Detailed job description and main responsibilities

Main tasks

Delivery a wide range of procurement activities, to enable best practice, including running e-tendering via Atamis, e-evaluations and logging information and data appropriately including; maintaining, keeping, and reporting up-to-date statistical and other data, all in line with the Public Contract Regulations 2015, Procurement Act, Provider Selection Regime and local/corporate procurement policies.

Monitor commercial benefits and status of procurement projects, for example, spend and trend analysis, cost-benefit analysis saving profile - forecast and actual; and may utilise that information to lead procurement decisions, lead supplier reviews and developing reports for other parties, such as the Senior Category Manager or Head of Procurement.

Conduct due diligence in supplier sourcing - undertake the pre-qualification of potential suppliers using appropriate tools, including financial stability, insurance levels, technical capacity, sustainability, and ensuring that health and safety policies are in place in line with legislation, the relevant organisational policies and responsible procurement considerations and record findings.

Coordinate and manage supplier and stakeholder meetings in line with the e-tendering activity thorough to contract award and implementation where relevant.

Undertake market research, benchmarking, and stakeholder engagement in order to assist and inform your sourcing process in line with the most appropriate policies on corporate and social responsibilities.

Advise key internal and external stakeholders on the procurement policies and procedures within the organisation.

Respond promptly to internal and external queries requests for advice.

Identify and monitor the demand for goods and services, including historic and future demand/trends and ensuring that deliveries of goods and services meet the organisation needs.

Liaise with ICS/WYAAT colleagues and groups to be the representation voice of CHS/CHFT for collaborative procurement activity across the region.

Investigate and resolve accounts payable and purchase order queries, ensuring that all necessary internal procedures e.g. goods receipting have been carried out.

Support the Senior Category Manager to develop and deliver a category procurement workplan plan.

Lead procurement and contracting activity in line with CHS/CHFT financial procedures.

Work closely with the other procurement colleagues and divisional staff to ensure that all aspects of the procurement agenda are covered in support of CHS/CHFT objectives

Ensure all category procurement activity is carried out in a compliant and timely manner under the SFIs and PCRs

Maintain category contract register and ensure that all contracts are in place and renewed in line with department KPIs and PCRs.

Savings

Identify and deliver CIP and non-CIP efficiencies.

Continually review the route to market for goods and services ensuring that established arrangements eg open procurements, utilisation of national/regional frameworks continue to offer best value for money.

Work collaboratively to deliver savings opportunities.

Compliance

Compliance to both internal and best practise processes and procedures which achieve best value for money when procuring products & services whilst also ensuring compliance with contracts and Trust/EU standard procurement practice.

Knowledge of contract management and Social Value including mandatory training which underpin the requirement of the Cabinet Office Standards for contract management and social value.

Ensure that the Trust’s Standing Financial Instructions (SFI’s), Public Procurement Legislation, Procurement Act 2024, Provider Selection Regime, CHS/Trust’s and NHS procurement policies and procedures are adhered to at all times.

Assist in the implementation of operational policies and procedures and support activities which ensure compliance to accredited standards awarded to the organisation.
Suppliers/Supply

Supporting supplier management to ensure compliance to contractual arrangements, KPIs and specifications.

Providing support in the event of market disruption and supplier failure which causes an issue with supply/service delivery.
Stakeholder

Effective stakeholder management undertaken during procurement activities/projects to ensure best outcomes are achieved for all parties.

Provide procurement support to staff working on procurement tasks.

Develop strong working relationships with procurement colleagues and managers promoting a culture of shared responsibility for procurement and contract initiatives.

Collaboration

Engage and deliver collaboration activities with ICS/WYAAT colleagues to rationalise products, services and suppliers, and agreeing and achieving savings and other value added benefits.

Self Management

Attend all mandatory training as required by CHS/Trust including Central Commercial Function and Cabinet Office training.

Participate in the annual appraisal process including putting in place development plans.

Seek advice and support from line manager and other colleagues within the procurement team.

Be open to change, amend working practices in response to changes in process with a positive attitude.

Be open, honest, respectful and reliable.

Be enthusiastic and passionate when adhering to company values and engaging in your personal development.

Be attentive to the detail in any procurement and negotiation activity.

Be professional, impartial and unbiased in your communication, advice and recommendations to procurement stakeholders or colleagues.

Job Dimensions

Procurement and contract experience
Attention to detail
Analytical
Negotiation and influencing skills
Stakeholder Management
IT literate

Performance Measures and KPIs

Delivery to contracting deadlines
Compliance with organisation procurement guidelines