Job summary
The Procurement Team here at Wirral University Teaching Hospital NHS Foundation Trust have 3 x vacancies for the role of Buyer within our Clinical and Non Clinical Teams.
We are seeking highly motivated and enthusiastic individuals to join our successful team. The post holder/s will work closely with managers within the Team and the Trust's Divisions, clinicians, and finance team to identify opportunities and deliver procurement projects to improve patient care and outcomes whilst delivering cash releasing savings and efficiencies for the Trust's Cost Improvement Programme.
Main duties of the job
Proactively manages allocated procurement categories and projects, delivering against agreed timescales and outcomes for a specified Division(s) across the Trust ensuring compliance with current public sector procurement legislative framework, Trust Standing Financial Instructions and local Finance and Procurement policies and procedures.Identify and achieve potential cash releasing savings from revenue expenditure through proactive benchmarking, market testing, standardisation, and negotiation with suppliers.Add value and ensure probity through contract compliance and proactive supplier and contract management.Lead and manage tenders and contracts for a range of goods and services to achieve best value for money for the Trust, delivering to agreed timescales.Analyse the financial implications of contract awards and communicate to Trust budget holders including formally reporting on the implications of supplier and product changes.Establish and maintain strategic relationships with stakeholders, identify service and/or cost improvements to increase contract coverage, and improve contract management.To provide professional procurement advice and training sessions to end users at all levels in respect of the procurement process, including UK regulations and the specification and evaluation of goods and/or services.Responsible for supervision of Assistant Buyers.
About us
We are one of the largest and busiest acute Trusts in the Northwest of England, comprising of the Wirral's only Emergency Department. We provide a high-quality range of acute care services and employ over 6,000 staff, who serve a population of approximately 400,000 people across Wirral, Ellesmere Port, Neston, North Wales and the wider Northwest footprint.
We are looking for a team player who shows initiative, is logical, good at analysing and interpreting information and data from different sources, and who can identify and present options and recommendations and manage procurement projects from planning through to contract award and management. This role requires the postholder to manage a demanding and full programme of work, and to be accountable for the successful delivery of their own work plan and will be working within a procurement environment that is rigorously performance managed.
Ideally candidates should have procurement experience, but it is not essential for that experience to have been gained in the NHS or public sector.
If you are ready for this challenge and have the necessary skills and experience that this post requires, please apply giving detailed examples of where you have put your skills and experience into practice.
Job description
Job responsibilities
1.Work Planning & Procurement1.1To provide Procurement support for a designated categories and allocated projects under the direction of the Senior Procurement Manager, delivering against agreed timescales and outcomes for a specified Division(s) across the Trust.1.2To determine the most appropriate procurement strategy and route to market for the areas within your portfolio, ensuring all non-pay spend is governed by and subject to proficient procurement.1.3To develop category strategies for designated categories that will feed into the Procurement Strategy for the Trust.1.4Analyse the financial implications of contract awards and communicate to Trust budget holders including formally reporting on the implications of supplier and product changes.1.5To provide professional advice to users in respect of the procurement process, including UK regulations and the specification and evaluation of goods and/or services.1.6Support the Procurement Managers leading and/or supporting collaborative procurement programmes including representing the Trust at collaborative working groups.1.7Undertake proactive contract management for your designated categories.1.8To keep appraised of accessible framework agreements and other collaborative opportunities and to analyse the potential benefits to the Trust.1.9Responsible for ensuring value for money, development of auditable evaluation methodologies and achieving appropriate sign off in respect of all procurement decisions.Duties and Key Tasks1.10To identify procurement project lead times including risks and mitigation strategies, taking account of whole life cycle costing issues and make recommendations to the Trust accordingly clearly identifying any cost implications.1.11To support the wider procurement team to provide a service in respect of allocated projects defined including project plan and monitoring, supporting procurement of high value contracts, ensuring value for money, the development of auditable evaluation methodologies and achieving appropriate sign off in respect of all procurement decisions.1.12Liaise with stakeholders and other project representatives to determine precise requirements in