Job summary
An exciting opportunity has arisen to join Imperial College Healthcare NHS Trust as a key member of the Finance and Procurement team
We are looking for an enthusiastic, highly motivated eCommerce assistant Officer to join our Procurement team. The duties of the post will include, but not limited to:-
Managing our eFinancial/ eProcurement product catalogue, liaising with supplier and dealing with queries, e.g. invoice related, which arise.
Providing training and support to the Procurement team and end-users throughout the Trust.
Taking a proactive role in the updating, testing and maintaining of the software systems within the Procurement Department, using your skills to produce reports for colleagues.
Be responsible for supporting the stock management systems which impact on the Procurement department.
The ideal candidate should enjoy working as part of a team, be motivated, keen to learn and able to influence. Someone who is able to methodically deal with information and data, an enthusiastic, well organized person with experience of working with the Purchasing and Supply environment.
Main duties of the job
-To provide admin support to the Procurement department for the Trust's Procurement Systems including, but not limited to ABS eFinancials, eProcurement & Finance Programme Manager (FPM), NHS SC online ordering and reports, Due North eSourcing and contract management, Business Objects and Inventory Management Systems.
- The eCommerce Assistant will work to ensure the provision of high quality data to support communications and engagement is maintained with allied services such as Finance, Accounts Payable and departmental budget holders across the Trust.
- The post holder be responsible for maintaining all procurement catalogue data, cleansing and enriching data where required to facilitate the provision of management information to appropriate stakeholders.
About us
At Imperial College Healthcare you can achieve extraordinary things with extraordinary people, working with leading clinicians pushing boundaries in patient care. Become part of a vibrant team living our values - expert, kind, collaborative and aspirational. You'll get an experience like no other and will fast forward your career.
Benefits include career development, flexible working and wellbeing, staff recognition scheme. Make use of optional benefits including Cycle to work, car lease schemes, season ticket loan or membership options for onsite leisure facilities.
IMPORTANT:
As part of our continued response to COVID19 we are conducting the majority of our interviews virtually.
Covid-19 full vaccination is a condition of employment for this role unless exemption applies. During the recruitment process we will request proof of full vaccination.
We are committed to equal opportunities and improving the working lives of our staff and will consider applications to work flexibly, part-time or job share. Please talk to us at interview about flexibility you may need.
The Trust reserves the right to close this vacancy early if we receive 50 applications before the advertised closing date. When the vacancy has closed your application will transfer to Trac Recruitment System.
Please ensure you check your emails regularly throughout the recruitment process.
Job description
Job responsibilities
Communication
Assist in providing data to support to senior Finance and operational managers on procurement systems and financial analysis.
- Assist in the provision of regular complex output reports and KPIs to the Head of Purchasing.
- Support the users and stakeholders of Procurement Systems, appropriately in relation to working process changes.
- Provide assistance to stakeholders using Purchasing Systems and resolve problems.
- Work with the Accounts Payable and Finance teams to resolve price, purchase order and invoice queries.
- Actively encourage good practice of Electronic Commerce throughout the Trust and with all external resource.
Analytical & judgement
- Manage and validate product catalogues provided for upload into the Trust eProcurement System(s) to ensure good quality data management and accurate catalogue information.
- Provide various expenditure and activity based reports such as historical purchasing and contract data, including products, departmental activity, category spend, suppliers and supply chain performance to enable the team to make strategic purchasing decisions.
- A number of procurement systems will be directly linked to the Trust's Finance and systems requiring a detailed understanding of these critical application and how they interact.
- Considerable expertise in data analysis will be required including advanced excel techniques such as formulas, v-lookups and pivot tables as well as competency in Business Objects reporting.
Planning & Organisation
- The Post Holder will be responsible for the delivery of a first class support service to all stakeholder in the Trust.
- Responsible to take ownership of own workload and the initiative to handle complex projects within agreed time scales.
Policy/Protocol & Service Development
- Support the eCommerce Manager in reviewing and updating Procurement Systems policies and procedures in line with the Trust(s) requirements.
- Responsible to be fully conversant with all the Trusts Standing Financial Instructions and Standing Orders, Departmental policies and procedures and any procurement legislation to ensure all probity in purchasing activity.
