Job summary
Bedfordshire Hospitals Procurement Department is going through an exciting period of development and transformation and as such we have a new opportunity for a Procurement Officer responsible for maintaining the Trusts eCatalogues.Reporting to the Deputy Head of Procurement, you will provide an effective and professional procurement service to meet departmental objectives in compliance with the Trust's Standing Financial Instructions and Standing Orders.
The role may be based at either the Luton & Dunstable site or Bedford Site, decision will be made based on the successful candidate. The role may also include some cross-site working.
Main duties of the job
- 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
- Maintaining purchasing system reference files
- 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
About us
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics.
You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career.
We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. Please ensure that you make your application as soon as possible.
All new staff will be subject to a probationary period covering their first six months in post. Travel between hospital sites may be required.
Please review all documents attached to this advert to ensure you familiarise yourself with all requirements of the job.
Job description
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
- Maintaining purchasing system reference files
- 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
- Ensure all documentation is fed in to the contract register as appropriate.
- 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.
- Pro-actively seek to identify potential categories of spend for future contract development.
- Produce management information and reports as required by senior members of the Procurement Team.
- Plan, organise and prioritise workload to ensure all urgent requirements are met within required timescales.
- To provide admin support to colleagues in the delivery of strategic projects and tenders.
- To assist in delivering training to team members and internal stakeholders on e-procurement systems.
- Support and validate small value purchases via purchasing cards and reconciling statements.
- To monitor and collate information regarding to the department compliance for conflict of interest declarations along with the acceptance of hospitality gifts.
- 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.
- Create, update and maintain records of requisitions received by the department and to use such records to resolve customer queries, provide management reports and analyse the workload and throughput of the 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.
- 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. Duties including but not limited to: general office cover, processing of requisitions into purchase orders, dealing with general enquiries, setting up new user IDs, assisting with end user training).
- Act responsibly and respectfully when providing assistance to patients and visitors.
Job description
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
- Maintaining purchasing system reference files
- 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
- Ensure all documentation is fed in to the contract register as appropriate.
- 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.
- Pro-actively seek to identify potential categories of spend for future contract development.
- Produce management information and reports as required by senior members of the Procurement Team.
- Plan, organise and prioritise workload to ensure all urgent requirements are met within required timescales.
- To provide admin support to colleagues in the delivery of strategic projects and tenders.
- To assist in delivering training to team members and internal stakeholders on e-procurement systems.
- Support and validate small value purchases via purchasing cards and reconciling statements.
- To monitor and collate information regarding to the department compliance for conflict of interest declarations along with the acceptance of hospitality gifts.
- 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.
- Create, update and maintain records of requisitions received by the department and to use such records to resolve customer queries, provide management reports and analyse the workload and throughput of the 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.
- 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. Duties including but not limited to: general office cover, processing of requisitions into purchase orders, dealing with general enquiries, setting up new user IDs, assisting with end user training).
- Act responsibly and respectfully when providing assistance to patients and visitors.
Person Specification
Qualifications
Essential
- Good standard of general education at least GCSE level or equivalent.
- CIPS Qualification Level 3, or willing to undertake study towards this qualification.
Desirable
- CIPS Qualification Level 4
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.
Desirable
- Experience of administrating and maintaining procurement IT systems and contract database
- Procurement Function
- Experience of maintaining eCatalogues and product databases.
Knowledge
Essential
- 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.
Desirable
- Knowledge of products purchased within NHS.
Personal Skills
Essential
- Ability to work under own initiative; prioritise and organise own workload efficiently, organising own and team members diaries, setting up targets and meeting deadlines.
- Good and demonstrable written and verbal communication skills.
- Excellent customer care skills, and the ability to communicate clearly & politely with customers
- Punctual and presentable
- Willingness to learn
- Able to work as part of a team
Person Specification
Qualifications
Essential
- Good standard of general education at least GCSE level or equivalent.
- CIPS Qualification Level 3, or willing to undertake study towards this qualification.
Desirable
- CIPS Qualification Level 4
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.
Desirable
- Experience of administrating and maintaining procurement IT systems and contract database
- Procurement Function
- Experience of maintaining eCatalogues and product databases.
Knowledge
Essential
- 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.
Desirable
- Knowledge of products purchased within NHS.
Personal Skills
Essential
- Ability to work under own initiative; prioritise and organise own workload efficiently, organising own and team members diaries, setting up targets and meeting deadlines.
- Good and demonstrable written and verbal communication skills.
- Excellent customer care skills, and the ability to communicate clearly & politely with customers
- Punctual and presentable
- Willingness to learn
- Able to work as part of a team
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).
