Operational Procurement Manager

Job description

Job responsibilities

Job Purpose

The post holder will deliver in the following areas:

Undertake all procurement related activities, such as tendering; sourcing; negotiations and resolution of contract disputes within remit in accordance with CityCare Standing Financial Instructions and procurement policies.

Within designated portfolio which includes but is not limited to NHS Supply Chain, PPE, Medical Equipment, Medial Equipment Servicing and Pharmacy, deliver savings and qualitative benefits to CityCare as a direct result from conducting competitive RFQ, Tender or by completing contract value engineering which results in rationalisation and standardisation during the life of the contract.

Strategic development and maintenance of CityCare Procurement Systems

To contribute to the development of IT solutions which meet the business needs of Procurement and aid decision making by generating accurate management information.

Provide innovative solutions to improve customer experiences when procuring goods and services

Ensure compliance and control in line with CityCare Standing Financial Instructions (SFIs) and Procurement Policy for all purchasing systems

Extrapolation of baseline spend data and configuration into reporting tools for Procurement staff and customers and develop a Procurement Dashboard

Oversee the development and maintenance of the Procurement intranet website

Robust PPE process, managing any stock shortages, quality issues, alerts as they arise and facilitating the transition back to NHS Supply Chain when appropriate

Responsibility to ensure all CityCare staff have relevant training and support for all purchasing systems

Direct line management of the Procurement Officer and Procurement Assistant, managing the transactional team to deliver a high standard procurement function to the organisation.

Reduction of unauthorised non-PO spend

Management of the development and maintenance of Procurement systems catalogue items and increase overall catalogue usage to streamline procurement processes

Management and implementation of a robust pharmacy ordering process/stock control system

Support the development and delivery of the Capital Equipment programme

Analysis and improvement of tail spend through consolidation of spend and other opportunities

Works autonomously to achieve agreed objectives set for the Procurement Department within broad professional policies i.e.

CityCare Procurement Strategy

CityCare Procurement work plan

Procurement Department Procedures, Policies and Standing Financial Instructions

CityCare Corporate Governance

Budget: will not hold direct budgetary responsibility but will have responsibility for overseeing purchases through the relevant systems in relation to services from external suppliers/providers at a value of circa £50M

The post holder will be expected:

To deliver savings cashable, cost avoidance and efficiency savings against tenders; RFQs and contract management and to ensure value for money is achieved from sourcing and negotiation activities

To actively promote and ensure compliance to use all procurement systems, policies and processes

To work with Finance (Accounts Payable), Stakeholders and Suppliers to support effective payment processes

To deliver qualitative procurement outcomes that benefit stakeholders and patient care

To deliver a customer focussed and efficient procurement service of sourcing, tendering and contract management across CityCare ensuring compliance to Standing Financial Instructions

To be responsible for given categories of goods and services, as allocated by the Head of Procurement giving advice and guidance on the supply chain risks and market developments

To promote the active use of CityCare procurement systems, strategies, policies and procedures including P2P ordering; Goods Receiving and Returns to Suppliers and Contract Management

To carry out tender processes and tender evaluations ensuring tenders are documented and decisions are auditable and compliant

To deliver savings on tenders, quotations and contract management during the life of the contracts, contribution to CityCare savings goals

To write procurement reports on tender results and procurement options papers as required

To create contract documents and manage the implementation of the contract on completion of the tender process as required ensuring and relevant PMO documentation is completed in a timely manner and GDPR requirements are compliant

To lead on contract management within your portfolio, to ensure the supplier delivers the service level agreement and the Key Performance Indicators. Managing supplier poor performance where required.

Provide a responsive and customer focussed approach to the provision of services. The Procurement Team is a front line critical support service to the Organisation, the post holder as a member of that Team is required to resolve and expedite queries and issues as they arise. Good communication and negotiation skills are essential and will be complimented with tact and diplomacy.

Support the Head of Procurement in the delivery of the procurement programme. You will manage a proportion of contracts and deliver areas of opportunity identified by you or by others in the team. The role involves delivering key procurement projects, providing system support, development and administration.

Identify options for increased productivity/service transformation/cost reduction.

Use expertise to develop internal systems and processes.

Support in the delivery of the Capital Equipment Programme, helping to define the policy and processes to ensure a proactive replacements programme is in place at CityCare including asset disposal

Contract Lead for NHS Supply Chain

Lead internal and external audit reviews for the Procurement Team, escalating issues to the Head of Procurement where appropriate

Provide External representation where required, building collaborative relationships across the ICS

Deputise for the Head of Procurement in Procurement Systems related areas and any other required areas

Development and implementation of standard operating procedures (SOP) for all transactional procurement processes including but not limited to interactions with the Acumatica purchasing system and NHS Supply Chain website. Ensure transactional procurement SOPs reflect the industry best practice and are in accordance with CityCares governance documents including the Standing Financial Instructions (SFIs) and Procurement Policy.

Line management for the transactional procurement team; carry out appraisals and regular 1:1 support. Ensure team delegation of duties is fair and that work is completed efficiently and to a high standard.

