Job summary
We
have created an exciting opportunity for a dynamic and highly motivated Buyer who
will focus on all areas relating to procurement of services and supplies. You will work closely with a range of highly
skilled and motivated NHS Procurement Professionals as well as Clinical and
Corporate staff from across the organisation and beyond, playing a significant part
in the continued development of a high-functioning Procurement Service.
This is an
ideal opportunity for someone interested in a career in procurement. The role
will undertake day-to-day including raising of purchasing orders, resolving
supplier queries, delivering savings, and catalogue management, whilst providing
essential support to frontline clinical colleagues.The subject matter will be
interesting, and the role will be fast paced and dynamic and will involve undertaking
procurement activities across a wide and varied range of areas.
This is a fantastic
mutually supportive organisation to work in and you will meet a different
challenge every day, being an integral part of the Team who pride ourselves in
delivering procurement excellence to the NHS Trusts that we support.
Main duties of the job
Full training will be provided on systems and processes. We also offer great learning and development opportunities to progress your career, with financial support as well as study leave to help you grow and develop your skills. Well fund the cost of your CIPS books, as well as your exams and annual CIPS membership fee, along with fully paid study leave to provide you with the best opportunity to support your CIPS journey.
Other Benefits: 27 days annual leave (plus bank holidays), increasing to 29 days after 5 years of service, and 33 after 10 years of service; Monday to Friday working patterns; Funded support to complete your Chartered Institute of Procurement and Supply; Qualifications, via the self-study route (subject to successful completion of your probation period and the Professional Studies Policy); Access to the NHS Pension Scheme (A Career Average Revalued Earnings (CARE) scheme); Access to NHS discounts with a range of retailers; Availability of a range of training and development courses offered by Portsmouth Hospitals University NHS Trust; Access to procurement training courses and conferences via the Skills Development Network and Health Care Supply Association (HCSA).
If you are a passionate Procurement Professional who feels that you could contribute and thrive within a best-in-class Procurement Team but would like to hear more about the role, please feel free to contact Melvyn Lake on 01489779613 for an informal chat.
About us
The Trust is committed to driving excellence in care for our patients and communities and was rated good by the Care Quality Commission report published 2020 and became a University Hospital. We are ranked as the third in the country for research; embedding education and training across the organisation and we continuously strive to achieve our core values which are at the heart of everything we do. The Trusts main hub is the Queen Alexandra Hospital, starting life as a military hospital over a century ago and now one of the largest hospitals on the south coast and you may have seen us on the TV series Nurses on the Ward. The Trust provides comprehensive secondary care and specialist services to a local population of 675,000 people across South East Hampshire. The Trust employs over 8,000 staff and are #ProudtobePHU; our patients come from all walks of life and so do we. We hire great people from a wide variety of backgrounds, not just because its the right thing to do, but because it makes our hospital stronger. If you share our values and our enthusiasm for providing outstanding care and support for patients, colleagues and our community you will find a home at PHU. In recruiting for our team, we welcome the unique contributions that you can bring in
terms of your education, opinions, culture, ethnicity, race, sex, gender
identity and expression, nation of origin, age, languages spoken, veterans
status, colour, religion, disability, sexual orientation and beliefs.
Job description
Job responsibilities
Specific Core Functions
- Provide specialist day to day procurement knowledge
across all Trusts served.
- Be responsible for the loading, deletion and
maintenance of all electronic catalogues relevant to the client
organisation to ensure availability of catalogues for replenishment,
liaising with the Procurement Specialists as appropriate.
- Take responsibility for the purchase of
goods by delivering a portfolio of low value (up to £50k) contracts and
develop new and innovative methods of evaluating quotation returns to
maximise commercial opportunities.
- Complete quotation exercises as required
using an eTendering portal.
Negotiate (face to face or over the telephone) with suppliers and
user departments to ensure optimum value for money. Work closely with
user departments to ensure they fully utilise services available
building relationships with all customers to show increases in purchase
order activity.
- Take an active role in the development and
delivery of the annual Procurement work plan by analysing spend reports
and identifying from KPI trends new opportunities to save money across the
entire client base.
- Support in the development and
implementation of departmental procedures and policies in relation to
operational procurement
- Undertake procurement in line with
purchasing legislation and Trust Standing Orders and Financial
Instructions for all revenue and capital projects.
