Senior Buyer

Job description

Job responsibilities

Purchasing and e-procurement:

Sourcing goods and services across the Foundation Group in accordance with each Trusts Standing Orders, Standing Financial Instructions, the NHS Standards of Procurement and the Public Contract Regulations. Responsible for sourcing and purchasing of goods and services up to a value up to £50,000 including VAT. The post holder is expected to deal with the day to day procurement needs, meeting all the required operational deadlines, of the Trusts directly only referring high value contracts to Procurement Managers and escalating any issues only as required

Proactively provide procurement advice and guidance to Trust staff and suppliers in a timely manner. This may be made in via meetings, email, or telephone and must be in accordance with the Trusts Standing Financial Instructions and any laid down procedures

Manage the collection of information for electronic catalogues of goods and services supplied. Ensure the data is either collected in or transposed into prescribed format and making the electronic catalogue available to the appropriate wards and departments

Manage and coordinate supplier relationship meetings / contract reviews with Trust stakeholders and designated suppliers to ensure supplier performance. Act as the Foundation Group Procurement Shared Service representative. Dealing with any initial problems before seeking guidance from Procurement Managers

To develop specialist knowledge of suppliers and products for designated commodities so as to be able to communicate at appropriate technical level with suppliers and product and service users

Coordinate and liaise with senior ward- and departmental managers to establish protocols for the requisitions and approvers for the purchase of goods and services, and to arrange access to the systems for the processing of transactions

Assist with training users on e-procurement and purchase order processing, assisting the systems team with the preparation of training materials and setting up of new users. Reporting any system issues direct to the systems tea

Deal with enquiries/queries by suppliers, Wards and Departments relating to e-procurement - issues may be time critical and effect Hospital operations. Refer any unresolved issues to the Procurement Manager and /or Head of Procurement

Authorise requisitions for stock items

Keep the electronic catalogues up-to-date on the e-procurement system

Investigate the potential for increasing contract coverage, aggregation and migration. Investigate and lead projects around the potential for increasing contract periods, where this leads to improved efficiency and effectiveness and reduces costs. This work will involve managing complex data and will require extended periods of concentration to ensure accuracy. Where opportunities are identified, either conducts contracting work where appropriate, or escalate to the Procurement Manager or Head of Procurement

Evaluate and analyse competitive offers, taking into account factors including: whole life costing, different pricing structures and units of issue, and life expectancy/usage estimates

Maintain the departments contracts database with relevant up to date information

Investigate potential savings opportunities, particularly with regard to each Trusts and the overarching Foundation Group Procurement Shared Service, Cost Improvement Plan targets, and engage and deliver in the realisation of savings opportunities

Take the lead and deliver e-procurement system training to Trust personnel, both within the Purchasing Office and in the wider Trust

Generate purchase orders from approved requisitions in accordance with the Trusts SFIs, Police and Challenge high-value non-contract requests and amend any incorrect Purchase Orders. The use of purchasing cards when required

Training and development:

To take every reasonable opportunity to maintain and improve own professional knowledge and competence

To participate in the Trusts Personal Development Review and objective setting under the NHS Key Skills Framework, including the creation of a personal development plan

Undertake Trust mandatory training

Communication:

Develop and maintain good working relationships at all levels within the Trust to ensure that the service is delivered in an effective and efficient way to support the day-to-day activities of the Trust

Develop and maintain good working relationships with suppliers and the Trusts procurement partner to ensure efficient and effective communications regarding the procurement of goods and services and management of electronic catalogues .

Manage and coordinate supplier relationship meetings / contract review meetings with Trust stakeholders and designated suppliers to ensure supplier performance. Careful management is required as these meeting can become difficult / challenging.

Share information with Procurement department as a whole, in order to increase knowledge and awareness and to reduce the potential for errors or duplication

Attend, and contribute to, team meetings as and when required

Update and maintain the departments intranet page as required

General:

Understand the Trusts Standing Orders, Standing Financial Instructions and Guidelines to Effective Purchasing, and the Public Contract Regulations, and be able to purchase or advise according to them

This job description is not intended to be an exhaustive list and is not limited to the aspects covered above and may be subject to change from time to time

Any other duties as required which are appropriate to the grade and post.

Person Specification

Qualifications

Essential

• Educated to GCSE Standard with GCSE Level 4 in Maths and English

Desirable

• Evidence of Continuous Professional Development
• Procurement qualification (e.g. Chartered Institute of Purchasing and Supplies (CIPS)

Experience

Essential

• Experience working as part of a team and the ability to develop contacts and build networks
• Experience of working in a customer service environment
• Working knowledge of Procurement

Desirable

• Understanding of Public Contract Regulations
• Knowledge of Contract Law

Skills

Essential

• Able to present and receive information within the multi professional team
• Assertive skills
• Experience of involvement in a team based working environment
• Experience of being able to work independently to agreed outcomes and timescales
• Demonstrate self- awareness and understanding of personal accountability and ability to work within boundaries of defined procedures, guidelines and policies
• Demonstrate effective written and verbal communication skills, computer literacy
• Produce timely, accurate written/electronic records and documents
• Able to constructively challenge the status quo to ensure best value from suppliers
• Excellent problem solving skills
• Demonstrate and ability to prioritise own workload and recognise, prioritise and respond appropriately to urgent and emergency situation
• Demonstrate effective time management skills and the ability to meet deadlines

Desirable

• Evidence of negotiation and influencing skills

Personal Qualitites

Essential

• Flexible, adaptable and confident
• Caring, enthusiastic and well motivated
• Ability to work flexibly to ensure that necessary work is completed

Other

Essential

• Able to undertake manual handling and manoeuvres
• Able to Travel to other Trusts within the Foundation Group

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.

Certificate of Sponsorship

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).

Employer details

Employer name

South Warwickshire University NHS Foundation Trust

Address

Warwick Hospital

Lakin Road

Warwick

CV34 5BW

Employer's website

https://www.swft.nhs.uk/ (Opens in a new tab)