Job summary
The Procurement Systems Administrator will support the Procurement Systems Manager in the maintenance of procurement system catalogues, the contract database and other standing data in procurement system and ensured the related integrity of such data. The post-holder will support the delivery of procurement systems training and will assist user in the resolution of system generated queries.
The Procurement Systems Administrator will produce and analyse routine procurement reports and data ensuring that agreed reporting deadlines are met.
Main duties of the job
Communication
- Provide telephone and face to face support to new and existing system users.
- Liaise and negotiate with key suppliers to ensure the optimal type of ordering, and also the style and content of supplier catalogues on the system.
- Regular consultation with key end-users on system use and problem resolution.
- Develop and maintain relationships with all key stakeholders including all Divisions and Departments, other Trusts, Healthcare Organisations and Suppliers.
Service Delivery and Improvement
- Investigate and resolve system configuration or operational processing issues within procurement systems, liaising with other departments e.g accounts payable or finance systems as necessary.
- Create, maintain and amend standing data in procurement systems, ensuring that changes made have appropriate governance in line with Trust policies and procedures.
- Develop and administer electronic catalogues for use in the system, ensuring all relevant data is correct. This to include determining the appropriate point of primary catalogue data management.
People Management and Development
- Organise and deliver system user training including regularly reviewing quality and type of training provided through appropriate consultation with end-users, managers etc.
Patient Care Delivery
-
- Provide assistance to patients and visitors during incidental contact.
About us
We are a vibrant and inclusive organisation with patient care at our core. Our hard-working, talented and dedicated people work together towards a common goal - to always put ourPatient First. In fact our mission is summed up by our 'where better never stops' motto and no matter the role at UHSussex, you will play a part in driving us forwards and in improving the lives of patients across Sussex.
We treat our patients and staff with the same compassion and empathy we expect for ourselves. We're here for them when they need us, and we go above and beyond to meet their needs. This can be seen in ourwellbeing programmefor staff which is extensive and designed to support you when you need it - because we know that to look after others we must first look after ourselves.
Job description
Job responsibilities
Communication
- Provide telephone and face to face support to new and existing system users.
- Liaise and negotiate with key suppliers to ensure the optimal type of ordering, and also the style and content of supplier catalogues on the system.
- Regular consultation with key end-users on system use and problem resolution.
- Develop and maintain relationships with all key stakeholders including all Divisions and Departments, other Trusts, Healthcare Organisations and Suppliers.
- Liaise closely with Procurement colleagues, ensuring relevant information (e.g. contract information) is provided to, or obtained from, them in a timely and efficient mannerBuild and maintain the reputation of the procurement service as a highly professional and enabling business partnering service.
- Champion procurement and promote the benefits of leading procurement practices internally, resulting in procurement having a visible and high profile.
Service Delivery and Improvement
- Investigate and resolve system configuration or operational processing issues within procurement systems, liaising with other departments e.g accounts payable or finance systems as necessary.
- Create, maintain and amend standing data in procurement systems, ensuring that changes made have appropriate governance in line with Trust policies and procedures.
- Develop and administer electronic catalogues for use in the system, ensuring all relevant data is correct. This to include determining the appropriate point of primary catalogue data management.
- Ensure that the system catalogues correctly reflect product changes through timely and effective catalogue management and establish and maintain effective contracting arrangement records.
- Contribute to the ongoing technical development and use of the catalogue system including effective maintenance of procurement locations data in relevant procurement systems and maintenance of the departments contracts register.
- Extract and analyse system data and produce procurement reports, ensuring that reports are available in a timely manner and line with agreed deadlines.
- Contribute to the development and implementation of department policies and procedures for the team.
- Analyse non-pay spend on the system to identify areas of non-contracted spend and assist with the increase in contractual coverage through the integration of such work with the development of the Trust Catalogue.
- Monitor and resolve departmental software / process conflict issues.
- Ensure the correct implementation and application of procurement policies for the procurement systems team functions.
- Propose changes to procurement systems policies used within the Trust and support the implementation of policy changes.
People Management and Development
- Organise and deliver system user training including regularly reviewing quality and type of training provided through appropriate consultation with end-users, managers etc.
Patient Care Delivery
-
- Provide assistance to patients and visitors during incidental contact.
- Liaison and engagement with patients, patient representatives and patient advocates on specific projects as part of stakeholder engagement.