terms of specification and other clinical or user-based requirements and advise accordingly.1.13To lead on commercial negotiations with suppliers.1.14To produce a Contract Award Recommendation Report (including benefits realisation) for each Procurement project for submission to senior managers ensuring a full audit trail of procurement activity.1.15To work to solve problems and differences using negotiation and persuasive skills.1.16To achieve sign off of prospective benefits enabling Trust stakeholders to contribute to CIP achievement, monitoring and reporting of outcomes including savings against forecast and actual.1.17Identify potential savings from revenue expenditure, test the market, negotiate with suppliers and report on savings or other benefits as part of the department work plan.1.18To lead and manage tendering exercises (PCR2015, tenders, quotations and further competition exercises) from the development of the category strategy and route to market, to the award of a contract.1.19To develop effective specifications, evaluation criteria and methodology, KPIs and contract monitoring schedules for the procurement projects within your portfolio.1.20To effectively manage procurement project teams, stages and the procurement timetable in order to deliver solutions that meet both the requirements of the end user and the business objectives of the Trust.1.21To manage all procurement exercises and contracts using the Trusts e-procurement system.1.22To produce reports and notifications at key stages of the procurement project lifecycle, that are compliant with the public procurement regulations and internal governance framework.Duties and Key Tasks1.23To maintain a full and auditable record of the procurement exercise, decision making process and outcome.1.24To support the Divisional Procurement Manager and Senior Procurement Manager on high value and complex procurement projects.1.25To provide procurement support for ad hoc requests from Divisions.1.26Plan and manage contract renewals for your categories, ensuring they are renewed on time and that value for money is demonstrated.1.27To effectively plan and prioritise your workload in accordance with the Procurement Workplan/CIP programme using a range of tools and techniques, to avoid project slippage and to ensure the benefits of each project are maximised in terms of delivery to planned timescale.1.28To measure and monitor your performance against agreed objectives/targets and produce regular progress reports for the Divisional Procurement Manager. Attendance at performance management meetings and 1:1s.1.29The communication of advice, information, project updates, issues for escalation and individual performance in a timely manner.2.Data Analysis2.1To conduct regular analysis of complex financial and purchase order data to identify non-compliant spend and/or opportunities to achieve cash releasing savings.2.2To conduct regular benchmarking using relevant tools, e.g., Spend Comparison Service, to identify new opportunities for achieving savings, standardisation and rationalisation of products and suppliers.2.3To identify opportunities for collaboration across the ICS or with other NHS organisations.2.4Identify opportunities to increase catalogue automation and improve data quality.2.5To work extensively with Divisional managers, clinicians and budget holders to increase contract coverage and Identify non pay cost and/efficiency savings opportunities to add to the annual procurement work plan for delivery.2.6To calculate the anticipated value of savings using budget information and procurement data and to present your methodology and calculations in appropriate format for financial validation and sign -off.Duties and Key Tasks2.7Benefit tracking and managing compliance with contracts and agreements to maximise the levels of savings delivered.3.Communication and Engagement3.1To liaise internally with stakeholders at all levels to provide professional procurement advice and guidance to problem solving as required, ensuring there is full appreciation of the legal requirements by which the Trust must abide.3.2To establish and build engagement with procurement colleagues across the Cheshire & Merseyside Integrated Care System (ICS)3.3Maintain good working relationship with all staff within the Team, liaising with them for their advice and support as well as supporting the development of Assistant Buyers and assigning duties where appropriate. Ensure these duties are actioned to agreed timescale.3.4To develop and maintain relationships with stakeholders to maximise procurement performance to increase contract coverage and identify opportunities for efficiencies and savings from the non-pay spend budget.3.5To liaise with Finance team to understand commercial aspects for allocated projects, establishing budgetary information at the commencement of a project and advising budget holders on whole life costs and best value procurement routes.3.6To assist with the development of specifications for requirements and robust evaluation criteria to ensure that they are transparent and capable of withstanding legal challenge.3.7Lead negotiations with suppliers in respect of contract performance management, price negotiation and business continuity.3.8To carry out supplier performance reviews/appraisals in line with contract monitoring/ management schedules3.9To maintain an in-depth knowledge of the supply market and have regular dialogue with