Job responsibilities
Key responsibilities
Purchasing and Commercial Activity
To manage, lead, and, where applicable, personally undertake purchasing activity for the designated categories
To ensure all purchasing activity is conducted in accordance with Trust Standing Orders and Standing Financial Instructions and all other relevant regulations and legislation including EU Public Contracts Regulations2015.
To manage purchasing activities including competitive quotation and tendering exercises, including OJEU tenders.
To advertise contract opportunities on Contracts Finder, as appropriate.
To develop specialist knowledge of suppliers and products for designated categories so as to be able to communicate at appropriate technical level with suppliers and product and service users.
To develop strategies for individual categories taking into account market conditions, internal and external trends, internal resources and benchmarking information and presenting options to Trust Managers.
Contributes to external surveys or audits where the information is beneficial to the Trusts purchasing activities.
To develop, in conjunction with product and service users, specifications prior to the invitation of quotations and tenders. (HR ref number) Job Matched at GEH NP705
To determine and implement the appropriate supply route and methods of supply for individual products so as to minimise the overall costs to the Trust.
To develop and maintain a knowledge of purchasing arrangements negotiated by other bodies (e.g. NHS Supply Chain, Crown Commercial Service, HealthTrust Europe) which are available for use by the Trust and utilising these where they represent best value to the Trust.
To identify and evaluate potential sources of supply and to develop and promote new suppliers where this will provide benefits to the Trust.
To prepare invitation to quotation and tender documents in accordance with agreed procedures and to ensure that all such documentation is to a high standard and is relevant to the specific goods/services being purchased.
To conduct competitive quotation and tender exercises in accordance with agreed procedures for both period contracts and one-off purchases.
To prepare summaries of quotations and tenders and, in conjunction with project teams/budget holders, evaluate offers and make recommendations as to the award of business.
To prepare competitive quotation and tender evaluation reports for approval at the designated level including the Trust Board.
To carry out complex procurements for high value contracts, developing appropriate evaluation methods.
To prepare contract award documents in accordance with agreed procedures and to ensure that all such documentation is to a high standard and is relevant to the specific goods/services being purchased.
To ensure that the contracts work plan is maintained for designated activity so that all contracts are tendered in accordance with agreed timescales and that the work plan accurately reflects current activity.
To agree and monitor the work plan of junior staff members.
To contribute to the achievement of the departments agreed annual savings target by identifying, implementing and recording cost savings opportunities. This will include consideration of alternative products, rationalisation or standardisation of products and suppliers, identification and evaluation of potential sources of supply and to develop and promote new suppliers where this will provide benefits to the Trust, to resist and challenge all requests for price increases in accordance with Trusts Quality Efficiency Programme and the Department of Healths Zero Inflation Policy, undertaking specific projects which form part of the Trusts Quality Efficiency Programme and to ensure the accurate recording of cost improvements and that they are appropriately allocated against agreed targets.
To participate and support in purchasing activity undertaken on behalf of the Trust by HealthTrust Europe and other collaborative procurement bodies including provision of activity data, and attendance at meetings as a representative of the Trust.
To liaise with NHS Supply Chain buyers and purchasing managers to ensure that designated purchasing activity is conducted in accordance with national policies and strategies.
To develop and maintain effective working relationships with external organisations including NHS Supply Chain
To develop a strategic approach to supplier management by identifying strategic suppliers and ensuring that positive relationships are developed which maximise the benefits of the Trust.
To ensure that appropriate systems are in place for the on-going monitoring of supplier performance.
To ensure the contracts database and savings tracker are updated and maintained with accurate and timely information.
To analyse purchasing information and create/ provide reports for users which assist with the purchasing process and the identification of savings.
To participate in project teams and to attend project team meetings as required, and ensuring that required equipment and services are purchased to the agreed budget and timescales.
To contribute to the development of purchasing policies and practices including those which impact on other departments.
General Management
To manage all staff within the designated team ensuring that tasks and responsibilities are clearly allocated and appropriately monitored and that changing demands and emergency situations are appropriately addressed.
To participate in the recruitment of staff within the team together with the induction, development and training of staff, including the conduct of annual staff appraisals and the agreement of personal development plans.
To guide, train and mentor staff as appropriate.
To undertake performance, disciplinary, sickness and absence reviews in accordance with trust policies.
To resolve staffing issues effectively.
To be responsible for managing and prioritising own workload and that of the team.
To provide induction and up-date training for non-procurement members of staff on aspects of procurement.
To ensure and monitor compliance with Health and Safety/Risk Management legislation and regulations and associated Trust and Department procedures.
To develop a culture that encourages the use of initiative, individual and team responsibility and open communication. In particular to ensure that time and resources are managed through effective teamwork, leadership and motivation across the Procurement function.
To actively promote the role and raise the awareness of the department, taking a proactive approach in offering advice and guidance in all matters relating to procurement.
To contribute to the development and implementation of effective and efficient processes and procedures including electronic systems and template documentation.
To ensure that data for electronic catalogues is readily available and accurately maintained.
To measure and monitor the Teams performance against applicable quality standards and to ensure compliance with recognised best practice.
To contribute to the review and development of performance targets and ensure effective monitoring of these through an agreed set of performance indicators.
To be aware of factors affecting the Teams ability to meet targets and to recommend and implement remedial action where necessary, liaising with staff and customers as appropriate.
To operate and ensure compliance with relevant Trust HR and Health and Safety regulations.
To ensure that systems are in place which identify and minimise risks to the Trust and that appropriate records are maintained.
To ensure that appropriate systems and procedures are in place for the accurate and efficient maintenance of filing and other information retrieval systems.
To maximise the use of computerised and automated information retrieval systems including the use of the internet/intranet for obtaining and communicating information
To ensure that appropriate systems are in place to maintain high standards of security of all goods, information, and premises and to ensure that all security incidents are reported and responded to in accordance with agreed procedures
