the Procurement function to deliver the organisational savings targets by challenging purchases to ensure best value for money and use of existing supply routes.

Develop an in-depth understanding of CityCares purchasing system (Acumatica) and the NHS Supply Chain ordering portal and use these to facilitate day-to-day purchasing.

Support the Head of Procurement/Procurement Managers with the Contract Review Meeting cycle for a number of contracts including action lists and general minuting.

Administrative

Be the first point of call for administrative Supply Chain and Acumatica queries and assistance, supporting the wider organisation with purchase order raising, goods receipting and general maintenance of Acumatica records.

Monitor the process of goods receipting across the organisation through strong communication with team administrators.

Encourage timely goods receipting by proactively monitoring the expected delivery of orders and providing reminder of receipting duties to staff in order to ensure payments can be processed upon invoice receipt.

Develop a strong organisational process by identifying users who may need additional support to help eliminate reoccurring receipting delays.

To ensure that needs not converted into orders using Acumatica system are procured using alternative methods, e.g. suggesting Credit Card.

Using email communication to support in overseeing the central Procurement inbox, resolving ad-hoc queries around returns, order corrections and handling despatch confirmations/expected delivery dates.

Understanding the accounts payable and invoicing process, using this knowledge to resolve queries in line with CityCares No Purchase Order, No Pay policy.

Produce and interpret reports to support with summarising administrative task progression and query resolution.

Communication

Communication with the wider CityCare team, particularly Administrative Staff and Team Managers, to assist with requests and facilitate their purchasing requirements.

Liaise with suppliers and work with them to meet purchasing needs and solve any issues with regards to orders and invoices.

Liaising with suppliers in respect of new Purchase Orders, ensuring orders are processed and deadlines adhered to.

Communicating information collated using reporting to express key messages to stakeholders.

Governance

Facilitate the review and approval process of purchase orders raised by administrative staff for the below:

o Non catalogue purchases

o Catalogue purchases over £250.

Provide thorough checking and governance for purchase orders raised by the wider organisation, particularly focusing on orders that are not routinely ordered or from a new supplier to mitigate the risk of fraud and unnecessary purchasing.

Discourage the setup of new suppliers with the wider organisation by advising where there are existing alternative suppliers in place or when the credit card can be used to fulfil their request.

Monitoring NHS Supply Chain orders with clinical teams to ensure their purchasing is appropriate against standard ordering levels and processed in a timely manner in line with their order cut off deadlines.

Ensuring the correct individual has authorised NHS Supply Chain orders prior to procurement approving on the NHS Supply Chain ordering portal.

Training/Exposure

Be an advocate for the procurement function and strongly communicate its use and input to the organisation. Promote the role and raise awareness of the Procurement Department, taking a pro-active approach in offering advice and guidance to user departments in all matters relating to procurement.

Provide support to new and existing members of staff from different departments with regards to procurement and systems.

Where necessary, review and highlight staff members who are not successfully fulfilling their duties of accurate purchase order raising/receipting and ensure these are targeted for escalation and/or further training.

Person Specification

Experience

Essential

• Evidence of good organisational skills within previous roles.
• Evidence of delivering first class customer service experience in a dynamic environment.
• Experience of team working.
• Experience using I.T. packages and computer systems to complete tasks.
• Experience prioritising own workload to achieve tight deadlines.

Desirable

• Experience of training and supporting staff.
• Experience of working in an office environment, i.e. using emails as formal communication.
• Experience of working within a procurement environment.
• Experience of working in a healthcare setting.

Qualifications

Essential

• GCSEs A-C English & Maths
• Computer Literacy (skills) basic knowledge and proficiency of I.T. packages particularly in the use of word processing, spreadsheets, and data bases.
• Prepared to undertake any necessary training commensurate with the requirements of the post.

Desirable

• General standard of education A Levels/Diploma or equivalent.

Skills and Attributes

Essential

• Awareness of confidentiality / data protection
• Awareness of basic supply chain processes, issues, and solutions
• Knowledge and understanding of good working procedures.
• Comprehensive ability using Microsoft packages, primarily, but not limited to, Excel.
• Evidence of successfully communicating with people at all levels.
• Strong customer service skills.
• Excellent organisational skills.
• Demonstrate ability to work as part of a team.
• Demonstrate ability to use own initiative
• Demonstrate ability to manage own workload and meet tight deadlines
• Excellent communication skills both written and verbal.
• Excellent telephone manner
• Able to work as part of a team, providing assistance to and cover for colleagues when requested
• Can work autonomously

Desirable

• Understanding of NHS policies & procedures
• Keeping accurate records in respect to legislation, policies and procedures.
• Knowledge of e-procurement systems
• Skills
• Develop own skills and to be able to provide information to others to help their development.
• Minute taking skills/ experience.

Employer details

Employer name

Nottingham CityCare Partnership CIC

Address

Aspect House, Aspect Business Park

26 Bennerley Road

Bulwell

Nottinghamshire

NG6 8WR

Employer's website

https://www.nottinghamcitycare.nhs.uk/ (Opens in a new tab)