Leeds Teaching Hospitals

Purchase to Pay Manager (XN07)

This job is now closed

Job summary

Do you want to make a difference at work? Are you a team-player? Do you have an organised mind & good attention to detail? Are you happy working in a fast-paced environment? Are you a hard working, honest person? Then we want you! What will you gain? Full NHS Employee benefits including 27 days holiday + bank holidays, sick pay and a great pension. Leeds Teaching Hospitals NHS Trust are now recruiting a a Band 7 Purchase to Pay Manager. Reporting to the Head of Information and eCommerce the successful candidate must be able to work in a fast-paced environment, ideally with experience in the Public Sector. The Purchase to Pay Manager will be required to manage the procurement of goods and services across the organisation.

The successful candidate must be an excellent communicator, fully conversant with Procurement methodologies and systems and demonstrate a solid track record of stakeholder management. This will be a challenging, yet rewarding role working within a team committed to achieving best value for money

Adopting an agile working culture, the role will be 50/50 balance of both working within the office based off St James University Hospital and working for home.

Main duties of the job

Manage a team of Purchasing officers x 6

Responsible for the maintenance of the purchasing process within Leeds Teaching Hospitals

Ensure purchases are proving best value for money, in line with local and national policies

Develop system/process that are, efficient and effective within an agreed specification to the benefit of other departments.

To implement service delivery changes arising from local and national policy

To operate effective information systems to ensure accessibility of data that adds value to decision making.

Develop RPA robots to automate process to deliver measurable efficiencies

About us

The Procurement team at Leeds are well established, with a good reputation within the Trust as well as across West Yorkshire and nationally.The Leeds Teaching Hospitals NHS Trust is one of the largest Teaching Trusts in the country. Overseen by the Director of Commercial & Procurement, the team's remit is to ensure compliance across the Trust for standardised medical and non-medical equipment/services. It is also their responsibility to ensure that the Trust is being cost efficient in the obtaining of goods, whilst abiding by various legal and ethical requirements, including Carbon Reduction policy and Modern Slavery Act and the Public Contracts Regulations 2015. The teams are based out of our offices at Dolly Lane distribution centre. All of the team are highly motivated, knowledgeable and dedicated to delivering a great service to our teams and the patients we serve.

Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions.

Date posted

12 February 2024

Pay scheme

Agenda for change

Band

Band 7

Salary

£43,742 to £50,056 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

C9298-FIN-0075

Job locations

Leeds General Infirmary

Great George Street

Leeds

LS1 3EX

Job description

Job responsibilities

The purpose of the job is to provide leadership and support to the delivery of improved financial control and compliance of non-pay spend across the organisation with project team management of eProcurement systems including training as a major responsibility of the role. The post holder will ensure that the procurement of goods and services through inventory management systems and Oracle Cloud, processed in accordance with the Supplies Strategy, Trust procedures and Standing Financial Instructions.

Working as part of the Supplies and Procurement Team the post is integral to the success of the Cost Improvement Programme for the Trust.

The post holder will provide overall project management of quality and efficiency programmes based on Supply Chain Excellence projects as outlined in the Supplies Strategy. The post holder will manage, facilitate and monitor progress of the Trusts Scan4Safety projects across all sites to ensure performance improvement.

The post holder will be accountable to the Information and eCommerce Manager for ensuring the effective and timely production of the catalogue portfolio while also managing a data management team, whose work contributes to the overall effective cost efficiencies expected by the Trust and its stakeholders. The team will analyse non catalogue requisitions thereby ensuring total contract compliance and maximization of budgetary savings. The DH eProcurement Strategy (2014) mandates that all Trusts must have a Catalogue and Contract

Integral to the post is the ability to collect meaning full data based on multifaceted Supplier product information. Once collected the post holder would be expected to manipulate the information by means of in depth analysis. Trend and predictive analytic skills are also required to ensure that accurate purchasing history is readily available to the Trusts Category Management Purchasing Team.

