Detailed job description and main responsibilities

Procure to Pay

To oversee the trusts P2P systems including training, system development and maintenance.

Provide support and advice in facilitating the team to deal with end user system queries. 

Support with product coding hierarchy that will allow detailed analysis of spend based on type of product along the lines of the e-classification coding convention.

To work with the systems accountants to develop the best use of the systems for the Trust’s benefit

Assist and support the P2P team to work with the accounts payable department matching orders to invoices in line with agreed price agreements and working to ensure outstanding issues are cleared before system management routines are undertaken, support with system management routines.

Identify and develop meaningful information/KPI reports to aid business decisions that will support in identifying trends, areas of non or low compliance, Supplier and category spend, cost increases/decrease and any other reports that are deemed appropriate

To ensure all orders are released and cleared from the system in a timely manner ensuring there is no hold up with the delivery of orders to suppliers.  To flag up and work with the system provider to resolve any system issues as quickly as possible in line with procurement regulations.

Obtaining/validating the details for new suppliers in line with processes, working with finance colleagues in coordinating entering them onto the system and updating supplier details after receiving notification from the supplier via an authorised route.

Support with raising the profile of the procurement department and to promote the benefits of best practice by influencing end-users to embrace innovative approaches.

  Facilitate the process for allocating orders throughout the P2P team to ensure this is completed in a timely manner and that information is correct/follows the Trust hierarchy for approvals. 

To monitor the operations of the Trust’s P2P systems, to provide analysis of related data to Directorate management and to identify opportunities for systems improvement.

Support with the Trusts E-tendering portal on system set up, maintenance, issues and training

Support with e-procurement system issues/failures and provide updates to the organisation to ensure all staff are appropriately informed. 

Catalogue Management

To coordinate the delivery of electronic catalogues, work-flow and ordering systems and to ensure that the data they contain is accurate, correctly coded and up to date. Checking and loading transaction data and managing standing data and end user access.

Developing and running reports on electronic procurement systems, providing and interpreting the resulting data to managers.

To develop best practice in the use of electronic catalogues and related data systems within the framework of Trust policy and Directorate strategy.

Support process of the electronic product catalogues are kept fully up to date and liaising with the Purchasing team to ensure the most cost-effective prices are achieved. This includes the periodic termination of products no longer required/obsolete and verifying that all prices are linked to up-to date contract data. A review of non-Catalogue and non-purchase order expenditure is also required to assess the need for future products to be created with a view to managing as much spend as possible via catalogues and purchase orders.

To monitor and provide analysis and interpretation of data on Trust electronic ordering.

To develop department’s specific catalogues alongside the purchasing team to ensure joined up working. 

Data maintenance including uploading amendments, deletions, and discontinued product information.

To liaise with suppliers and procurement staff and amend/update catalogues as Contracts are renewed, identifying catalogues for review in a timely manner and alerting the purchasing team so catalogue projects can be resourced and added to the Procurement work plan.

Ensure all catalogues are delivering value for money (and that savings are recorded accurately).  The catalogue renewals process is planned in line with procurement projects, activities and service requirements. 

To provide continuity to the Trust by way of checking and verifying requisition order information is accurate and in the appropriate Trust format, prior to the creation of Purchase Orders.

To liaise with system end-users in the case of discrepancies and correct appropriately in order that Purchase Orders are raised in compliance with Trust policies and procedures.

Report on financial aspects of Trust procurement activities, identifying opportunities for cost savings and added value.

Support P2P & Data Lead with P2P Delivery Groups for National product classifications and upload systems information as become available.

Ensure all catalogues contain the relevant up to date information that supports expiry dates, active lines only, contract reference numbers, descriptions, product codes and product sizes etc. and ensure that the items required for the organisation are catalogued correctly.

 Support the P2P team to develop catalogues and challenge the non-use of catalogues to reduce the requirement for non-catalogue requests. 

Management of Staff

To ensure all staff members are fully supported in their daily roles, authorising holidays, managing sickness, attendance and recruitment of staff. 

Undertake regular 1-2-1 and team meetings to monitor and manage individual and team performance against set KPI data

Ensure all staff attend required annual mandatory training and that all staff have an annual PDR.

Support the development of staff through formal/informal training opportunities. Ensuring staff are appropriately trained and equipped to undertake their role.

To oversee the day-to-day performance of the P2P team.