Job summary
To provide support within the Procurement Department across a range of tasks.
As part of the Trust buying team purchasing goods and services as required, in a timely, professional and efficient way ensuring that the Trusts obtain best value. To action requisitions and produce orders to external companies as and when required. This will involve negotiations and obtaining quotations.
To carry out supplier selection in a professional manner, accurately meeting deadlines and communicating effectively to all appropriate, and relevant, parties. To assist with the achievement of all purchasing and supply strategies.
Along with this a great chance to acquire a professional qualification , a development opportunity to any candidate who wishes to study CIPS Level 4 is included.
"Please note: Due to recent changes in UK immigration and visa rules, this role is unlikely to be eligible for Skilled Worker visa sponsorship. Applicants who do not currently have the right to work in the UK may not be considered. Candidates requiring sponsorship should review the eligibility criteria on the gov.uk website before applying to assess their eligibility for a Certificate of Sponsorship for this role."
Main duties of the job
The creation of official purchase orders from electronic requisitions within Oracle, for goods and services to be ordered direct from suppliers on behalf of the Trust.
To obtain value for money for the goods and services purchased by using existing contract arrangements, carrying out competitive quotations and negotiating improved terms wherever possible.
To understand the Trust's Standing Orders and Standing Financial Instructions as they relate to Purchasing and ensure compliance with other relevant policies and procedures
Responsible for the placing all non-stock order requirements including ad hoc, blanket, minor capital project, endowments and donations, and call off orders in accordance with agreed procedures and performance targets.
To provide support, advice and guidance and training to end users of the Oracle / iProc /E4H financial system and other acquisition systems eg. NHS Supply Chain, where appropriate.
To handle a range of queries from service departments in relation to electronic requisitioning, requisition approval, and receipting.
To process invoice queries and payment requests within Oracle on the Shared Business Service (SBS) platform and handle all associated queries.
The Maintenance of standing data in Oracle and on other acquisition systems where appropriate.
To progress outstanding purchase orders with suppliers on behalf of service departments in order to secure prompt and efficient delivery.
About us
We are the main provider of NHS community services across East and West Sussex, with 6,000 staff serving 1.3 million people. We deliver essential care to adults and children, helping them manage their health, avoid hospital admissions, and reduce hospital stays.
Our Trust vision is to provide excellent care at the heart of the community. We offer opportunities across medical, clinical, support, and corporate services.
Why work for us?o Positive 2024 NHS Staff Survey results, highlighting compassionate leadership and wellbeingo Varied environments: community hospitals, patients' homes, and bases across Sussexo Flexible working options: part-time, flexi-time, annualised hours, and flexi-retiremento Excellent training, development, and research opportunitieso Accredited Living Wage Employer, we ensure fair pay for all our staffo Cost-effective workplace nurseries in Crawley, Hove, and Brightono Active EMBRACE, Disability & Wellbeing, LGBTQIA+, and Religion & Belief networkso Level 3 Disability Confident Leader and Veteran Aware Trust
Our values--Compassionate Care, Working Together, Achieving Ambitions, Delivering Excellence--guide everything we do.
We embrace diversity and encourage applications from all backgrounds, particularly from ethnically diverse, disabled, and LGBTQIA+ individuals. We aim to create an inclusive environment and support reasonable adjustments during recruitment.
This post may close early if sufficient applications are received.
Job description
Job responsibilities
Please refer to the attached job description and person specification for more details regarding this role.
Job description
Job responsibilities
Please refer to the attached job description and person specification for more details regarding this role.