- Assist the Procurement departments in accurately responding to internal and external request for information under the FOI Act.
- To apply stringent quality control procedures and processes to all data submitted for entry to the catalogue, with a view to maintaining only the highest standards of data quality.
- Ensure all procurement systems and processes reflect end user and Finance department requirements and are compliant with the Trust's Standing Financial Instructions.
Financial Responsibility
Responsible for ensuring accurate data is entered and on-going maintenance and analysis of the data on the Trusts Purchasing Systems. Responsible for using and developing report writing for the Procurement KPIs through Business Objects and other means.
Responsibility for Human Resources
- Assist in developing the procurement systems teams processes and practices. Prioritise the team activity and use of resources appropriately.
- Responsible for the support of the Purchasing Department and wider Trust, where appropriate, in the use of all procurement systems
Responsibility for Information Technology
- Ensure the provision support to the Procurement department for the Trusts Procurement Systems.
- Log, investigate and resolve issues with procurement systems and processes and action change where necessary.
- To support the systems team on implementations and transitional management to an e-enabled Procurement environment.
- Ensure that all Trust Catalogues provided by other areas of the purchasing department are loaded, and maintained in an agreed format and to an agreed standard. Will be responsible for ensuring the appropriate management of all procurement catalogue data, cleansing and enriching data where required to facilitate superior management information.
Responsibility for Research & Development
- Actively engage stakeholder in both the deployment and subsequent management of stock management systems, providing training and support as required to ensure the optimal functioning of the system
- Assist the purchasing systems manager in sourcing, evaluation and making recommendations via detailed reports and business cases for best fit procurement systems and operational process improvements.
- Assist in the strategic development of procurement systems to meet the Trusts strategic targets. By helping to produce plans for scoping, implementing and managing procurement systems and ensuring they meet on-going operational and strategic objectives.
General Responsibilities
- Provide cover for colleagues as appropriate.
- Assist in producing ad hoc reports and in project work.
- Undertake any other duties requested as appropriate to the banding.
Scope and Purpose of Job Description
A job description does not constitute a term and condition of employment. It is provided only as a guide to assist the employee in the performance of their job. The Trust is a fast moving organisation and therefore changes in employees duties may be necessary from time to time. The job description is not intended to be an inflexible or finite list of tasks and may be varied from time to time after consultation/discussion with the postholder.
Job description
Job responsibilities
Communication
Assist in providing data to support to senior Finance and operational managers on procurement systems and financial analysis.
- Assist in the provision of regular complex output reports and KPIs to the Head of Purchasing.
- Support the users and stakeholders of Procurement Systems, appropriately in relation to working process changes.
- Provide assistance to stakeholders using Purchasing Systems and resolve problems.
- Work with the Accounts Payable and Finance teams to resolve price, purchase order and invoice queries.
- Actively encourage good practice of Electronic Commerce throughout the Trust and with all external resource.
Analytical & judgement
- Manage and validate product catalogues provided for upload into the Trust eProcurement System(s) to ensure good quality data management and accurate catalogue information.
- Provide various expenditure and activity based reports such as historical purchasing and contract data, including products, departmental activity, category spend, suppliers and supply chain performance to enable the team to make strategic purchasing decisions.
- A number of procurement systems will be directly linked to the Trust's Finance and systems requiring a detailed understanding of these critical application and how they interact.
- Considerable expertise in data analysis will be required including advanced excel techniques such as formulas, v-lookups and pivot tables as well as competency in Business Objects reporting.
Planning & Organisation
- The Post Holder will be responsible for the delivery of a first class support service to all stakeholder in the Trust.
- Responsible to take ownership of own workload and the initiative to handle complex projects within agreed time scales.
Policy/Protocol & Service Development
- Support the eCommerce Manager in reviewing and updating Procurement Systems policies and procedures in line with the Trust(s) requirements.
- Responsible to be fully conversant with all the Trusts Standing Financial Instructions and Standing Orders, Departmental policies and procedures and any procurement legislation to ensure all probity in purchasing activity.