- Use Access and Excel to update databases and
spreadsheets and be responsible for the output and ongoing
maintenance. Ensure sign off by
Accountant for all savings over £1k negotiated and subsequently record
on the contracts database.
- Participate in
the training and development of new systems and ways of working when
required.
- Using monthly
key performance indicator information produced by South of England
Procurement Services to identify frequently ordered items which should
instead be added to catalogues.
- Work with the
Senior eProcurement Coordinator and Systems & Business Intelligence
Manager to ensure all functionality of low cost ordering methods are
best utilised for the client.
- Provide verbal
guidance to requisitions (max 10
mins per call), and bring to their attention the written guidance /
procedures available to enable them to raise requisitions and pay
invoices.
- Encourage the
use of South of England Procurement Services Supply Chain Team to manage
stock levels on behalf of clinical departments.
- Make
appropriate use of all available national contracts to be able to make
an informed decision on when most appropriate to utilise the national
arrangements and when better value will be obtained by producing a
bespoke quotation exercise for one or more of SoEPS clients.
- Turn
requisitions in to purchase orders, adding value at every opportunity,
when required. Assist as and when
required with assignments or duties allocated by the appropriate
senior staff member.
Additional
Information
- The work pattern
is unpredictable due to the requirement to respond to urgent requests from
Trust Managers and Suppliers.
- A substantial
proportion of the working day is spent using a computer which requires
prolonged periods of concentration.
Communications And
Working Relationships
Communications
will involve complex information where persuasive, negotiating skills are
required and will be:
-
Face to face and by telephone.
-
Within formal and informal meetings.
-
Written, letters, memorandum, e-mail, and reports.
Staff Groups
will include:
-
Directorate Business Managers.
-
Clinical and Associate Clinical Directors and other
Clinicians.
-
Executive and Non-Executive Directors.
External:
-
Other NHS organisations.
-
Government Procurement Solutions and other national. framework providers.
-
Suppliers
Other
Job Holders are required to:
- Maintain personal and professional development to
meet the changing demands of the job, participate in appropriate training
activities and encourage and support staff development and training.
- Always keep requirements in mind and seek out to
improve, including achieving customer service performance targets.
- Adhere to Trust policies and procedures, e.g.
Health and Safety at Work, Equal Opportunities, and No Smoking.
- Act in such a way that at all times the health
and well being of children and vulnerable adults is safeguarded. Familiarisation with and adherence to the Safeguarding
Policies of the Trust is an essential requirement for all employees.
In addition all staff are expected to complete essential/mandatory
training in this area.
- Respect the confidentiality of all matters that
they may learn relating to their employment and other members of
staff. All staff is expected to
respect the requirements of the Data Protection Act 1998.
Job description
Job responsibilities
Specific Core Functions
- Provide specialist day to day procurement knowledge
across all Trusts served.
- Be responsible for the loading, deletion and
maintenance of all electronic catalogues relevant to the client
organisation to ensure availability of catalogues for replenishment,
liaising with the Procurement Specialists as appropriate.
- Take responsibility for the purchase of
goods by delivering a portfolio of low value (up to £50k) contracts and
develop new and innovative methods of evaluating quotation returns to
maximise commercial opportunities.
- Complete quotation exercises as required
using an eTendering portal.
Negotiate (face to face or over the telephone) with suppliers and
user departments to ensure optimum value for money. Work closely with
user departments to ensure they fully utilise services available
building relationships with all customers to show increases in purchase
order activity.
- Take an active role in the development and
delivery of the annual Procurement work plan by analysing spend reports
and identifying from KPI trends new opportunities to save money across the
entire client base.
- Support in the development and
implementation of departmental procedures and policies in relation to
operational procurement
- Undertake procurement in line with
purchasing legislation and Trust Standing Orders and Financial
Instructions for all revenue and capital projects.
- Use Access and Excel to update databases and
spreadsheets and be responsible for the output and ongoing
maintenance. Ensure sign off by
Accountant for all savings over £1k negotiated and subsequently record
on the contracts database.
- Participate in
the training and development of new systems and ways of working when
required.
- Using monthly
key performance indicator information produced by South of England
Procurement Services to identify frequently ordered items which should
instead be added to catalogues.
- Work with the
Senior eProcurement Coordinator and Systems & Business Intelligence
Manager to ensure all functionality of low cost ordering methods are
best utilised for the client.
