E Procurement Officer

The Mid Yorkshire Teaching NHS Trust

This job is now closed

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 an E Procurement Officer to join our team.

This an excellent opportunity for an enthusiastic, motivated outgoing person to be responsible for and the management of the non-stock ordering workload and performance including all systems and processes 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

To be responsible for and management of the Non-Stock ordering workload and performance, including all systems and processes.

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 systems 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 are an acute trust caring for over one million people in Wakefield and Kirklees. Our 10,000 staff work in patients homes, the community, and our three hospitals in Pontefract, Dewsbury, and Pinderfields (Wakefield). We prioritise our people and values so we can deliver the best possible care to patients. Our team is friendly, passionate, and innovative, always seeking better ways to work.

We support work-life balance and foster a diverse, inclusive environment where everyone belongs. Our staff networks offer safe spaces to share ideas and concerns so we can increase awareness and appreciation of equality, diversity, and inclusion. We welcome applicants from all backgrounds and especially encourage members of the LGBTQ+ community, ethnic minority groups, and people with disabilities or neurodivergence to apply, as they are currently underrepresented in the Trust.

If you value caring, high standards, improvement, and respect, join the MY team to make a difference every day.

Application guidance: We understand that more applicants are using AI technology to help with their applications. While these tools can be useful, they cannot fully capture your skills, knowledge, and experience. Its important that you personalise your application. Relying solely on AI is not recommended, as it may reduce your chances of success. Our screening process is thorough, so if you have used AI, please make sure to disclose this on your application form.

Date posted

08 November 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,530 to £29,114 a year

Contract

Permanent

Working pattern

Full-time

Reference number

C9377-CORP0633

Job locations

Pinderfields Hospital

Aberford Road

Wakefield

West Yorkshire

WF1 4DG

Job description

Job responsibilities

Day to day management of the Non-Stock ordering workload and performance, including all systems and processes. To work with and to deputise for if required the E Procurement Officer responsible for the day to day management and coordination of the materials management.

Responsible for the supervision of the Materials Management staff ensuring all staff have appropriate workload and information needed to undertake work. Manage and allocate duties to the team.

Ensuring enough cover is available throughout the year and in particular periods of high demand or seasonal holidays.

Deputies 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

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

To be responsible for addressing queries in a timely fashion. Where queries are delegated to ensure that actions and addressed and were taken in a timely fashion.

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.

Responsible for the Finance system user database, requesting new users, data cleansing activities and end dating as required.

Liaise with Finance to maintain the Finance system supplier data providing information as required.

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

Maintain the import export library.

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.

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.

Undertake quotes using the electronic system to support best value and adherence to process and policies.

Monitor than analyses data highlighting frequently ordered items to add 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.

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.

Undertake the e-procurement training which will be delivered on a 1 to1 basis or small groups Trust wide.

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

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

Make assessments and advise peers and senior managers on best value for money rates. For example, National framework/local tender.

To manage contracts to ensure accurate information is provided through catalogues and orders.

Work with suppliers to improve contract performance, through innovation and efficiency methodologies.

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. Answer queries and resolve complaints promptly.

Answer queries and resolve complaints promptly.