The Mid Yorkshire Teaching NHS Trust

E-Procurement Officer - Operational

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Job summary

Are you interested in a career in the NHS or looking for a new challenge, the Procurement and Supplies Department has an exciting opportunity for two E-Procurement Officers to join our team.

This an excellent opportunity for an enthusiastic, motivated outgoing person to be responsible for the day-to-day management and coordination of the materials management team workload and performance, including all systems and processes pertaining to a proactive materials management function including, ordering, stock management and associated supplier and product management to enable the delivery of a best in class procurement and e-procurement service.

The successful applicant needs to demonstrate attention to detail, communication and teamwork skills plus confidence and professionalism.

Our staff are an important part of the hospital team and provide a great service working to support wards and our wonderful nursing teams to make sure they have all the products they need to take care of our patients.

Please note applicants must be available for face to face interview. Remote interviews cannot be accommodated.

Main duties of the job

Take responsibility for the day-to-day management and coordination of the materials management team workload and performance, including all systems and processes pertaining to a proactive materials management function including, ordering, stock management and associated supplier and product management.

Foster a highly professional and responsive client service approach. Proactively interfacing with other departments about requirements. Seek to influence and encourage clients towards standardisation of products and waste reduction. Implement change to continuously improve the service and deliver better value.

Proactively undertake training on the procurement system within the Trust.

Produce accurate reports and analyse data and external benchmarking information, highlighting areas for improvement.

Support colleagues to improve the service, enhance expertise and build capability.

To be responsible for purchasing activities which contribute to the provision of a cost effective and responsive professional purchasing and supplies service ensuring compliance with legislation, national and local policies, linking into specific project work within procurement.

About us

We provide care and support to over a million people in Wakefield and Kirklees in their homes, community settings and across our three hospital sites at Pontefract, Dewsbury and Pinderfields (Wakefield).

Always striving for excellence, we are at the forefront of innovation and research, and we invest in teaching and the development of our workforce.

We live by our values of caring, improving, being respectful and maintaining high standards. We listen and learn because we aim to make Mid Yorkshire the best place to work and receive care.

We value diversity and welcome talent and enthusiasm irrespective of age, disability, neurodivergence, sex, gender identity and gender expression, race or ethnicity, religion or belief, sexual orientation, or other personal circumstances including providing unpaid carers support to someone with a health and care need. As ethnic minority groups, members of the LGBTQ+ community, and people with a disability/neurodivergence are currently under-represented across the organisation, we encourage applications from members of these groups. We have policies and procedures to ensure all applicants are treated fairly and consistently.

We are proud of our staff networks - who offer valuable guidance and feedback from those with lived experience.

We have a clear vision and you could be part of this! If you share our values and you want to make a difference to the lives of our patients and their families and carers, we would love to hear from you.

Date posted

22 May 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year

Contract

Permanent

Working pattern

Full-time

Reference number

C9377-CORP0616

Job locations

Pinderfields Hospital

Aberford Road

Wakefield

West Yorkshire

WF1 4DG

Job description

Job responsibilities

Day to day management of workload and performance of the materials management function, including all systems and processes pertaining to a proactive materials management function including, ordering, stock management and associated supplier and product management.

Responsible for the materials management and logistics staff, ensuring all staff have appropriate workload and information needed to undertake work. Manage and allocate duties to the team.

Manage rotas, ensuring enough cover is available throughout the year and in particular periods of high demand or seasonal holidays.

Deputises for peers during period of planned or unplanned absence to ensure continued customer support and when necessary, provide cover for any team duties and staff during period of planned or unplanned absence to ensure continued customer support.

Meets with staff on a 1 to 1 basis to discuss operational performance. To contribute to the continuous development and performance of the Supplies Department by participating in development activities and by suggesting areas of departmental and personal improvement.

To provide resilience support.

To undertake the roll out of e-procurement Trustwide providing update to the Procurement Team leader on the roll out and actions undertaken.

To be responsible for ensuring queries are delegated and actioned in a timely manner

Maintain the user and roles database ensuring that all systems are updated to reflect correct access and permission.

Responsible for ensuring that the cataloguing system is up to date liaising with the system provider and key suppliers to ensure optimum transactions.

Responsible for ensuring that catalogue loads and items within procurement systems are loaded accurately. Support initiatives to maintain the accuracy and availability of catalogues.

Carry out the role of Systems Administrator for procurement systems such as but not limited to NHS Supply Chain, Oracle (NEP), Inventory.

Assist in developing standard operating procedures and user guides for use of e-procurement systems, to be utilised both within the service and external departments.

Identify services that would benefit from improvements in e-procurement increase the efficiency of those you support and take action.

Listen to the needs of clients and engage in productive discussions about options.

Work closely with the MYQIS team with the implementation of the 5S assignments and projects in the wards and departments within the organisation.

Encourage users to source via the electronic catalogues. To identify products for use in inventory management.

Enhance user knowledge by disseminating information to update on the e Procurement system.

Management of out of stock and / or demand managed product process including the sourcing and trialling of alternatives alongside the clinical procurement team.

Monitor and analyse data highlighting frequently ordered items to be added to the catalogue.

Use statistical formulae to ensure information is user friendly and accurate conclusions can be made by other users.

Provide data and reports for the team and end users.

Produce management information, in report format, to assist in the setting of stock levels and budget maintenance.

Supervise materials management team in the absence of Procurement Team leader. Deputise as necessary.

Participates in the identification of savings and monitoring purchasing performance to achieve savings. Seek opportunities by highlighting source of supply.

To contribute and participate in benchmarking activities for the Supplies function with particular focus on benchmarking of products between direct supply and supply chain for products not under materials management.

To transfer new and replacement products into the supply chain engaging with clinical procurement and contracting colleagues.

Undertake the e-procurement training which will be delivered on a 1:1 basis or small groups Trust wide.

Work closely with department peers and gain an understanding of their roles.

To make decision on the most appropriate route to market by reviewing options on orders and supply. Advise Trust colleagues on best source and route of supply for goods and services.

Work with WYAAT (and ICS as appropriate) colleagues and attend meetings where required.

General

Assists with the implementation of Supplies policies and objectives as set out by the Head of Supplies and general requirements as set out by the Department of Health / NHSI. Assist with the implementation and smooth operation of all purchasing systems.

To be aware of the appropriate ethics/behaviour in transacting public business and display a high standard of conduct and professional approach when in contact with both internal/external customers and suppliers.

To contribute to the continuous development and performance of the Supplies Department by participating in development activities and by suggesting areas of Departmental and personal improvement.

To participate in creating a positive culture within the Department and through effective communication with customers which will ensure the delivery of a professional purchasing and supply service.

Participate in ensuring that a good working relationship is maintained between all members of the Purchasing Team and associated departments.

Ensure that the team undertake the High quality and accurate work and work within the trust Standard Financial Instructions and Standing Orders.

Answer queries and resolve complaints promptly.

Resources and Finance

Critical examine working practices within the department to identify cost improvements and effective measures, develop and implement action plans.

Undertake ordering of Non stock requisitions and advises budget holders on purchasing costs.

The post holder will ensure the proper use of the Trusts resources such as stationery, telephone usage, photocopying and other consumables in the course of business, ensuring minimal waste and minimal cost.