Job summary
- The post holder will deliver safe, secure and effective IT procurement administration within the IT department and provide a service which promotes good customer service and effective working relationships in line with IT departmental objectives
- Working as a member of the IT Business team, the post holder will provide a high quality level of effective and efficient purchase order processing in accordance with Standing Financial Instructions (SFI's) and Financial Procedures of all organisations
- Obtain quotes for goods and services in accordance with organisational policy, liaising with requester, suppliers and procurement team as required
- To ensure all orders for goods and services required are promptly generated, chase outstanding orders in a timely way and receipt goods and services
Main duties of the job
- Monitor on a daily basis, incoming request for the procurement of goods and services, using a variety of systems.
- Respond to customer enquiries on product specification, availability and pricing and liaise with other areas of the department in response to queries on delivery and installation of goods and services.
- Ensure correct level of authority is obtained to proceed with ordering and that accurate recharge/cost centre information is obtained.
- Comply with Organisational requirement in relation to obtaining quotes for goods & services, ensuring these are recorded.
- Place orders on relevant electronic ordering systems.
Ensure all goods and services received are receipted on the system, in a timely manner to ensure prompt payment of supplier invoices, this will involve chasing other areas of the department to check goods have been received.
Ensure any invoices received, are matched to PO and forwarded for payment without delay, liaising with suppliers for credit notes if required.
- Produce on a monthly basis, standard order item list with prices.
Maintain departmental records in relation to orders raised.
Develop a working knowledge of functionality capabilities within the e-procurement systems in use.
About us
Arden & GEM is an established business within the NHS. It has a wide customer base including NHS England, ICS's and CCG's, Local Authorities, and a range of other Healthcare providers. With offices throughout the Midlands, North West, and South East we cover a core geographic patch that extends throughout the country.
Our services are built on a strong foundation of experienced people who build great relationships, a commitment to NHS values and a thorough understanding of our clients and the challenges they face.
If you enjoy recognition and strive to be the best at everything you do, then this could be the perfect opportunity to join a successful business that rewards & recognises excellence.
Job description
Job responsibilities
- Monitor on a daily basis, incoming request for the procurement of goods and services, using a variety of systems.
- Respond to customer enquiries on product specification, availability and pricing and liaise with other areas of the department in response to queries on delivery and installation of goods and services.
- Ensure correct level of authority is obtained to proceed with ordering and that accurate recharge/cost centre information is obtained.
- Comply with Organisational requirement in relation to obtaining quotes for goods & services, ensuring these are recorded.
- Place orders on relevant electronic ordering systems.
Ensure all goods and services received are receipted on the system, in a timely manner to ensure prompt payment of supplier invoices, this will involve chasing other areas of the department to check goods have been received.
Ensure any invoices received, are matched to PO and forwarded for payment without delay, liaising with suppliers for credit notes if required.
- Produce on a monthly basis, standard order item list with prices.
Maintain departmental records in relation to orders raised.
Undertake initial research into sourcing options, using information sources as appropriate to determine appropriate suppliers before making recommendations.
Develop a working knowledge of functionality capabilities within the e-procurement systems in use.
To prioritise workload as appropriate to meet the variation in demands and interruptions on the job holders workload.
- To ensure compliance with all statutory and mandatory training.
- Support training and induction of new staff.
- To provide, as part of the team cover for reception as & when required, for instance during periods of leave/sickness etc.
Job description
Job responsibilities
- Monitor on a daily basis, incoming request for the procurement of goods and services, using a variety of systems.
- Respond to customer enquiries on product specification, availability and pricing and liaise with other areas of the department in response to queries on delivery and installation of goods and services.
- Ensure correct level of authority is obtained to proceed with ordering and that accurate recharge/cost centre information is obtained.
- Comply with Organisational requirement in relation to obtaining quotes for goods & services, ensuring these are recorded.
- Place orders on relevant electronic ordering systems.
Ensure all goods and services received are receipted on the system, in a timely manner to ensure prompt payment of supplier invoices, this will involve chasing other areas of the department to check goods have been received.
Ensure any invoices received, are matched to PO and forwarded for payment without delay, liaising with suppliers for credit notes if required.
- Produce on a monthly basis, standard order item list with prices.
Maintain departmental records in relation to orders raised.
Undertake initial research into sourcing options, using information sources as appropriate to determine appropriate suppliers before making recommendations.
Develop a working knowledge of functionality capabilities within the e-procurement systems in use.
To prioritise workload as appropriate to meet the variation in demands and interruptions on the job holders workload.
- To ensure compliance with all statutory and mandatory training.
- Support training and induction of new staff.
- To provide, as part of the team cover for reception as & when required, for instance during periods of leave/sickness etc.
Person Specification
Experience
Essential
Person Specification
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).
