Job summary
This role will support the Procurement
team to deliver an efficient service. The role will support a team of Buyers
sourcing and procurement goods and services across the Trust and community
services.
The
position will require an understanding of general procurement requirement,
generate requests on the e-procurement system and NHS Supply chain portal,
monitor leases and undertake administration tasks to ensure the service
responds to the Trust needs.
Main duties of the job
The role requires
good IT skills as the team utilise a number of IT system, a good understand of
excel and work to support administration skills and a general understand of
public sector procurement.
Orders are required
to be raised daily for general consumables and services and then monitored for
delivery.
The
hours are flexible over three days and the department offers full training and
support.
About us
#BeKnown
at West Suffolk NHS Foundation Trust. By us. By our patients. By our community
Were
a busy, friendly, rural NHS Trust providing high-quality care and compassion to
more than a quarter of a million people across west Suffolk. We care for,
treat and support people in hospital, at home and in various community
settings.
The
West Suffolk Hospital in Bury St Edmunds provides acute and secondary care
services (emergency department, maternity and neonatal services, day surgery
unit, eye treatment centre, Macmillan unit and childrens ward). It has 500+
beds and is a partner teaching hospital of the University of Cambridge.
Adult
and paediatric community services, provided in collaboration with West Suffolk
Alliance partners, include a range of nursing, therapy, specialist, and ongoing
temporary care and rehabilitation, some at our Newmarket Community Hospital.
We
do our utmost to achieve outstanding clinical outcomes for patients and our
values of fairness, inclusivity, respect, safety and team work guide how we
work and behave as a team.
With
nearly 5,000 staff, from all over the world, we strive to make our organisation
a great place to work. Whatever your role or ambition, we want to help you be
the best you can be.
We
promote a diverse and inclusive community where everyones voice counts and you
can #BeKnown for whoever you are.
Join
us. What will you #BeKnown for?
Job description
Job responsibilities
Please see job description for full details.
KEY TASKS:
Check
requisitions against national contracts and Local Contracts.
Raise
orders against contracts in the Purchase Order Processing system, quoting
contract numbers to ensure correct invoicing details.
Raise
orders with values below the quotation / tender thresholds as per SFIs
following verbal requested for prices from the supplier base. Evaluate prices
and carry out a cost analysis (prices versus costs). Inform the customer of the
outcome, if applicable.
Ensure
goods requiring proofs or samples are authorised by the customer before order
is raised.
For
items that come into the categories of compliance of Fire Health &
Safety and E.C. regulations ensure the items comply with any relevant
E.B.M.E department for the approval before placing the order.
The
post holder will work with various procurement systems including NHS Supply
Chain online ordering system, Spend Comparison Service, ADB Multiquote and any
other system as required in the sourcing of goods and services for user
departments.
Maintains
the Trusts product catalogue system keeping it up to date and carrying out
amendments and additions as required
Carry
out weekly expediting processes.
To
investigate the possibilities of using alternative products at lower cost by
assisting with pilots and evaluating the results with the Head of Procurement.
Respond
to customers queries in a timely and efficient manner.
Takes
responsibility to ensure that the routine office administration associated with
the operation of the Department is completed in a timely manner.
To
assist with the receipting of goods and file relevant paperwork.
Prioritise
urgent requirements.
PLANNING
Identify
priorities.
Organise
time to enable the delivery of a satisfactory service.
Identify
areas for aggregated spend.
TRAINING
Attend
mandatory training and refresher training when necessary.
Undertake
appropriate learning and development as identified through regular appraisals
and reviews in line with Personal Development Plan.
Adhere
to NHS and Trust standards, policy, procedure and guidance.
Keep
abreast of new legislation and initiatives to ensure the Trust is leading in
all areas of procurement.
To
participate in personal development eg. Apprenticeship in CIPS (Chartered
Institute of Procurement and Supply).
To
assist in the induction and training of new members of staff.
INFORMATION TECHNOLOGY
Manage
and maintain effective systems for the collection and evaluation of information
to support robust governance processes.
Ensure
systems are in place and are maintained and developed to manage information on
education and training requirements including mandatory and statutory training
Job description
Job responsibilities
Please see job description for full details.
KEY TASKS:
Check
requisitions against national contracts and Local Contracts.
Raise
orders against contracts in the Purchase Order Processing system, quoting
contract numbers to ensure correct invoicing details.
