Job summary
Procurement Admin Assistant
Department: Procurement
Band 3 £22,816 - £24,336 Per annum
Hours: 37.5 per week, all MKUH roles will be considered for flexible working
We are looking to recruit a dynamic individual to join our Procurement team in delivering a high-quality procurement service to the Trust. The successful candidate will have experience of providing a robust invoice service ideally in an NHS Trust and able to evidence experience of using oracle and electronic ordering systems experience of working within an NHS Procurement Payable or NHS Procurement Department would be desirable.
You will be skilled in processing invoices to facilitate seamless payments, invoice matching and reduce notifications within the Trusts E-Procurement system. Able to manage and influence internal customer expectations as well as maintaining good supplier relationships.
You will have excellent communication and presentation skills, be results focussed with a track record of savings and benefits delivery.
Interview date: 26th September 2024
Main duties of the job
- Assist with resolving Purchase order invoice queries, via notifications and on hold reports, communicating with end users and suppliers to ensure prompt payment.
- Closing down old purchase order
- Work closely with SBS to resolve invoicing issues.
- Communicate with Suppliers and other Trust staff when an incorrect PO invoice process has been used.
- Provide cover for General Office
- Ensure SFI's and the Procurement Strategy are adhered to.
- Various ad-hoc administrative duties required to assist in meeting Procurements goals and objectives.
About us
'Administrative and Clerical colleagues experience a highly compassionate and inclusive work environment at MKUH, scoring 7.56 out of 10.' (NHS Staff Survey 2023).
You can expect a warm welcome at Milton Keynes University Hospital, our staff are friendly and welcoming. We listen to each other and work together to embed our Trusts values and behaviours. At MKUH we appreciate our staff and reward them with an outstanding benefits package including:
- Free on-site parking
- Free tea and coffee
- Great flexible workingopportunities
- Discounted gym membership
- Lease car scheme
- Generous annual leave and pension scheme
- On site nursery (chargeable)
- Extensive staff health and well-being programme
Milton Keynes University Hospital NHS Foundation Trust, in partnership with the University of Buckingham, is a University Teaching Hospital; we conduct research and teaching on site to improve the care of our patients. The hospital is undergoing significant investment, and we are proud to be rated good by the CQC. Visit our website to catch up on our latest news.
Job description
Job responsibilities
Notifications and On-holds
- Ensure that Notifications in respect of receipting and invoicing queries are resolved in a timely manner.
- To assist Internal Trust SBS users in resolving their notifications and invoicing queries in a timely manner.
Purchase Orders
- Manage the close down of old Purchase orders to resolve GRNI issues in a timely manner.
Admin
- Keep up-to date and maintain the supplier catalogues.
- To design and maintain appropriate purchasing electronic templates
General
- To work with the Deputy Procurement Manager to identify and deliver changes to improve the efficiency and effectiveness of the procurement department
- To carry out any other duties as may be required from time to time to satisfy the requirements of the Trust and as specified by the Head of Procurement and the Deputy Head of Procurement commensurate with the grading of the post
Please refer to Job Description for further details
We believe success lies in the diversity of our employees and are committed to promoting equality, encouraging diversity and embracing inclusion. We welcome applications from everyone interested in working for us.
MKUH is committed to equal opportunities and improving the working lives of our staff and as such we offer a range of flexible working practices.
We reserve the right to expire vacancies prior to the advertised closing date once a sufficient number of applications have been received.
MKUH uses identification scanning technology to confirm the authenticity of documents; all prospective employees of MKUH will have their original documents verified using this technology.
By applying for this role, you accept if successful, that information from your application will be transferred into the national NHS Electronic Staff Record (ESR) system. Your personal data may be transferred from the Trust to another NHS organisation where your employment transfers within the NHS. This is in accordance with the streamlining programme which aims at saving you time and improving efficiencies within the NHS when your employment transfers.
Upon commencing employment with the Trust, all employees (except Medical & Dental Staff on national terms and conditions) are subject to a probationary period lasting a period of six months with an option to extend for a further six months to a total of 12 months.
Job description
Job responsibilities
Notifications and On-holds
- Ensure that Notifications in respect of receipting and invoicing queries are resolved in a timely manner.
- To assist Internal Trust SBS users in resolving their notifications and invoicing queries in a timely manner.
Purchase Orders
- Manage the close down of old Purchase orders to resolve GRNI issues in a timely manner.
Admin
- Keep up-to date and maintain the supplier catalogues.
- To design and maintain appropriate purchasing electronic templates
General
- To work with the Deputy Procurement Manager to identify and deliver changes to improve the efficiency and effectiveness of the procurement department
- To carry out any other duties as may be required from time to time to satisfy the requirements of the Trust and as specified by the Head of Procurement and the Deputy Head of Procurement commensurate with the grading of the post
Please refer to Job Description for further details
We believe success lies in the diversity of our employees and are committed to promoting equality, encouraging diversity and embracing inclusion. We welcome applications from everyone interested in working for us.
MKUH is committed to equal opportunities and improving the working lives of our staff and as such we offer a range of flexible working practices.
We reserve the right to expire vacancies prior to the advertised closing date once a sufficient number of applications have been received.
MKUH uses identification scanning technology to confirm the authenticity of documents; all prospective employees of MKUH will have their original documents verified using this technology.
By applying for this role, you accept if successful, that information from your application will be transferred into the national NHS Electronic Staff Record (ESR) system. Your personal data may be transferred from the Trust to another NHS organisation where your employment transfers within the NHS. This is in accordance with the streamlining programme which aims at saving you time and improving efficiencies within the NHS when your employment transfers.
Upon commencing employment with the Trust, all employees (except Medical & Dental Staff on national terms and conditions) are subject to a probationary period lasting a period of six months with an option to extend for a further six months to a total of 12 months.
Person Specification
Qualifications and knowledge
Essential
- 5 GCSE's or equivalent including Math's & English
- NVQ level 3, A levels or equivalent
- Knowledge of Purchasing and Finance
- Familiarity with IT packages particularly Excel and Word
Desirable
Experience
Essential
- Experience using Oracle
- Experience of electronic ordering systems.
- Previous experience of working within an office environment involved in financial duties.
- Experience of undertaking general office duties, including cashier functions.
Desirable
- Experience of working within an NHS Accounts Payable or NHS Procurement Department
Skills
Essential
- Ability to cope under pressure
- Logical approach
- Good Customer service skills
- Ability to problem solve
- Ability to prioritise and manage own workload and take initiative in resolving queries
Personal and people development
Essential
- Team player, willing to 'roll up sleeves' where necessary.
- Positive 'can do' attitude.
- Embraces change
Communication
Essential
- Good oral and written communication
- Excellent telephone manner
Person Specification
Qualifications and knowledge
Essential
- 5 GCSE's or equivalent including Math's & English
- NVQ level 3, A levels or equivalent
- Knowledge of Purchasing and Finance
- Familiarity with IT packages particularly Excel and Word
Desirable
Experience
Essential
- Experience using Oracle
- Experience of electronic ordering systems.
- Previous experience of working within an office environment involved in financial duties.
- Experience of undertaking general office duties, including cashier functions.
Desirable
- Experience of working within an NHS Accounts Payable or NHS Procurement Department
Skills
Essential
- Ability to cope under pressure
- Logical approach
- Good Customer service skills
- Ability to problem solve
- Ability to prioritise and manage own workload and take initiative in resolving queries
Personal and people development
Essential
- Team player, willing to 'roll up sleeves' where necessary.
- Positive 'can do' attitude.
- Embraces change
Communication
Essential
- Good oral and written communication
- Excellent telephone manner
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.