existing and potential suppliers to ensure business continuity and the mitigation of supply chain risks to the Trust.3.10Contribute to the development of procurement awareness and capability across the Trust through planned and ad hoc training sessions and presentations to staff within the Divisions.3.11Communicate project progress to managers and stakeholders to feed into monthly procurement reporting.4.Transactional Purchasing4.1Scrutinise non-catalogue requisitions and purchase orders for workstream(s) to ensure compliance with SFIs, correct supply route is used and value for money is demonstrated.Duties and Key Tasks4.2Authorisation of requisitions to delegated threshold.4.3Authorisation of Purchase Orders raised by Assistant Buyer to delegated threshold.4.4Ensure requests to waive SFIs are requested and documented in line with Trusts SFIs.5.General5.1Produce and maintain appropriate documentation in line with Trusts SFIs, ensuring full compliance with all statutory and local processes and procedures.5.2Participate in formal audits in own area of work.5.3Be able to assess the degree of urgency and importance arising from a variety of situations and prioritise accordingly.5.4Ensure all actions are consistent with the Data Protection Act and Information Governance.5.5Maintain the quality of own work and encourage others to do so.5.6Support equality and value diversity.5.7To attend courses, meetings, and training sessions in relation to the role and ensure mandatory training sessions are up to date at all times.5.8Ensure all registers, e.g., contract, tender, waiver, are always maintained and up to date.
Job description
Job responsibilities
1.Work Planning & Procurement1.1To provide Procurement support for a designated categories and allocated projects under the direction of the Senior Procurement Manager, delivering against agreed timescales and outcomes for a specified Division(s) across the Trust.1.2To determine the most appropriate procurement strategy and route to market for the areas within your portfolio, ensuring all non-pay spend is governed by and subject to proficient procurement.1.3To develop category strategies for designated categories that will feed into the Procurement Strategy for the Trust.1.4Analyse the financial implications of contract awards and communicate to Trust budget holders including formally reporting on the implications of supplier and product changes.1.5To provide professional advice to users in respect of the procurement process, including UK regulations and the specification and evaluation of goods and/or services.1.6Support the Procurement Managers leading and/or supporting collaborative procurement programmes including representing the Trust at collaborative working groups.1.7Undertake proactive contract management for your designated categories.1.8To keep appraised of accessible framework agreements and other collaborative opportunities and to analyse the potential benefits to the Trust.1.9Responsible for ensuring value for money, development of auditable evaluation methodologies and achieving appropriate sign off in respect of all procurement decisions.Duties and Key Tasks1.10To identify procurement project lead times including risks and mitigation strategies, taking account of whole life cycle costing issues and make recommendations to the Trust accordingly clearly identifying any cost implications.1.11To support the wider procurement team to provide a service in respect of allocated projects defined including project plan and monitoring, supporting procurement of high value contracts, ensuring value for money, the development of auditable evaluation methodologies and achieving appropriate sign off in respect of all procurement decisions.1.12Liaise with stakeholders and other project representatives to determine precise requirements in terms of specification and other clinical or user-based requirements and advise accordingly.1.13To lead on commercial negotiations with suppliers.1.14To produce a Contract Award Recommendation Report (including benefits realisation) for each Procurement project for submission to senior managers ensuring a full audit trail of procurement activity.1.15To work to solve problems and differences using negotiation and persuasive skills.1.16To achieve sign off of prospective benefits enabling Trust stakeholders to contribute to CIP achievement, monitoring and reporting of outcomes including savings against forecast and actual.1.17Identify potential savings from revenue expenditure, test the market, negotiate with suppliers and report on savings or other benefits as part of the department work plan.1.18To lead and manage tendering exercises (PCR2015, tenders, quotations and further competition exercises) from the development of the category strategy and route to market, to the award of a contract.1.19To develop effective specifications, evaluation criteria and methodology, KPIs and contract monitoring schedules for the procurement projects within your portfolio.1.20To effectively manage procurement project teams, stages and the procurement timetable in order to deliver solutions that meet both the requirements of the end user and the business objectives of the Trust.1.21To manage all procurement exercises and contracts using the Trusts e-procurement system.1.22To produce reports and notifications at key stages of the procurement project lifecycle, that are compliant with the public procurement regulations and