Raise
orders with values below the quotation / tender thresholds as per SFIs
following verbal requested for prices from the supplier base. Evaluate prices
and carry out a cost analysis (prices versus costs). Inform the customer of the
outcome, if applicable.
Ensure
goods requiring proofs or samples are authorised by the customer before order
is raised.
For
items that come into the categories of compliance of Fire Health &
Safety and E.C. regulations ensure the items comply with any relevant
E.B.M.E department for the approval before placing the order.
The
post holder will work with various procurement systems including NHS Supply
Chain online ordering system, Spend Comparison Service, ADB Multiquote and any
other system as required in the sourcing of goods and services for user
departments.
Maintains
the Trusts product catalogue system keeping it up to date and carrying out
amendments and additions as required
Carry
out weekly expediting processes.
To
investigate the possibilities of using alternative products at lower cost by
assisting with pilots and evaluating the results with the Head of Procurement.
Respond
to customers queries in a timely and efficient manner.
Takes
responsibility to ensure that the routine office administration associated with
the operation of the Department is completed in a timely manner.
To
assist with the receipting of goods and file relevant paperwork.
Prioritise
urgent requirements.
PLANNING
Identify
priorities.
Organise
time to enable the delivery of a satisfactory service.
Identify
areas for aggregated spend.
TRAINING
Attend
mandatory training and refresher training when necessary.
Undertake
appropriate learning and development as identified through regular appraisals
and reviews in line with Personal Development Plan.
Adhere
to NHS and Trust standards, policy, procedure and guidance.
Keep
abreast of new legislation and initiatives to ensure the Trust is leading in
all areas of procurement.
To
participate in personal development eg. Apprenticeship in CIPS (Chartered
Institute of Procurement and Supply).
To
assist in the induction and training of new members of staff.
INFORMATION TECHNOLOGY
Manage
and maintain effective systems for the collection and evaluation of information
to support robust governance processes.
Ensure
systems are in place and are maintained and developed to manage information on
education and training requirements including mandatory and statutory training
Person Specification
Qualifications
Essential
- GCSE (or equivalent) qualifications to demonstrate a good standard of general education.
- CIPS apprenticeship or NVQ level 2 or equivalent
Desirable
- Use of Microsoft Office programmes including Word, Excel and Outlook
Experience
Essential
- Experience in Procurement goods / services
- Proven ability to work without supervision
- To be able to use own initiative
- Customer service experience
Desirable
- Experience of working in the Public Sector
- EU Directive relating to Procurement in the Public sector
- Experience of using a range of information systems
Skills & Abilities
Essential
- Computer literate
- Ability to communicate with all levels of staff/suppliers.
- Good literacy and numeracy skills
- Ability to plan and prioritise own workload
- Able to work effectively within a team environment
Desirable
- Ability to pass on information in an easily understood way
- Product knowledge
- Knowledge of Trust Standing Financial Instructions
Personal Qualities
Essential
- Flexible approach to working hours and duties
- Evidence of good attendance and timekeeping
- Able to cope with new and changing demands
Desirable
- Ability to cope under pressure
Person Specification
Qualifications
Essential
- GCSE (or equivalent) qualifications to demonstrate a good standard of general education.
- CIPS apprenticeship or NVQ level 2 or equivalent
Desirable
- Use of Microsoft Office programmes including Word, Excel and Outlook
Experience
Essential
- Experience in Procurement goods / services
- Proven ability to work without supervision
- To be able to use own initiative
- Customer service experience
Desirable
- Experience of working in the Public Sector
- EU Directive relating to Procurement in the Public sector
- Experience of using a range of information systems
Skills & Abilities
Essential
- Computer literate
- Ability to communicate with all levels of staff/suppliers.
- Good literacy and numeracy skills
- Ability to plan and prioritise own workload
- Able to work effectively within a team environment
Desirable
- Ability to pass on information in an easily understood way
- Product knowledge
- Knowledge of Trust Standing Financial Instructions
Personal Qualities
Essential
- Flexible approach to working hours and duties
- Evidence of good attendance and timekeeping
- Able to cope with new and changing demands
Desirable
- Ability to cope under pressure
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
West Suffolk NHS Foundation Trust
Address
West Suffolk Hospitals Nhs Trust
Hardwick Lane
Bury St. Edmunds
Suffolk
IP332QZ
Employer's website
https://www.wsh.nhs.uk (Opens in a new tab)