- Provide verbal
guidance to requisitions (max 10
mins per call), and bring to their attention the written guidance /
procedures available to enable them to raise requisitions and pay
invoices.
- Encourage the
use of South of England Procurement Services Supply Chain Team to manage
stock levels on behalf of clinical departments.
- Make
appropriate use of all available national contracts to be able to make
an informed decision on when most appropriate to utilise the national
arrangements and when better value will be obtained by producing a
bespoke quotation exercise for one or more of SoEPS clients.
- Turn
requisitions in to purchase orders, adding value at every opportunity,
when required. Assist as and when
required with assignments or duties allocated by the appropriate
senior staff member.
Additional
Information
- The work pattern
is unpredictable due to the requirement to respond to urgent requests from
Trust Managers and Suppliers.
- A substantial
proportion of the working day is spent using a computer which requires
prolonged periods of concentration.
Communications And
Working Relationships
Communications
will involve complex information where persuasive, negotiating skills are
required and will be:
-
Face to face and by telephone.
-
Within formal and informal meetings.
-
Written, letters, memorandum, e-mail, and reports.
Staff Groups
will include:
-
Directorate Business Managers.
-
Clinical and Associate Clinical Directors and other
Clinicians.
-
Executive and Non-Executive Directors.
External:
-
Other NHS organisations.
-
Government Procurement Solutions and other national. framework providers.
-
Suppliers
Other
Job Holders are required to:
- Maintain personal and professional development to
meet the changing demands of the job, participate in appropriate training
activities and encourage and support staff development and training.
- Always keep requirements in mind and seek out to
improve, including achieving customer service performance targets.
- Adhere to Trust policies and procedures, e.g.
Health and Safety at Work, Equal Opportunities, and No Smoking.
- Act in such a way that at all times the health
and well being of children and vulnerable adults is safeguarded. Familiarisation with and adherence to the Safeguarding
Policies of the Trust is an essential requirement for all employees.
In addition all staff are expected to complete essential/mandatory
training in this area.
- Respect the confidentiality of all matters that
they may learn relating to their employment and other members of
staff. All staff is expected to
respect the requirements of the Data Protection Act 1998.
Person Specification
Skills and Knowledge
Essential
- Experience of negotiating with suppliers and customers in a large organisation and a track record of achieving significant cost reductions.
- Experience of obtaining competitive quotations.
- Experience of a customer service environment.
- Experience of working within the public sector and working knowledge of EU regulations.
- Experience of Commercial focus or business background education.
- Knowledge of procurement department procedures for catalogue management gained through on the job training.
- Specialist day to day procurement knowledge.
Personal Qualities
Essential
- Competent with Word, Excel, Access and electronic cataloguing and procurement systems to an intermediate or advanced level.
- Be able to identify trends from statistics in order to plan future areas of expenditure which could generate savings opportunities.
- Good Communication: written & oral at all levels.
- Interpersonal, able to work as part of a large team.
- Able to use initiative and work independently.
- Well organised, able to prioritise workload.
Qualifications
Essential
- Good general standard of education including Mathematics and English Language.
Desirable
- Level 2 of Chartered Institute of Purchasing & Supply (CIPS) or equivalent procurement experience.
- Experience of using a procure to pay system e.g. Oracle.
- Working knowledge of public sector procurement processes.
Person Specification
Skills and Knowledge
Essential
- Experience of negotiating with suppliers and customers in a large organisation and a track record of achieving significant cost reductions.
- Experience of obtaining competitive quotations.
- Experience of a customer service environment.
- Experience of working within the public sector and working knowledge of EU regulations.
- Experience of Commercial focus or business background education.
- Knowledge of procurement department procedures for catalogue management gained through on the job training.
- Specialist day to day procurement knowledge.
Personal Qualities
Essential
- Competent with Word, Excel, Access and electronic cataloguing and procurement systems to an intermediate or advanced level.
- Be able to identify trends from statistics in order to plan future areas of expenditure which could generate savings opportunities.
- Good Communication: written & oral at all levels.
- Interpersonal, able to work as part of a large team.
- Able to use initiative and work independently.
- Well organised, able to prioritise workload.
Qualifications
Essential
- Good general standard of education including Mathematics and English Language.
Desirable
- Level 2 of Chartered Institute of Purchasing & Supply (CIPS) or equivalent procurement experience.
- Experience of using a procure to pay system e.g. Oracle.
- Working knowledge of public sector procurement processes.
