Senior Procurement Officer – Systems & Catalogues

Job responsibilities

• Support e-Procurement catalogue management processes by ensuring all relevant documentation is collated and loaded on to the e-Procurement system to enable requisitions to be raised.
• Assist in developing and managing a portfolio of electronic supplier catalogues and the importation of electronic supplier catalogues from third party suppliers, for the procurement of goods and services via systems.
• Helping to encourage the use of electronic catalogues/e-procurement.
• Provide support and advice on electronic supplier catalogues, regarding price compliance, amendments, additions, deletions and price transparency across the Trust
• Investigate and resolve any problems and/or difficulties encountered by users of the system, dealing with the situation with empathy, tact and understanding
• Monitor trust ordering and requisitioning against agreed procedures
• Undertake all system administration duties in relation to the electronic purchase-order system which will include user setup, profiles, authorisation hierarchy, delivery profiles and document template (e.g. electronic requisition) creation and maintenance
• To respond to customer enquiries on sourcing products, product details, availability, returns etc. in a timely manner.
• To assist the Deputy Head of Procurement in implementing an integrated procurement and logistics strategy, effectively serving the needs of the Trust.
• To ensure compliance with the Trusts Standing Orders and Standing Financial Instructions and any Government and European legislation relating to public sector purchasing.
• To introduce and implement new polices and purchasing procedures. Giving feedback on implementation, content, user responses and to suggest improvements as appropriate.
• Develop a close working relationship between the Trust and its Supplier base, ensuring performance standards are constantly achieved.
• Manage category areas of spend with regular reviews and engagement with key stakeholders.
• To assess Trust requirements from usage analysis, trends, financial data to determine future requirements and appropriate suppliers.
• To produce ad-hoc statistical reports on product usage and spend for Trust Managers and Budget Holders.
• To manage, administer and maintain the e-procurement system and category contract data.
• To manage catalogues on e-procurement system, providing training for end users. Provide front of house support to suppliers and end users.
• To liaise with suppliers via telephone and in person negotiating optimum contract prices enabling the contract database to be updated in a timely manner.
• Development and provision of reports as required by the Deputy Head of Procurement. Liaising with e-procurement provider when required for the provision of additional reports to the database and dissemination to users.
• To undertake routine computer housekeeping tasks in the department, advising the Deputy Head of Procurement of any issues with the system.
• To manage and maintain the advertising of contracts. Keeping all contract documentation up to date. Managing contracts in regards to notification of renewals, termination and supplier performance. Maintain the Trusts e-procurement system and contracts data base ensuring all contract renewals are dealt with efficiently and effectively.
• To meet with company representatives to arrange presentations, product trials and provision of suitable information for the Trust.
• Prepare and issue Invitation to Tenders and obtain quotations for goods and services in line with Trust guidelines.
• Manage local competitive tenders and obtain quotations for purchases and contracts in line with customers requirements and in accordance with the Trusts Standing Orders and Standing Financial Instructions.
• Analyse tender responses and quotations using own initiative to determine the most cost effective source of supply, maintain accurate records & report all savings achieved to the Deputy Head of Procurement.
• Ensure that all appropriate documentation (e.g. PPQ forms, single supplier action forms, quotations etc.) are submitted with the requisition.
• Ensure Value for Money is achieved throughout the procurement process through negotiation with suppliers and by ensuring all existing National and Local Government contracts and frameworks are utilised.
• Produce management information and reports as required by the Deputy Head of Procurement.
• Lead a range of purchasing projects as determined by the departmental work plan.
• Plan, organise and prioritise workload to ensure all urgent requirements are met within required timescales.
• Work on own initiative within current policies and procedures when analysing tender responses and quotations and ensuring targets are achieved.
• Contribute to the operation of the e-procurement purchasing system and the NHS Supply Chain on-line ordering system.
• Provide guidance to and train Ward & Department Staff in the operation of the e-procurement system. Meet with end users as requested to resolve problems relating to the use of this system.
• Implement departmental and Trust policies and make comments and suggestions that assist in the continual development and improvement to the services provided by the Procurement Department.
• Develop and maintain a sound knowledge of procurement product areas (or those that may be personally allocated) including an awareness of market trends and best buys.
• Advise customers and colleagues regarding products/services as a Commodity Advisor where appropriate, resolving queries and offering technical advice in accordance with Trust policies and guidelines, and to instigate one to one courtesy calls with key customers.
• Continually develop and improve relationships with customers through regular communication by telephone, e-mail and personal contact, with the aim of developing knowledge about the customers requirements.
• Liaise with wards and departments to identify potential purchasing requirements and identify the most appropriate procurement processes.
• Participate in formal audits (both internal & external) of own work area in accordance with ISO Quality Assurance Standards.
• Ensure compliance with appropriate Purchasing Procedures and Quality Assurance Standards.
• Ensure that all Trust wide standards are maintained and monitored to improve the quality of total care to all who come into contact with services provided by Bedfordshire Hospitals NHS Foundation Trust.
• Act as a first point of contact for representatives from current suppliers and potential suppliers, establishing and maintaining relationships to gain further information regarding the products and services available.
• Undertake department related risk assessments.
• Comply with the principles of risk management including health and safety legislation, promoting high standards and acting immediately on hazards or unsafe practices in conjunction with other staff.
• Participate in appraisals and personal reviews and work to achieve agreed set objectives.
• Participate in appropriate training and development activities.
• Carry out any other duties as may be required by the Deputy Head of Procurement that may be reasonably expected within the scope of the post (including the work of colleagues during periods of absence and peak workloads).
• Act responsibly and respectfully when providing assistance to patients and visitors.

Qualifications

Essential

• Good standard of education to at least degree level or equivalent
• CIPS Level 4 qualification

Desirable

• Working towards full CIPS qualification

Experience

Essential

• Knowledge of professional purchasing principles acquired through experience.
• Direct experience of utilising procurement systems and processes e.g. e-tendering, e-Procurement, e-Catalogues.
• Ability to research, prepare & present information from a variety of sources, developed through direct experience.

Desirable

• Experience of report writing.
• Experience of administrating and maintaining procurement IT systems and contract database.
• Previous work experience in an NHS Procurement Function
• Experience of building and maintaining effective working relationships with key stakeholders to deliver efficiency savings.

Knowledge

Essential

• Knowledge and understanding of the tender process, including evaluation of bids, appraising suppliers, gained through experience of working in a Procurement function.
• Knowledge of best practice, benchmarking, performance measurement techniques, contract law and Public Procurement Regulations.
• Ability to analyse and interpret complex data sets, utilising Excel spread sheets, pivot tables, formulas, graphs and charts; to communicate results.
• Proven ability to research and prepare documentation utilising Microsoft Word and PowerPoint.
• Ability to work under own initiative; prioritise and organise own workload efficiently, organising own and team members diaries, setting up targets and meeting deadlines.

Desirable

• Knowledge of products purchased within NHS.
• Knowledge of NHSEI Initiatives
• Knowledge of the NHS eProcurement Strategy

Personal Skills

Essential

• Good and demonstrable written and verbal communication skills.
• Ability to communicate clearly & politely with stakeholders.
• Excellent numerical and keyboard skills
• Excellent customer care skills
• Able to cope with the physical demands of the role
• Ability to work under pressure
• Flexible approach.
• Punctual and presentable
• Willingness to learn
• Excellent attention to detail
• Pro-active and responsive to requirements to stakeholders and colleagues
• Able to work as part of a team

Other

Essential

• Ability to travel routinely around/within Bedfordshire as required for the role
• Satisfactory health screening

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.

Certificate of Sponsorship

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).