internal governance framework.Duties and Key Tasks1.23To maintain a full and auditable record of the procurement exercise, decision making process and outcome.1.24To support the Divisional Procurement Manager and Senior Procurement Manager on high value and complex procurement projects.1.25To provide procurement support for ad hoc requests from Divisions.1.26Plan and manage contract renewals for your categories, ensuring they are renewed on time and that value for money is demonstrated.1.27To effectively plan and prioritise your workload in accordance with the Procurement Workplan/CIP programme using a range of tools and techniques, to avoid project slippage and to ensure the benefits of each project are maximised in terms of delivery to planned timescale.1.28To measure and monitor your performance against agreed objectives/targets and produce regular progress reports for the Divisional Procurement Manager. Attendance at performance management meetings and 1:1s.1.29The communication of advice, information, project updates, issues for escalation and individual performance in a timely manner.2.Data Analysis2.1To conduct regular analysis of complex financial and purchase order data to identify non-compliant spend and/or opportunities to achieve cash releasing savings.2.2To conduct regular benchmarking using relevant tools, e.g., Spend Comparison Service, to identify new opportunities for achieving savings, standardisation and rationalisation of products and suppliers.2.3To identify opportunities for collaboration across the ICS or with other NHS organisations.2.4Identify opportunities to increase catalogue automation and improve data quality.2.5To work extensively with Divisional managers, clinicians and budget holders to increase contract coverage and Identify non pay cost and/efficiency savings opportunities to add to the annual procurement work plan for delivery.2.6To calculate the anticipated value of savings using budget information and procurement data and to present your methodology and calculations in appropriate format for financial validation and sign -off.Duties and Key Tasks2.7Benefit tracking and managing compliance with contracts and agreements to maximise the levels of savings delivered.3.Communication and Engagement3.1To liaise internally with stakeholders at all levels to provide professional procurement advice and guidance to problem solving as required, ensuring there is full appreciation of the legal requirements by which the Trust must abide.3.2To establish and build engagement with procurement colleagues across the Cheshire & Merseyside Integrated Care System (ICS)3.3Maintain good working relationship with all staff within the Team, liaising with them for their advice and support as well as supporting the development of Assistant Buyers and assigning duties where appropriate. Ensure these duties are actioned to agreed timescale.3.4To develop and maintain relationships with stakeholders to maximise procurement performance to increase contract coverage and identify opportunities for efficiencies and savings from the non-pay spend budget.3.5To liaise with Finance team to understand commercial aspects for allocated projects, establishing budgetary information at the commencement of a project and advising budget holders on whole life costs and best value procurement routes.3.6To assist with the development of specifications for requirements and robust evaluation criteria to ensure that they are transparent and capable of withstanding legal challenge.3.7Lead negotiations with suppliers in respect of contract performance management, price negotiation and business continuity.3.8To carry out supplier performance reviews/appraisals in line with contract monitoring/ management schedules3.9To maintain an in-depth knowledge of the supply market and have regular dialogue with existing and potential suppliers to ensure business continuity and the mitigation of supply chain risks to the Trust.3.10Contribute to the development of procurement awareness and capability across the Trust through planned and ad hoc training sessions and presentations to staff within the Divisions.3.11Communicate project progress to managers and stakeholders to feed into monthly procurement reporting.4.Transactional Purchasing4.1Scrutinise non-catalogue requisitions and purchase orders for workstream(s) to ensure compliance with SFIs, correct supply route is used and value for money is demonstrated.Duties and Key Tasks4.2Authorisation of requisitions to delegated threshold.4.3Authorisation of Purchase Orders raised by Assistant Buyer to delegated threshold.4.4Ensure requests to waive SFIs are requested and documented in line with Trusts SFIs.5.General5.1Produce and maintain appropriate documentation in line with Trusts SFIs, ensuring full compliance with all statutory and local processes and procedures.5.2Participate in formal audits in own area of work.5.3Be able to assess the degree of urgency and importance arising from a variety of situations and prioritise accordingly.5.4Ensure all actions are consistent with the Data Protection Act and Information Governance.5.5Maintain the quality of own work and encourage others to do so.5.6Support equality and value diversity.5.7To attend courses, meetings, and training sessions in relation to the role and ensure mandatory training sessions are up to date at all times.5.8Ensure all registers, e.g., contract, tender, waiver, are always maintained and up to date.
