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

• Negotiate with suppliers and other external organizations to maximize value for money and cost improvement opportunities.
• 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 appropriate.

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

Undertaking any other assignments or duties allocated by the line manager.