Detailed job description and main responsibilities

Main Duties: 

• Responsible for the Operations team to deliver a customer-focused and efficient service in the purchasing of goods and services. 

• Day to day to management of a team, including a range of HR procedures which may include attendance, performance and appraisals. 

• Undertaking training for the team in relevant procedures and processes. Ensuring procedures and processes are kept up to date. 

• Plays a key role in the induction and training of new staff. 

• Plans own workload and team’s workload to ensure all order requests are processed, queries resolved, and catalogues reviewed as required 

• Ensures all reports are produced for line manager within specific time frames 

Budget and Resource management . 

• Support the team with CIP opportunities and catalogue management. 

• Responsible for recording savings made using appropriate procedures 

• Responsible for sourcing suppliers for goods and services in line with user department requirements. 

• Training of Trust staff on e-procurement tools. 

Communication  

• Negotiates with suppliers and other external organizations to maximize value for money and cost improvement opportunities 

• To communicate with suppliers to provide specific information in the form of a pre-purchase questionnaire in relation to procedures for purchasing medical equipment 

• Establish, maintain, and manage supplier relationships where appropriate 

• Provide support and assistance for charity / donation purchases and work with Finance and Charity departments to ensure all purchases are aligned with Trust protocol 

• Communicate delays and discrepancies with customers, ensuring they are handled efficiently and appropriately  

Analytical and Judgemental Skills 

• To assess customer requirements for appropriate method of ordering and distribution (i.e., urgency/quality/price/supply route etc) 

• Analyses financial and purchasing data to determine best value for money option 

• To assess problem situations and determine in conjunction with customer or supplier the most appropriate method of resolution 

• To understand and analyse spend information on specific products or services and relay the information to customers 

• Identifies opportunities for contracting or tendering. 

• Work closely with user departments to review goods and services purchased 

Policy and Service Development 

• Works according to laid down policies and procedures, suggesting amendments where feasible. 

• Monitors supplier performance against contract KPI’s (costs, quality, delivery timescales etc) and standing orders in conjunction with user departments. 

• Assists the procurement lead with the development and implementation of departmental policies and procedures 

Information Resources 

• Enters data onto purchase ordering system and ensures orders are processed as per procedures 

• Produces data on pricing information for comparison and informs customers 

• Checks stock and availability information, ensuring goods are ordered using the appropriate method 

• Ensure contract documentation compliance using the contracts register 

• Uses e-tendering, contract and supplier management tool to undertake and manage mini competitions 

• Facilitates and supports continuous improvement in Catalogue system 

Research and Development 

• Audits and surveys operations team work activities to ensure compliance with targets 

• Undertakes market analysis to identify alternative suppliers which are able to offer the trust cost efficiencies with no detrimental clinical impact. 

• Guides customers with regards to obtaining value for money within financial and purchasing procedures 

• Discusses and agrees solutions to order/delivery queries with customers and suppliers 

• To communicate any discrepancies in relation to products and services ordered with customers and category leads 

• Establish, maintain and manage internal stakeholder relationships to ensure effective service delivery