Job summary
Would you like to start your exciting career with the NHS, learning new skills and how to manage order enquiries, process Purchase Orders and price check products on behalf of Gloucestershire NHS? Why not apply for our fantastic opportunity which enables you to gain experience whilst achieving a nationally recognised apprenticeship qualification?
Job Title: Apprentice Customer Service Practitioner - Procurement
Division: Corporate
Department: Gloucestershire Procurement Shared Service
Responsible and accountable to: Procurement Transformation Systems & Process Manager
Terms of contract: GHNHSFT Apprenticeship Terms and Conditions,
Fixed Term (15 months)
Location: Victoria Warehouse, The Docks, Gloucester
Hours 37.5 hours per week; Monday to Friday
Main duties of the job
An excellent opportunity has arisen for a well organised and committed individual to be an Apprentice Customer Service Practitioner within Gloucestershire Hospitals NHS Foundation Trust.
The apprentice will complete a Level 2 Customer Service Practitioner apprenticeship with Adult Education in Gloucestershire whilst gaining valuable customer service, administration and purchasing experience in the Procurement Department providing services to local healthcare organisations.
This apprenticeship vacancy would be suitable for a school leaver or someone who would like a change in career who has an interest in customer service in the specialist area of procurement, purchasing of goods and services.
The apprentice will be managed by the Procurement Transformation Systems & Process Manager and be supported to carry out activities including:
- The ordering of Goods, Services and Works
- Processing enquiries received from Customers and Suppliers
- Obtaining prices and quotation
- Processing of orders compliant with the Trusts' Standing Financial Instructions, Procurement Policy and current legislation
- Supporting low value tender exercises
About us
We take pride in placing people at the centre of everything we do, working together as a united team. Driven by a shared ambition to continually grow, develop, and learn, we recognise and value every contribution. By combining our experience and skills, we not only support our vibrant, diverse communities, but also support one another.
With a team of over 9,000 employees, we are proud to be the largest employer in Gloucestershire and rank among the top 10 largest Trusts in the South West region. By joining our Trust, you will benefit from an excellent package that includes exclusive benefits, flexible working opportunities and the chance to gain valuable experience in one of our innovative hospitals. As well as generous annual leave allowance, access to the excellent NHS pension scheme, competitive bank rates, discounts at local shops and restaurants, access to two on-site nurseries, discounted public transport, reward and recognition and a range of health and wellbeing initiatives to support you.
Job description
Job responsibilities
Dimensions:
The annual non-pay expenditure of the Trusts in the health community over which the Procurement Shared Services (PSS) has influence is approximately £70m. PSS provides procurement services to the following Customers:
- Gloucestershire Hospitals NHS Foundation Trust
- Gloucestershire Health & Care NHS Foundation Trust
- Gloucestershire Managed Services
Key result areas:
- To attend all mandatory components of the Apprenticeship
- To undertake training as required and agreed with the mentor, supervisor and external assessor and complete the competencies relevant to the work area/department.
- Ability to get on well with people at all levels, communicate and work effectively as a team member
- Accept designated workload from supervisor
- Deliver a high standard of customer service dealing with visitors and telephone enquiries
- Communicate effectively with internal and external networks
- Work collaboratively with all Procurement Team members ensuring that all activities are carried out and completed to the required standard
- To be flexible, with the ability to alter activities and priorities as the need arises
- Learn skills and gain knowledge to prioritise work, taking into account workload and urgency
- Share appropriate work related information within remit
- Following training and gaining competence and confidence work independently, referring to supervisor when necessary.
- Process enquiries, requisitions and create official purchase orders for all Customers in a timely and accurate manner and in compliance with the Trusts Standing Financial Instructions, Procurement Policy and current legislation
- Take responsibility for ordering Goods, Services and Works and provide advice on the ordering process and assist Customers with queries
- Implement standard operating procedures
- Identify system errors/faults and report these as appropriate.
- Support low value tender exercises, obtain prices and quotations and liaise with customers and suppliers with regard to costs, product information as required
- Accurately and efficiently file requisitions, contracts and maintain central filing systems
- Have responsibility for personal development and complete the Intermediate (L2) Customer Service Practitioner Apprenticeship within the time frame
- Undertake any customer service or administrative and other appropriate duties, commensurate with the role as required at the request of your supervisor
The above list of duties and responsibilities is not intended to be fully comprehensive and may be amended to take account of changing circumstances or requirements following consultation with the post holder.
Communications and Working Relationships:
- Budget holders
- Clinical Staff
- Suppliers
- Senior Procurement Staff within other NHS Trusts/Special Health Authorities
- Shared Finance staff
- External Organisations and Agencies
Most Challenging part of the job:
- Process orders promptly and accurately to ensure the timing of medical/surgical procedures is not compromised by delays in the supply chain or ordering process.