Monitor compliance with SOPs and escalate persistent non-compliance to managers. Ensure that direct reports within the transactional procurement team operate compliance with the SOPs.

Producing regular KPI reports in relation to the procurement function and procurement systems to assist in the management of the transactional team and business decision making. Provide ad-hoc reports as required for purchasing benchmarking purposes or as requested by management.

Review and appraise procurement working practices to drive efficiencies. Champion process and system improvements

Support in the management of contracts including but not limited to NHS Supply Chain and medical equipment servicing. Understand data and products within those contracts and carry out analysis to identify cost saving opportunities. Regularly meet or speak with representatives from the supplier organisations to review and challenge the delivery of those contracts.

Oversee catalogue management processes ensure robust process in place and develop catalogues as appropriate. Manage the introduction of alternative products within existing catalogues to achieve high levels of rationalisation and/or standardisation.

Oversee procurement card and credit card usage in line with the SFIs.

Oversee any centralised ordering including capital purchases (medical and other equipment), high dependency and pharmacy; ensure appropriate process and reporting is in place. Work with key clinicians/stakeholders to trial and implement new or alternative equipment and/or products.

Run best practice training for administrators in line with Procurement Policy

Investigate opportunities for improved sustainability through the procurement process.

Maintain a strong and positive working relationship with key stakeholders

Support to the Business Team with Purchase Order process

The post holder will be expected to provide advice, knowledge sharing and mentoring to new or less experienced employees within their remit if applicable.

Collaborate effectively with colleagues within the Procurement Team, customers, suppliers and external bodies to deliver a cost effective seamless service to customers.

Provide advice and work closely with clinicians, admin staff and managers in support off their roles in the delivery of high class patient care through communication of appropriate purchasing methods, systems and provision of appropriate data.

Able to maintain discretion and confidentiality.

Provide and receive complex and sensitive information relating to supplier information and prices.

Responsible for managing own time and prioritising work within are of responsibility

Undertake any other duties as designated by the Head of Procurement

Person Specification

Knowledge and Skills

Essential

• Strong Procurement Policy & procedural knowledge
• Excellent influencing and negotiation skills
• Customer care skills, tact and diplomacy are essential
• Capability to use initiative and enthusiasm in taking a proactive approach
• Good analytical skills with the capability to analyse data from varying sources and use to make informed decisions
• Excellent knowledge of using all aspects of Microsoft Office, particularly extended use of Excel.
• Ability to organise meetings keeping notes of key actions and ensuring they are implemented.
• Excellent verbal, non-verbal and written communication skills, including communicating with a wide range of audiences.
• Assess customer requirements, priorities and provide appropriate method of resolution
• Skills and ability to deal with complex facts or situations which require analysis, interpretation and comparison of a range of options
• Assess problem situations with regards to purchasing issues, considers options for resolutions and in conjunction with customer/supplier, agrees most appropriate action i.e. reducing risk with regards to Health and Safety, Clinical, Financial etc.

Desirable

• Understanding of key national policy drivers
• Knowledge/experience of standard NHS contracts, terms and conditions, schedules and contract levers
• Excellent presentation skills

Special Requirements

Essential

• Dexterity to use keyboard/mouse and to use and manipulate IT packages.
• All appointments are subject to satisfactory occupational health clearance.
• Ability to be flexible over hours worked within contracted hours to meet the needs of the service.
• Full driving licence and the ability to travel between locations.

Qualifications

Essential

• Educated to degree level or NVQ/Vocational equivalent with relevant experience of IT Systems
• Attained or actively studying for Chartered Institute of Purchasing & Supply Level 6 (MCIPS) or equivalent
• Evidence of continuing professional/vocational development

Desirable

• At least CIPS Qualified (Level 4)
• Project Management Qualification

Experience

Essential

• Significant Procurement Information systems experience with demonstrable achievements
• Experience of developing effective working relationships with internal/external partners and working with clinicians/senior managers.
• Excellent IT skills, including spreadsheets and reporting systems
• Creative approach to problem solving
• Ability to work under pressure, meet deadlines and respond flexibly and quickly to change
• Experience of working as an effective part of a team
• Ability to deliver accurate work under pressure and against evolving criteria and changing priorities/deadlines.
• Ability to analyse, interpret and present complex information clearly and concisely
• Ability to train others
• Good planning and organisational skills
• Ability to lead and motivate a professional and busy team, and to set high standards of professional, commercial and personal conduct

Desirable

• Experience of using Acumatica or similar ERP System or NHS Supply Chain Systems
• Experience of working in an NHS environment
• Experience of delivering projects
• Experience of utilising NHS Supply Chain
• Experience of using frameworks for procurement activity
• Experience of equipment buying/sourcing
• Experience in contracting, commissioning, procurement, performance management and quality assurance
• Experience in managing contracts and delivering projects.
• Team management experience

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.

Employer details

Employer name

Nottingham CityCare Partnership CIC

Address

Aspect Court, Aspect Business Park

26 Bennerley Road

Bulwell

Nottinghamshire

NG6 8WR

Employer's website

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