This post also carries the responsibility for report analysis and production linked to Non-Pay expenditure circa £180m for goods and services on behalf of the Trust

Lead specialist on projects designed to promote the use of paperless requisitioning through the use of bespoke electronic Supplier catalogues based on NHS National and Local Contracts in accordance with the Supplies Strategy and interprets the national DH mandate.

The ability to design and produce complex bespoke reports is necessary, this skill would be complemented in the required ability to both create and successfully manage a portfolio of monthly Key Performance Indicators (KPIs) for Senior Procurement and Finance Managers.

Excellent communication skills are essential in this role as the establishment of user/ stakeholder groups will be required, it will also be necessary to establish working relationships with representatives from Trust suppliers. Persuades project boards and staff of the importance of complex projects, negotiates with and motivates sites on project delivery, including linking in with other initiatives, communicates very sensitive information about performance and change.

The post holder would be expected to participate in the formulation of work activities, providing all necessary data information to the team of contracting staff and data management as required. The post holder will also contribute to the yearly contracting departmental work plan, giving regular updates on milestones achieved.

The post holder will be fully conversant with the departmental objectives derived from the Supplies Strategy and Trust Standing Financial Instructions.

Liaises with external groups and attends strategic meetings as part of the NEP consortium to ensure compliance with the Oracle Cloud system and any developments to the system. Lead on-going reviews, making recommendations, profiling the advantages of electronic requisitioning, materials and inventory management to internal customers through attendance of strategic meetings and through the provision of focused work groups.

The role will interface Trust-wide across all business and clinical areas including: Theatres, Radiology, Cardiology, Supplies, Corporate Finance, Creditor Payments, Finance Systems Office, Hearing & Balance, Facilities, Pharmacy, Pathology and Corporate Information.

The position forms part of a team of 15 staff providing procurement and supply chain systems and compliance support for the Trust.

The post holder will form relationships and motivate stakeholders within the procurement and supply chain functions to ensure compliance of Trust spend to local and national negotiated contracts. The financial control of non-pay spend is key to the success of various Cost Improvement Programmes to improve service performance.

The post holder will project manage major supplies programmes around the Supplies eProcurement strategy including paperless requisitioning, inventory control, and catalogue and contract management. The role will involve ensuring compliance with the deployment of systems and national standards as mandated in the DH eProcurement strategy (April 2014) which include GS1 and Pan European Public Procurement On-Line (PEPPOL) compliance, collectively known as Scan4Safety. The objectives of the strategy are ensuring patient safety through:

The ability to identify clinical usage from procedure to patient, on a Trust to National level.

The effective measurement and efficient sourcing of goods and services at the optimum cost.

There are 792 requisitioning points across all sites covering over a thousand individual Trust end user requisitioners. The Trust placed 46,945 purchase orders and 140,936 lines to a value around £100m through Oracle during 2013/4. In addition during this period over 610,000 lines to a value of £31m were placed through the distributor route. With the move to paperless requisitioning and inventory control of high value areas these figures have increased significantly.

Patient Safety is paramount and the post involves collaborative working where there may be resistance to changing product in order to improve patient outcomes

The post holder will work with the clinical nurse specialist to ensure products within the Supplies Systems are compliant in terms of patient safety requirements and product recall through Field Safety Notices received through the Medicines and Healthcare Regulatory Product Agency (MHRA).

Management of the Data Management team is integral to this role and will include the responsibility of proactively and consistently ensuring that all electronic orders are fully compliant with Trust approved contracts and catalogues as well as the relevant Standing Financial Instructions.

The post holder will manage the training team to ensure that all training is managed and integral to every project timeline and critical path. The role ensures that on-going refresher and new starter training is managed and scheduled across Trust sites. The post holder will be responsible for the production and update of Training Needs Analysis for each requisitioning location.

The post holder will extract and analyse performance data from Oracle Cloud and materials/inventory management through the development of complex and bespoke reports.

Responsibility for achieving agreed Trust and Departmental targets and objectives in line with the Supplies Strategy. This involves collaborative working with Senior Management across functions to maximise contract compliance.

Advanced keyboard skills, in depth knowledge of analytic software and electronic procurement process