- Assist the Procurement departments in accurately responding to internal and external request for information under the FOI Act.
- To apply stringent quality control procedures and processes to all data submitted for entry to the catalogue, with a view to maintaining only the highest standards of data quality.
- Ensure all procurement systems and processes reflect end user and Finance department requirements and are compliant with the Trust's Standing Financial Instructions.
Financial Responsibility
Responsible for ensuring accurate data is entered and on-going maintenance and analysis of the data on the Trusts Purchasing Systems. Responsible for using and developing report writing for the Procurement KPIs through Business Objects and other means.
Responsibility for Human Resources
- Assist in developing the procurement systems teams processes and practices. Prioritise the team activity and use of resources appropriately.
- Responsible for the support of the Purchasing Department and wider Trust, where appropriate, in the use of all procurement systems
Responsibility for Information Technology
- Ensure the provision support to the Procurement department for the Trusts Procurement Systems.
- Log, investigate and resolve issues with procurement systems and processes and action change where necessary.
- To support the systems team on implementations and transitional management to an e-enabled Procurement environment.
- Ensure that all Trust Catalogues provided by other areas of the purchasing department are loaded, and maintained in an agreed format and to an agreed standard. Will be responsible for ensuring the appropriate management of all procurement catalogue data, cleansing and enriching data where required to facilitate superior management information.
Responsibility for Research & Development
- Actively engage stakeholder in both the deployment and subsequent management of stock management systems, providing training and support as required to ensure the optimal functioning of the system
- Assist the purchasing systems manager in sourcing, evaluation and making recommendations via detailed reports and business cases for best fit procurement systems and operational process improvements.
- Assist in the strategic development of procurement systems to meet the Trusts strategic targets. By helping to produce plans for scoping, implementing and managing procurement systems and ensuring they meet on-going operational and strategic objectives.
General Responsibilities
- Provide cover for colleagues as appropriate.
- Assist in producing ad hoc reports and in project work.
- Undertake any other duties requested as appropriate to the banding.
Scope and Purpose of Job Description
A job description does not constitute a term and condition of employment. It is provided only as a guide to assist the employee in the performance of their job. The Trust is a fast moving organisation and therefore changes in employees duties may be necessary from time to time. The job description is not intended to be an inflexible or finite list of tasks and may be varied from time to time after consultation/discussion with the postholder.
Person Specification
Education
Essential
- NVQ Level 4 equivalent qualification or equivalent relevant experience
- Recognised continuing professional development at an advanced level
- Data mining and interpretation and Report generation
Desirable
- Degree or equivalent in IT systems or related field
- Corporate/Student member of the Chartered Institute of Purchasing and Supply
- Finance knowledge
Skills
Essential
- IT literate with data/information management (evaluation, analysis, reporting and archiving skills)
- Programme and project management
Desirable
- Commercial acumen within procurement
- Ability to identify, develop, nurture and promote innovate approaches to service development
Experience
Essential
- Excellent analytical skills.
- Proven relevant experience
- Well-developed political awareness, influencing, and conflict resolution skills.
- Well-developed delegation, people and workload management skills
Desirable
- Fact based dynamic decision making
- Meets tight deadlines in a fast paced dynamic environment with consistently high levels of performance
Person Specification
Education
Essential
- NVQ Level 4 equivalent qualification or equivalent relevant experience
- Recognised continuing professional development at an advanced level
- Data mining and interpretation and Report generation
Desirable
- Degree or equivalent in IT systems or related field
- Corporate/Student member of the Chartered Institute of Purchasing and Supply
- Finance knowledge
Skills
Essential
- IT literate with data/information management (evaluation, analysis, reporting and archiving skills)
- Programme and project management
Desirable
- Commercial acumen within procurement
- Ability to identify, develop, nurture and promote innovate approaches to service development
Experience
Essential
- Excellent analytical skills.
- Proven relevant experience
- Well-developed political awareness, influencing, and conflict resolution skills.
- Well-developed delegation, people and workload management skills
Desirable
- Fact based dynamic decision making
- Meets tight deadlines in a fast paced dynamic environment with consistently high levels of performance
Additional information
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).