Person Specification
Qualifications, Specific Experience & Training
Essential
- Has achieved or is working towards CIPS Level 6 (Professional), or can demonstrate equivalent experience
- Educated to Degree level
- General standard of education, A Levels/Diploma or Equivalent
- GCSE Level of Education including Maths and English
Personal attributes
Essential
- Developed analytical, judgemental and problem solving skills
Experience
Desirable
- Experience of working in a procurement role
- Experience of working in a procurement role in the public sector
- Experience of e-commerce systems, i.e., Oracle, e-tendering systems, etc.
Knowledge and Skills
Essential
- Computer literate with good knowledge of basic computer packages, i.e., Outlook, Excel (including experience of using formulas), Word, PowerPoint etc.
- Delivery of demanding savings targets through Procurement activities
Experience
Desirable
Knowledge and Skills
Essential
- Ability to effectively plan and prioritise own programme of work and to deliver projects to predetermined timescales.
- Ability to analyse complex data from multiple sources and from this formulate procurement strategies for the control, management and reduction of non-pay spend
- Effective negotiation skills
- Clear communicator with excellent writing, data entry and presentation skills. Capable of constructing and delivering clear information/instructions to staff and stakeholders.
- Excellent organisation and administrative skills with a systematic approach to workload, prioritising duties as necessary
Desirable
- Knowledge of the public contract regulations and other legislative and policy governing NHS procurement and the practical application of these to procurement exercises.
Personal Attributes
Essential
- Ability to build meaningful business relationships with colleagues from a range of disciplines (clinical, nursing, finance etc)
- Ability to work effectively under pressure in a demanding environment to strict deadlines, prioritising workload.
- Adaptable, innovative and flexible
- Ability to use initiative, judgement to critically analyse and resolve problems, seeking advice/assistance where necessary.
- Demonstrates high professional standards at all times.
- Committed to and evidence of continuous personal development (CPD/PDP)
Other Requirements
Desirable
- Full clean driving licence
Person Specification
Qualifications, Specific Experience & Training
Essential
- Has achieved or is working towards CIPS Level 6 (Professional), or can demonstrate equivalent experience
- Educated to Degree level
- General standard of education, A Levels/Diploma or Equivalent
- GCSE Level of Education including Maths and English
Personal attributes
Essential
- Developed analytical, judgemental and problem solving skills
Experience
Desirable
- Experience of working in a procurement role
- Experience of working in a procurement role in the public sector
- Experience of e-commerce systems, i.e., Oracle, e-tendering systems, etc.
Knowledge and Skills
Essential
- Computer literate with good knowledge of basic computer packages, i.e., Outlook, Excel (including experience of using formulas), Word, PowerPoint etc.
- Delivery of demanding savings targets through Procurement activities
Experience
Desirable
Knowledge and Skills
Essential
- Ability to effectively plan and prioritise own programme of work and to deliver projects to predetermined timescales.
- Ability to analyse complex data from multiple sources and from this formulate procurement strategies for the control, management and reduction of non-pay spend
- Effective negotiation skills
- Clear communicator with excellent writing, data entry and presentation skills. Capable of constructing and delivering clear information/instructions to staff and stakeholders.
- Excellent organisation and administrative skills with a systematic approach to workload, prioritising duties as necessary
Desirable
- Knowledge of the public contract regulations and other legislative and policy governing NHS procurement and the practical application of these to procurement exercises.
Personal Attributes
Essential
- Ability to build meaningful business relationships with colleagues from a range of disciplines (clinical, nursing, finance etc)
- Ability to work effectively under pressure in a demanding environment to strict deadlines, prioritising workload.
- Adaptable, innovative and flexible
- Ability to use initiative, judgement to critically analyse and resolve problems, seeking advice/assistance where necessary.
- Demonstrates high professional standards at all times.
- Committed to and evidence of continuous personal development (CPD/PDP)
Other Requirements
Desirable
- Full clean driving licence
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.
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).
Additional information
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.
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).
