Detailed job description and main responsibilities

Procurement Support: Assist with the planning, coordination, and execution of the EPR Invitation to Tender (ITT) procurement process including stakeholder mapping, arranging the supplier demo sessions, coordinating of all scoring and moderation sessions ensuring that processes are in place to keep the procurement plan in line with the overall Programme Plan. 

In the context of the Trust strategic and digital objectives, to provide effective and efficient support to all EPR activities within the Procurement Team

To assist the delivery of procurement and contract management functions, in a manner that reduces waste, maximises efficiency, achieves best value in procurement and enables delivery of savings efficiency

To assist in the management and delivery of the EPR procurement projects and other procurement activities.

Enable and contribute to Trust compliance with relevant procurement legislation, the procurement policy and procedures.

To contribute to delivery of efficiencies and service improvements, including continuous improvement initiatives working closely with EPR and procurement team to better manage performance and expenditure.

Continuous Improvement: Contribute to post-procurement reviews and lessons-learned exercises to support continuous improvement of procurement processes.

Quality

Documentation and Records Management: Maintain accurate and up-to-date procurement documentation in accordance with organisational and statutory requirements, including decision logs, requirement specifications, contracts, and evaluation records. 

Evaluation Support: Assist in the preparation and collation of evaluation criteria, scoring matrices, and the collection and analysis of tender responses. 

Data Management: Handle sensitive and confidential information in line with data protection legislation and organisational policy. 

Compliance and Governance: Assist with ensuring compliance with organisational procurement policies, public sector procurement regulations, and relevant national standards (e.g., NHS Digital, GDPR). 

To produce and provide accessible, accurate and reliable management information, as directed, in a timely and efficient manner, ensuring the production of useful intelligence to support ITT and award of EPR contract

To undertake complex analysis and compilation of management information using a range of software applications such as Microsoft Access, Excel, Word and Power point.

To undertake complex decision making in relation to designated areas of contract management activity.

To assist the development, dispatch, evaluation and completion of the EPR tender, ensuring that they are effectively and efficiently project managed, in accordance with Legislative and Procurement operational requirements.

To assist the evaluation of tenders/bids, ensuring robust documentation of the evaluation process, outcomes and contract award recommendations.

To complete and ensure accurate records of all designated procurement activity are produced and retained for each procurement process.

To take positive action to address issues of procurement related non-compliance through the provision of advice, guidance and support on Procurement related Legislation, procurement policy and procedures.

Communication

Ensure customer service professionalism is maintained, through one to one, telephone and written communications methods, in a timely, precise, and friendly manner.

Ensure all queries, complaints and requests for information from stakeholders, staff and suppliers are dealt with promptly and that all necessary follow-up action is completed satisfactorily in writing, e-mail or by telephone.

Maintain close links and open communications with both the Procurement and EPR teams and participate in team meetings as required.

To act as a key link for customer/supplier interface for the Trust

Stakeholder Coordination: Liaise with internal and external stakeholders, including clinical, operational, IT, and procurement teams, ensuring effective communication and the timely collection of information and feedback. 

·       Draft and circulate meeting agendas, minutes, and action logs. Prepare status updates and reports for internal and external audiences as required. 

·       Co-ordinate meetings with stakeholders and responses to procurement queries

General Responsibilities 

Other Duties: Undertake other duties in line with the role as directed by the EPR Programme Director and EPR Programme Manager

·       Manage own workload, working within procedures and standards.