Job responsibilities
The post holder will be required to develop intelligent dashboards that will allow colleagues across all HPL organisations a one stop shop to access real time information relating to the performance and delivery of the procurement service.
- To support the strategic direction of Health Procurement Liverpool by creating and maintaining robust repeatable processes for all procurement-based data.
- To provide information to support procurement projects via the maintenance and update of spend analysis from all available sources.
- Assist Procurement colleagues in the efficient requesting and processing of data for : baseline, tender evaluation, contract award, catalogue update/uploads, monthly KPIs and ongoing monitoring to enhance compliance;
- Contribute to the sharing of best practice within the Procurement team so that both internal and external data sources are engaged in an effective and consistent way.
- Support database and system developments within the department including but not limited to the trusts contracts database and procurement dashboards;
- Support in the collation, analysis and submission of nationally required data in a timely and effective manner;
- Support with data collection and procurement response to all trust(s) FOI requests;
- To work professionally aligned with the trusts informatics team in supporting the development of procurement dashboards and reports to support the delivery of the procurement strategy
Responsibilities
Collates, interprets and presents data to support the development and implementation of the Health Procurement Liverpool Strategy and provide management information to support initiation and monitoring of procurement projects
Assists the Procurement team(s) to identify savings and better practice opportunities across a range of projects.
Develops professional and intelligent dashboards that can be used both internally and externally;
Supports Procurement Managers through the collation and analysis of data and to provide relevant and innovative formats of Management Information: supporting the baseline process, providing evaluation techniques throughout the procurement process, ensuring robust data collection techniques enabling efficient creation of catalogues and monitoring compliance to all contracts, and ensuring effective data management at all times.
Ensures Trust/Supplier data is routinely received in line with business processes, and effectively managed to meet multiple outputs.
Monitors purchasing trends across the Trust, to develop category knowledge and aid the collation of market intelligence.
Provides information for the Senior Management Team to support their decision making in realising efficient business processes in re-engineering the supply chain
Provides information to support the submission of data in relation to Carter Metrics and associated procurement league tables and develops appropriate dashboards for both internal and external use.
Ensures learning from own projects is shared within the Procurement team, and the wider organisation, through active promotion of tools and techniques.
Provides input to the development and implementation of the Procurement Systems Strategy, with particular emphasis on data collection methodologies and management information tools and techniques.
Supports the P2P & Data Lead for all trust freedom of information requests (FOIs) relating to procurement information, ensuring that accurate procurement data and information is returned in a timely manner to support the trust(s) responses to FOI requests.
Source, analyse and deliver timely, high-quality complex data to senior procurement team members to support the delivery of the annual procurement CIP reports and ongoing data analysis to support new CIP schemes identified throughout the year;
Produce on a monthly basis the departments Key Performance Indicators incorporating changes and amendments as determined by the senior management team;
Generate and analyse data to meet the requirements of any local and national initiatives to include, but not limited to, Sustainability and Transformation Plans (STP) and Local Delivery Systems (LDS), the Lord Carter Recommendations as detailed in the report Review of Operational Productivity in NHS Providers along with the associated Model Hospital initiatives to maximise procurement opportunities, the Nationally Contracted Products Programme and the Procurement Partnership Board as established by HealthTrust Europe
Brings together multiple data sets from a number of organisations to support the accurate categorisation and development of a short, medium and long term procurement work plan.
Support the P2P & Data Lead for the development and delivery of procurement specific training packages across the HPL supported by the use of data analysis and specific dashboards to ensure that users maximise procurement opportunities and obtain value for money in all non-pay related spend.
Support the P2P & Data Lead with Catalogue Management and the development/uploading into systems also challenging the non-use of catalogues in order to reduce the requirement for non-catalogue requests.
Communication
Develops appropriate relationships with external suppliers to ensure automated data capture of sales information, with regular monitoring, and appropriate development for use of management information.
Provide outputs to the Procurement team to track benefits realisation, supporting the baseline process through best use of appropriate data.
Through the provision and interpretation of data, supports the Purchasing/ catalogue and compliance staff to improve business processes, aid product standardisation and enhance service development option appraisals.
Investigates and resolves queries and discrepancies.
Ensures reporting timetables are met through planning and organising workload.
Highlights opportunity for changes to working practices and procedures.
Manages own workload and contributes to team effort in support of other colleagues.
To continually review operational performance ensuring optimum resource levels to deliver customer expectations and maximise savings opportunities.
Ability to present (both verbally and visually) complex data and information to an audience of internal and external colleagues and use appropriate software/systems to support.
Contributes to relationships with NHS Supply Chain (NHS SC), Crown Commercial Services (CCS), HealthTrust Europe (HTE) and other procurement partners as appropriate to support the timely production and management of data requirements.
Actively contribute in the continuous review, development and improvement of systems, processes and services in support of the Trusts commitment to a comprehensive and coordinated approach to procurement.
Ability to think quickly and respond to requests for information with accurate detail, often within short timescales.
Create and maintain good working relationships with internal customers providing advice and guidance on matters relating to the management of data.
Analyses complex data streams often from multiple organisations as part of HPL.
Facilitates the collection of data from new sources, and interprets data as appropriate.
Inputs and manipulates data using appropriate systems and databases including design and improvement of database usage
Maintains comprehensive, up to date and accurate databases, in line with agreed processes.
Ability to interpret supplier data and information with a knowledge and understanding of products and services used within a healthcare setting.
Ability to categorise expenditure by various formats including but not limited to supplier, category, e-class, subjective codes to create work plan data and information.
Ability to convert raw data into meaningful and understandable information.
Produce data reports that aid product/service demand forecasting and projections in order to measure and monitor performance as well as aid sound business decision making.
Support with the development of KPI reports that provide detailed information on performance and early warning indicators.
To contribute to the ongoing development and monitoring of departmental performance indicators including but not limited to those identified in the HPL strategy and the Lord Carter report.
Flag data areas identified as an area for concern against set and agreed service targets, using projections and predictions to highlight potential issues early so intervention can take place.
Support with the development, issuing and collation of customer satisfaction surveys and preparing the results to ensure that they are in a presentable and understandable format.
General Duties
To ensure that when creating, managing and sharing information records it is done in an appropriate way, subject to statutory requirements and agreed security and confidentiality policies, procedures and guidelines. All employees are responsible for implementing and maintaining data quality, ensuring that records are legible and attributable and that the record keeping is contemporaneous
To adhere to relevant Code of Practice of Professional body (if appropriate)
The post holder must be flexible in the duties performed and it is expected that similar duties, not specifically listed above, will be carried out as required and may be cross site.
The duties contained in this job description are not intended to be exhaustive. The duties and responsibilities of this post are likely to evolve in line with the Trusts continued organisational development.
