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Detailed job description and main responsibilities

SCOPE

This role covers all product and service requests from all area’s within UHL Our Future Hospitals programme covering purchases ranging from Medical & surgical consumables and equipment to professional services required. Training Project Managers about the procurement systems will be a key element to the role.  Taking and responding to helpdesk calls will be part of this role.

To have a good working knowledge of the procure to pay process including approval levels above £1million, and an understanding of Framework Agreements.

To support the Tendering process and manage correspondence with external stakeholders.

To process invoices, analysing a range of facts to determine action required; liaising with appropriate stakeholders to resolve queries. 

To establish software based administrative processes and maintaining comprehensive records to support Project Managers manage their budgets, and adhering to NHS document and retention guidelines.  

Policy

Responsibility to follow local Trust guidelines on product type, where it exists, and to adhere to any Trust controls in place. Standing Financial Instructions and Standing Orders should be adhered to.

Communications

This role involves a considerable amount of communication with a wide variety of internal and external stakeholders, including outsourced contractors, via telephone, e-mail and face to face, where there are often barriers to customers understanding. This communication is often complex.

KEY WORKING RELATIONSHIPS

• UHL and External Project Managers: Daily
• Capital Projects Compliance Manager: Daily
• Procurement Team: Daily
• Accounts Payable Department: Daily
• Deputy Director, Estates & Facilities: Regularly
• External stakeholders: Regularly
• Reconfiguration Programme Director: Occasionally

KEY RESULT AREAS

Service Delivery

This postholder  will be flexible in approach to duties carried out at any of the University of Leicester NHS Trust Hospital sites when required, and ensure compliance with all Trust Standing Orders and Standing Financial instructions, Trust policies, Health and Safety and all other issues appertaining to the efficient delivery of a first class procurement function.

To respond to Project Managers requests to raise and process Reconfiguration and Capital purchase orders in a timely manner.

Governance

Responsible for policing/monitoring ongoing compliance with local guidelines and national policies on purchasing as required and to assist in providing full and precise records relating to all activities undertaken and store efficiently to enable swift retrieval for Audit purposes.

Customer Service

Responsible for ensuring that consistent high standards of customer service are delivered at all times. This includes the manning of a helpdesk function to provide guidance on issues ranging from missed delivery or training, to the fast track processing of a Capital Order  request. 

Efficiency

Responsible for the accurate recording of any efficiencies or savings made as a result of the work that the Reconfiguration team carry out and the presentation of any data gathered as appropriate when requested to do so.

Training

Responsible for the training/guidance of Reconfiguration Team members using the efinancials Procurement System when required.

This postholder has a commitment to attend appropriate training sessions as agreed in order to enhance the service delivered and to increase customer confidence in all aspects of the duties carried out on their behalf. They are also responsible for requesting that full training and development of him/her is arranged and carried out in order to produce excellent results and increase confidence in all aspects of their daily duties.

IM&T

This postholder will use departmental technology in the course of the successful despatch of their duties and will give full co-operation in any upgrade activities as and when required.

Meetings

This postholder is accountable for attendance at meetings designed to inform or train staff within the Procurement or Inventory & Supplies function. This is to ensure that all necessary information required to carry out daily activities are understood; and to take part in discussion around the development of the team. This postholder will be responsible for developing agenda’s, leading meetings and taking minutes where required.