Person Specification
Qualifications
Essential
- Educated to at least GCSE level or equivalent to Grade C or above in English and Maths
- ECDL or equivalent experience of Microsoft Office package
Desirable
- Minimum of Good 3 'A' level or BTEC advanced level standard (including GCSE Maths and English C grade)
- CIPS II Qualification
Experience
Essential
- Significant experience as a buyer or administrative role
- Knowledge and experience in implementing and operating organisational policies and procedures (business functions)
- High standard of presentational ability
- Ability to prioritise with attention to detail
- Excellent telephone manner
- Excellent written and oral communication skills
- Good level of numeracy
- Problem solving skills
- Customer services
Desirable
- Proficient in the use of office equipment
Skills
Essential
- Ability to undertake a portfolio of varying activities
- Planning and Organisational Skills
- Computer literate with experience of Microsoft Office, PowerPoint, Excel, Word and Outlook with the ability to establish own database to meet the need presenting in the organisation
- Well-developed negotiation, persuasive and facilitate influencing skills
- An NHS background or specific experience working in procurement or customer service department
- Other specialist finance database experience
Desirable
- Exceptional communicator (verbal and written) with the ability to understand and impart a wide range of complex, sensitive and specialist information in different formats
- Well-developed analytical skills with the ability to deal with and interpret complex information and providing a variety of solutions/dealing with complex enquiries on a range of issues
- Familiarisation with invitation to Tender and Quote documentation and associated procedures
other
Essential
- Requires ability to work under pressure in a busy office environment
- Meets tight deadlines in a fast paced dynamic environment with high levels of performance
- Daily requirement for frequent concentration and attention to detail when checking documents/catalogues, correspondence, orders and when issuing request for tender and quote documentation
- Frequent concentration in an unpredictable workload - managing workload, external and internal enquiries
- Regular pressurised workload with some peaks and troughs
- Requires problem solving skills
- Exposure to distressing or emotional circumstances when dealing with a number of Exposure to distressing or emotional circumstances when dealing with a number of team members and directors as well as dealing with customers
- Varied and prioritisation of workload needed
- Regularly deals with customers and suppliers queries and complaints
Person Specification
Qualifications
Essential
- Educated to at least GCSE level or equivalent to Grade C or above in English and Maths
- ECDL or equivalent experience of Microsoft Office package
Desirable
- Minimum of Good 3 'A' level or BTEC advanced level standard (including GCSE Maths and English C grade)
- CIPS II Qualification
Experience
Essential
- Significant experience as a buyer or administrative role
- Knowledge and experience in implementing and operating organisational policies and procedures (business functions)
- High standard of presentational ability
- Ability to prioritise with attention to detail
- Excellent telephone manner
- Excellent written and oral communication skills
- Good level of numeracy
- Problem solving skills
- Customer services
Desirable
- Proficient in the use of office equipment
Skills
Essential
- Ability to undertake a portfolio of varying activities
- Planning and Organisational Skills
- Computer literate with experience of Microsoft Office, PowerPoint, Excel, Word and Outlook with the ability to establish own database to meet the need presenting in the organisation
- Well-developed negotiation, persuasive and facilitate influencing skills
- An NHS background or specific experience working in procurement or customer service department
- Other specialist finance database experience
Desirable
- Exceptional communicator (verbal and written) with the ability to understand and impart a wide range of complex, sensitive and specialist information in different formats
- Well-developed analytical skills with the ability to deal with and interpret complex information and providing a variety of solutions/dealing with complex enquiries on a range of issues
- Familiarisation with invitation to Tender and Quote documentation and associated procedures
other
Essential
- Requires ability to work under pressure in a busy office environment
- Meets tight deadlines in a fast paced dynamic environment with high levels of performance
- Daily requirement for frequent concentration and attention to detail when checking documents/catalogues, correspondence, orders and when issuing request for tender and quote documentation
- Frequent concentration in an unpredictable workload - managing workload, external and internal enquiries
- Regular pressurised workload with some peaks and troughs
- Requires problem solving skills
- Exposure to distressing or emotional circumstances when dealing with a number of Exposure to distressing or emotional circumstances when dealing with a number of team members and directors as well as dealing with customers
- Varied and prioritisation of workload needed
- Regularly deals with customers and suppliers queries and complaints
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.
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).
Additional information
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.
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).