Job description
Job responsibilities
Communication
- Provide telephone and face to face support to new and existing system users.
- Liaise and negotiate with key suppliers to ensure the optimal type of ordering, and also the style and content of supplier catalogues on the system.
- Regular consultation with key end-users on system use and problem resolution.
- Develop and maintain relationships with all key stakeholders including all Divisions and Departments, other Trusts, Healthcare Organisations and Suppliers.
- Liaise closely with Procurement colleagues, ensuring relevant information (e.g. contract information) is provided to, or obtained from, them in a timely and efficient mannerBuild and maintain the reputation of the procurement service as a highly professional and enabling business partnering service.
- Champion procurement and promote the benefits of leading procurement practices internally, resulting in procurement having a visible and high profile.
Service Delivery and Improvement
- Investigate and resolve system configuration or operational processing issues within procurement systems, liaising with other departments e.g accounts payable or finance systems as necessary.
- Create, maintain and amend standing data in procurement systems, ensuring that changes made have appropriate governance in line with Trust policies and procedures.
- Develop and administer electronic catalogues for use in the system, ensuring all relevant data is correct. This to include determining the appropriate point of primary catalogue data management.
- Ensure that the system catalogues correctly reflect product changes through timely and effective catalogue management and establish and maintain effective contracting arrangement records.
- Contribute to the ongoing technical development and use of the catalogue system including effective maintenance of procurement locations data in relevant procurement systems and maintenance of the departments contracts register.
- Extract and analyse system data and produce procurement reports, ensuring that reports are available in a timely manner and line with agreed deadlines.
- Contribute to the development and implementation of department policies and procedures for the team.
- Analyse non-pay spend on the system to identify areas of non-contracted spend and assist with the increase in contractual coverage through the integration of such work with the development of the Trust Catalogue.
- Monitor and resolve departmental software / process conflict issues.
- Ensure the correct implementation and application of procurement policies for the procurement systems team functions.
- Propose changes to procurement systems policies used within the Trust and support the implementation of policy changes.
People Management and Development
- Organise and deliver system user training including regularly reviewing quality and type of training provided through appropriate consultation with end-users, managers etc.
Patient Care Delivery
-
- Provide assistance to patients and visitors during incidental contact.
- Liaison and engagement with patients, patient representatives and patient advocates on specific projects as part of stakeholder engagement.
Person Specification
Experience/Qualifications
Desirable
- CIPS Level 5 Advanced Diploma in Procurement and Supply; OR
- CIPS Level 3 Advanced Certificate in Procurement and Supply Operations; AND Knowledge of contract law and procurement regulations acquired through taught courses or workplace experience; OR
- Equivalent experience within a complex, service-delivery focussed organisation.
- Good written, oral and presentational skills.
- Able to present and explain procurement matters in formal and other settings to range of audiences.
- oAble to influence managers within the Trust
- oGood analytical skills and sound judgement when comparing a range of options.
- oHigh level of competency in word processing, spreadsheet and presentational software packages.
- oAble to demonstrate and explain tasks to more junior staff, new starters or non-procurement staff.
- oAble to deliver training in procurement systems on an individual basis or in small groups/
Person Specification
Experience/Qualifications
Desirable
- CIPS Level 5 Advanced Diploma in Procurement and Supply; OR
- CIPS Level 3 Advanced Certificate in Procurement and Supply Operations; AND Knowledge of contract law and procurement regulations acquired through taught courses or workplace experience; OR
- Equivalent experience within a complex, service-delivery focussed organisation.
- Good written, oral and presentational skills.
- Able to present and explain procurement matters in formal and other settings to range of audiences.
- oAble to influence managers within the Trust
- oGood analytical skills and sound judgement when comparing a range of options.
- oHigh level of competency in word processing, spreadsheet and presentational software packages.
- oAble to demonstrate and explain tasks to more junior staff, new starters or non-procurement staff.
- oAble to deliver training in procurement systems on an individual basis or in small groups/
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.
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).
Additional information
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.
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
University Hospitals Sussex NHS Foundation Trust (279)
Address
Chichester or Worthing or Haywards Heath or Brighton
Chichester or Worthing or Haywards Heath or Brighton
PO19 6SE
Employer's website
https://www.uhsussex.nhs.uk/ (Opens in a new tab)
