Detailed job description and main responsibilities

Job Purpose: 

Working as an integral part of the Contracts and Procurement team, the post holder will be expected to support in procurement projects whilst managing a small portfolio of contracts. The post holder will support the Procurement and Relationship Manager on procurement issues and lead on specified procurement tasks.

The post holder will support a variety of projects, to provide a service that is sensitive, responsive, and flexible to the changing needs of the organisation. They will work closely with stakeholders to influence choice, prioritise change, deliver value for money, added benefits, standardisation process improvement and improvement to Trust services. 

The role of Contracts and Procurement Officer requires the individual to work with others but also autonomously at times to make decisions that will improve the way the function works and convey this to colleagues. 

The post holder is also expected to contribute to the sharing of best practice within the department and wider Trust so that contracting and procurement activity is engaged in an effective and consistent way.

The post holder should be a self-starter, able to operate independently with the ability to manage their own workload.

This role will report to the Procurement and Relationship Manager and provide support for the negotiation and management of a portfolio of healthcare contracts.

The post holder will be a core member of the Contracting & Procurement Team, attending appropriate meetings commensurate with the role and managing third parties to ensure deliverables are met in a timely manner, demonstrating effective stakeholder management across different organisations and at all levels.

Main Duties and Responsibilities

Manage documentation throughout the contracts process, ensuring that contract documentation is kept up to date, including records of routine correspondence and disputes.

Responsible for supporting contract negotiations within the agreed planning cycle, ensuring all key deliverables are incorporated into the negotiation process.

Ensuring that contractual amendments are enacted and documented in response to service change proposals.

Monitoring the implementation of business plans and cost improvement programmes

Negotiation of contract terms and issues arising from implementation and delivery.

Liaises with suppliers to encourage them to meet organisational purchasing needs; explains detailed purchasing/contractual issues, including relevant regulations with both NHS staff and suppliers/ Negotiates contractual issues.

Keep up to date records of procurements and publish awarded contracts on contract finder.

Ensuring that received requisitions are validated as best value, compliant against SFI’s and processed in a timely, efficient manner.

Concentration is required to prepare tender and contract documentation, check work, calculate costs and produce recommendations.

Business Development

Horizon scan for new opportunities and advise the Business Development team as necessary.

Act as initial point of contact for service developments.

Ensure effective bid support where relevant. 

Communication

The post holder will foster and develop excellent relationships with Trust colleagues based on openness, trust, and professionalism, building and maintaining a network of colleagues and external contacts to achieve progress on objectives.

Be visible to staff and stakeholders and regularly undertaking activities to engage and build trust with people involved in area of work.

Act as a single point of contact for the procurement team, facilitating queries and support requests for procurement information from internal and external stakeholders within a reasonable timescale.

Seek constructive outcomes in discussions, challenge assumptions but remain willing to compromise when it is beneficial to progress.

Actively involving partners to deliver a business outcome through collaboration that achieves better results for patient care.

Nurturing key relationships and maintaining networks internally and externally, including national networks.

Budgetary Responsibility 

•    There is no budgetary responsibility.
•    Support a culture in which value for money is obtained from all Trust expenditure.

People Management

Maintaining own professional development and requirement to take part in appraisal and KSF process.

Clinical and Practice Governance

Observe and maintain strict confidentiality with regards to any patient/family/staff/records and information in line with the requirements of the Data Protection Act.

Any data that is taken/shared as part of a phone call or transported, faxed or transferred electronically must be undertaken with regard to the Trust Information Governance and Information Security policies.  

The post holder must adhere to the Trust risk assessment and risk management processes

The post holder must adhere to infection control policies and procedures

Undertake mandatory training and any other training relevant to the role as required by Cambridgeshire Community Services NHS Trust.

The post holder must participate in clinical and safeguarding audits as required

The post holder is required to participate in relevant emergency preparedness process for their team.