- Take ownership of problems and deal effectively with difficult and challenging Customers to deliver a professional and Customer focussed procurement service.
- Demonstrate a pro-active and flexible approach to challenges, supporting and demonstrating the one-team ethos across the department.
Please see the full job description and person specification by accessing the documents under the Supporting Documents heading.
Job description
Job responsibilities
Dimensions:
The annual non-pay expenditure of the Trusts in the health community over which the Procurement Shared Services (PSS) has influence is approximately £70m. PSS provides procurement services to the following Customers:
- Gloucestershire Hospitals NHS Foundation Trust
- Gloucestershire Health & Care NHS Foundation Trust
- Gloucestershire Managed Services
Key result areas:
- To attend all mandatory components of the Apprenticeship
- To undertake training as required and agreed with the mentor, supervisor and external assessor and complete the competencies relevant to the work area/department.
- Ability to get on well with people at all levels, communicate and work effectively as a team member
- Accept designated workload from supervisor
- Deliver a high standard of customer service dealing with visitors and telephone enquiries
- Communicate effectively with internal and external networks
- Work collaboratively with all Procurement Team members ensuring that all activities are carried out and completed to the required standard
- To be flexible, with the ability to alter activities and priorities as the need arises
- Learn skills and gain knowledge to prioritise work, taking into account workload and urgency
- Share appropriate work related information within remit
- Following training and gaining competence and confidence work independently, referring to supervisor when necessary.
- Process enquiries, requisitions and create official purchase orders for all Customers in a timely and accurate manner and in compliance with the Trusts Standing Financial Instructions, Procurement Policy and current legislation
- Take responsibility for ordering Goods, Services and Works and provide advice on the ordering process and assist Customers with queries
- Implement standard operating procedures
- Identify system errors/faults and report these as appropriate.
- Support low value tender exercises, obtain prices and quotations and liaise with customers and suppliers with regard to costs, product information as required
- Accurately and efficiently file requisitions, contracts and maintain central filing systems
- Have responsibility for personal development and complete the Intermediate (L2) Customer Service Practitioner Apprenticeship within the time frame
- Undertake any customer service or administrative and other appropriate duties, commensurate with the role as required at the request of your supervisor
The above list of duties and responsibilities is not intended to be fully comprehensive and may be amended to take account of changing circumstances or requirements following consultation with the post holder.
Communications and Working Relationships:
- Budget holders
- Clinical Staff
- Suppliers
- Senior Procurement Staff within other NHS Trusts/Special Health Authorities
- Shared Finance staff
- External Organisations and Agencies
Most Challenging part of the job:
- Process orders promptly and accurately to ensure the timing of medical/surgical procedures is not compromised by delays in the supply chain or ordering process.
- Take ownership of problems and deal effectively with difficult and challenging Customers to deliver a professional and Customer focussed procurement service.
- Demonstrate a pro-active and flexible approach to challenges, supporting and demonstrating the one-team ethos across the department.
Please see the full job description and person specification by accessing the documents under the Supporting Documents heading.
Person Specification
Qualifications
Essential
- Appropriate verbal and written communication
Desirable
- GCSE Level or equivalent Grade D(3) English, or equivalent (e.g. Functional Skills Level 1 Literacy) and Mathematics GCSE Grade D(3) or equivalent (e.g. Functional Skills Level 1 Numeracy)
Experience
Essential
- Intermediate IT skills and the ability to adapt with the IT systems used by Gloucestershire Procurement Shared Services
Desirable
- An awareness of Stores, Stock Control, Distribution, Transportation, Storage and how change
Knowledge and Skills
Essential
- Good communication skills, both verbal and written and able to communicate effectively with a range of people
- Prioritise daily tasks to achieve set timescales
- Ability to work on own initiative, independently and as part of a team
- Good organisational skills
- Ability to work flexibly
Person Specification
Qualifications
Essential
- Appropriate verbal and written communication
Desirable
- GCSE Level or equivalent Grade D(3) English, or equivalent (e.g. Functional Skills Level 1 Literacy) and Mathematics GCSE Grade D(3) or equivalent (e.g. Functional Skills Level 1 Numeracy)
Experience
Essential
- Intermediate IT skills and the ability to adapt with the IT systems used by Gloucestershire Procurement Shared Services
Desirable
- An awareness of Stores, Stock Control, Distribution, Transportation, Storage and how change
Knowledge and Skills
Essential
- Good communication skills, both verbal and written and able to communicate effectively with a range of people
- Prioritise daily tasks to achieve set timescales
- Ability to work on own initiative, independently and as part of a team
- Good organisational skills
- Ability to work flexibly
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.
