Job responsibilities
Role summary
The procurement & contract manager will be responsible for strategic procurement activities across Health Procurement Liverpool (HPL) whilst supporting the Head of Procurement and Associate Director of Procurement in the development and delivery of the HPL Procurement Strategy and national procurement agendas.
The post holder will be required to support and manage a team of Procurement professionals in the identification and delivery of Procurement schemes as well as individually leading and delivering a number of high profile complex projects, which will demonstrate and deliver value for money and innovation whilst meeting the needs of all organisation(s).
The post holder will be required to provide sound Procurement advice in-line with Trust(s) standing financial instructions and EU procurement regulations to both internal Procurement team members and staff across the HPL organisations whilst engaging, building and maintaining strategic working relationships with both internal/external colleagues and suppliers.
As a strong influencer and an experienced negotiator the post holder will proactively challenge current practices and strive to deliver continuous improvement, offering better
patient experiences and outcomes through effective market testing of expenditure.
The role will also require the post holder to deliver ongoing savings, efficiencies and service improvements, through the effective planning and facilitating of regular contract management reviews with trusts key and critical suppliers. This will require a strong ability to analyse complex data and robustly manage suppliers in line with the performance management criteria set out in contracts.
The post holder will work closely with business and clinical colleagues across all HPL organisations to undertake procurement activity which will deliver innovation, meets local, national and regional green agendas whilst delivering value and quality to patient care..
The post holder will also be expected to work alongside and in tandem with the operational procurement teams (P2P and Supply Chain) to ensure the delivery of a professional, joined up and efficient procurement service. .
Key responsibilities
Team Management
Manage and support the strategic Procurement team members (see organisational chart) in the identification and delivery of procurement schemes across all HPL organisations. . Undertake recruitment, personal development planning, appraisals, performance management, objective setting and day to day supervision of the strategic procurement team.
Responsible for the development, management and delivery of the Purchasing teams procurement work plans, taking into account the priorities and requirements of HPL organisations and the resources availability to deliver these projects.
Ensure the Procurement team attends annual mandatory training courses in Health & Safety, Fire Safety and Manual Handling etc.
To ensure that the use of Information Technology contributes to improving the processes employed within the department, including but not limited to e-tendering systems, e-auctions, electronic contract management, work planning and savings databases, inventory management and e-catalogues and systems.
Maintain key relationships with the Senior Finance Team(s) to ensure an up-to-date understanding of each trusts overall financial strategy.
Promote and support Procurement development within the department.
Ensure the purchasing teams annual work plans are in-line with the Trust(s) strategic plans and are developed and managed to support the delivery of the departments and organisations Cost improvement targets.
To work closely with the operational services procurement team to ensure all stock issues and customer services requirements are fulfilled.
To work closely across the department with the P2P and supply chain manager s to
support trust project groups in relation to the implementation of new technologies such
as stock and inventory management systems, GS1, track and trace, new e-procurement cataloguing technologies and strategies.
To deputise for the Head of Procurement as and when required.
Act as a role model within the procurement team, sharing knowledge, skills and expertise and providing formal and informal training/mentoring to junior members of the procurement team.
Professional Purchasing Advice
To provide professional procurement advice in line with Trust(s) standing financial instructions and EU procurement regulations to all colleagues across HPL.
Contribute to the development of procurement policies in line with the Trust(s) Corporate Governance Manual ensuring compliance with Standing Orders, Standing Financial Instructions and the Scheme of Reservation and Delegation.
Work closely with clinical and finance staff in order to advise on the delivery of Cost Improvement Programmes and support subsequent negotiations with suppliers. Promote the delivery of procurement savings.
To provide leadership and advice to project teams to ensure that sound procurement principles are being applied.
To undertake negotiation of contracts where there may be highly complex choices that requires full analysis of options (both financial and non-financial). Obtain full stakeholder support before recommendations are made to the Executive Team/Trust Board(s).
Ensure regular supplier performance meetings are undertaken with the relevant business and clinical stakeholders and where appropriate escalate any issues through the senior management team.
Support with the effective performance management of suppliers, monitoring improvements where required and ensuring key performance indicators are developed and met.
Develop collaborative working relationship between HPL supplier base and Procurement partners, ensuring performance standards are consistently achieved, monitored and managed effectively.
Use influencing and negotiating skills in order to challenge existing practices and contractual arrangements through discussion with both Clinicians/Senior Trust staff and Suppliers to ensure appropriate future contractual agreements are entered into.
Maintaining information to capture demand, analysis, business to business trading,
contractual management, catalogue management and product control.
To attend senior trust meetings and represent procurement (both internally within HPL organisations and externally at procurement events), providing sound procurement advice and support.
Develop, write, implement, review and monitor procurement policies and procedures.
Undertake horizon scanning of suppliers and markets to ensure the latest technologies and advances in clinical products and equipment are apprised in any decision making process.
Ensure whole lifecycle costs are covered as part of business decisions.
Support the Head of Procurement and Associate Director of Procurement in opportunities for income generation and commercial arrangements as part of HPL.
Strategic Purchasing
To develop relationships with various external Procurement organisations and appraise opportunities for financial and clinical advantages whilst delivering contractual compliance.
Review the supply chain within the organisation and seek new sources of supply to ensure that the purchasing of all goods and services remains cost effective and demonstrates value for money.
Collaborate with other NHS Trusts and or other public sector organisations in order to deliver best value for money/best practise solutions.
Support in the delivery of the HPL procurement strategy.
Identify opportunities for further service development/enhancement considering opportunities for rationalisation and standardisation of products and services.
Develop and maintain sustainable relationships between the HPL Trust(s) and its suppliers.
Support and provide advice to stakeholders and end users in the development of effective product/service specifications, ensuring appropriate KPIs are developed and included in contracts to ensure accurate monitoring of perfromance.
Provide support and assistance in the effective monitoring and management of Contracts across HPL organisation(s).
Identify and deliver efficiencies within HPLs purchasing activity and contribute to the Trust(s) overall annual savings target.
Undertake quotations, local tendering and EU tendering exercises ensuring adherence to Trust standing financial instructions and EU Procurement regulations.
Ensure the procurement team are aware of any local, regional or national changes in relation to public sector procurement regulations and implement any required amendments to team processes accordingly to ensure compliant procurement activity.
General
To plan and organise own workload and that of the Procurement team in conjunction with the Head of Procurement.
To represent the Procurement department at internal (HPL) and external business meetings.
The post holder has a duty to ensure risks to individuals, to patients and visitors or to the Trusts functioning and reputation have been assessed and managed. Risks that cannot be adequately controlled must be reported upward through the organisation (to the Head of Procurement) so that the risks can be identified and reported to the Board and assurance obtained that the organisation as a whole is managing risk.
The post holder is required to work with autonomy, whilst upholding Departmental requirements and professional standards. The post holder will comply with the values of the Walton Way.
Any other duties as required. This job description is not intended to be exhaustive but to indicate the main responsibilities of the post and may be amended from time to time after consultation with the post holder.
