Procurement Officer

Job description

Job responsibilities

Job Purpose

Be a key member of the Procurement Team by supporting with the facilitation of transactional processes including administration of the Acumatica finance system, NHS Supply Chain, high dependency orders and credit card purchases.

Process routine and non-routine orders, investigate queries, obtain, evaluate, and escalate purchasing information, including quotes of varying value and complexity.

Provide day-to-day support to all administrative staff and be responsible for the efficient implementation of purchasing procedures, using a combination of documented standard operating procedures, liaison with the wider organisation and maintenance of computer-based systems/portals.

Ensure staff purchasing goods and services are compliant with the Procurement Policy.

Dimensions

1. Day to day engagement with the Procurement Officer and reporting to the Operational Procurement Manager.

2. To work in line with the Procurement Strategy held by the Head of Procurement, to ensure delivery of a high standard procurement function, including support with both contract and supplier management.

3. Budget: will not hold direct budgetary responsibility but will have responsibility for overseeing, approving, and advising administrative staff on purchases over £250 and non-catalogue purchases.

4. Training and supporting the wider organisation through both presentation and a set of best practices documents relevant to the administrative duties of the role.

5. Resolve problems of varying complexity, daily.

Key Responsibilities

General

Contribute to the daily running of the Procurement function to deliver the organisational savings targets by challenging purchases to ensure best value for money and use of existing supply routes.

Develop an in-depth understanding of CityCares purchasing system (Acumatica) and the NHS Supply Chain ordering portal and use these to facilitate day-to-day purchasing.

Support the Head of Procurement/Procurement Managers with the Contract Review Meeting cycle for several contracts including creating action logs and general minuting.

Identify areas of expenditure that can be rationalised and provide members of the procurement team with key data.

To support in the delivery of procurement projects across a diverse range of stakeholders, to meet key milestones and performance indicators.

Creating and consistently maintaining a strong set of standard operating procedures for use within the wider organisation and for the purpose of internal and external process auditing. For example, documenting processes which ensure compliance with Standing Financial Instructions, Scheme of Delegation and relevant procurement/EU legislation, taking into account any recommendations received from the Department of Health/national initiatives.

Ensure procurement SOPs are thoroughly and clearly documented/ accessible and regularly update these based on knowledge development and updates to processes.

Administrative

Be the first point of call for administrative Supply Chain and Acumatica queries and assistance, supporting the wider organisation with purchase order raising, goods receipting and general maintenance of Acumatica records.

Monitor the process of goods receipting across the organisation through strong communication with team administrators.

Encourage timely goods receipting by proactively monitoring the expected delivery of orders and providing reminder of receipting duties to staff in order to ensure payments can be processed upon invoice receipt.

Develop a strong organisational process by identifying users who may need additional support to help eliminate reoccurring receipting delays.

To ensure that needs not converted into orders using Acumatica system are procured using alternative methods, e.g., suggesting Credit Card.

Using email communication to support in overseeing the central Procurement inbox, resolving ad-hoc queries around returns, order corrections and handling despatch confirmations/expected delivery dates.

Understanding the accounts payable and invoicing process, using this knowledge to resolve queries in line with CityCares No Purchase Order, No Pay policy. Additionally, investigate and respond to any procurement jobs sent by Accounts Payable to ensure any open orders are closed down in a timely manner.

Produce and interpret reports to support with summarising administrative task progression and query resolution.

Communication

Communication with the wider CityCare team, particularly Administrative Staff and Team Managers, to assist with requests and facilitate their purchasing requirements.

Liaise with suppliers and work with them to meet purchasing needs and solve any issues with regards to orders and invoices.

Liaising with suppliers in respect of new Purchase Orders, ensuring orders are processed and deadlines adhered to.

Communicating information collated using reporting to express key messages to stakeholders.

Governance

Facilitate the review and approval process of purchase orders raised by administrative staff for the below:

• Non catalogue purchases
• Catalogue purchases over £250.

Provide thorough checking and governance for purchase orders raised by the wider organisation, particularly focusing on orders that are not routinely ordered or from a new supplier to mitigate the risk of fraud and unnecessary purchasing.

Discourage the setup of new suppliers with the wider organisation by advising where there are existing alternative suppliers in place or when the credit card can be used to fulfil their request.

Monitoring NHS Supply Chain orders with clinical teams to ensure their purchasing is appropriate against standard ordering levels and processed in a timely manner in line with their order cut off deadlines.

Ensuring the correct individual has authorised NHS Supply Chain orders prior to procurement approving on the NHS Supply Chain ordering portal.

Training/Exposure

Be an advocate for the procurement function and strongly communicate its use and input to the organisation. Promote the role and raise awareness of the Procurement Department, taking a pro-active approach in offering advice and guidance to user departments in all matters relating to procurement.

Provide training and support to new and existing members of staff from different departments with regards to procurement and systems.

Where necessary, review and highlight staff members who are not successfully fulfilling their duties of accurate purchase order raising/receipting and ensure these are targeted for escalation and/or further training.

Person Specification

Qualifications

Essential

• GCSEs A-C English & Maths
• Prepared to undertake any necessary training appropriate with the
• requirements of the post.

Desirable

• General standard of education A Levels/Diploma or equivalent. Attained or actively studying for Chartered Institute of Purchase & Supply Level 3 or equivalent.

Knowledge and Skills

Essential

• Awareness of procurement principles, sourcing, stock management,
• negotiating, EU Legislation and Procurement Rules and Systems.
• Basic understanding of NHS policies & procedures
• Understanding of confidentiality/ Data Protection.
• Excellent communication skills both written and verbal.
• Minute taking skills.
• Ability to prioritise workload and manage time effectively.
• Demonstrating excellent organisational skills.
• Ability to work effectively & reliably as part of a team.
• Ability to use initiative, problem solving and decision-making skills.
• Adaptable to change within the workplace.
• Demonstrates a positive and can do attitude with a willingness to
• learn & develop.
• Computer Literacy (skills) basic knowledge and proficiency of I.T.
• packages particularly in the use of word processing, spreadsheets,
• and data bases.

Desirable

• Knowledge of supply chain processes, issues, and solutions. Knowledge of e-procurement systems

Experience

Essential

• Proven administrative experience.
• Experience of dealing with sensitive/ confidential information.
• Excellent communication skills and customer service experience with
• a variety of people.
• Experience in managing own workload to meet deadlines where
• appropriate.
• Experience of training and supporting staff.
• Experience of working autonomously in previous roles.

Desirable

• Experience of working in a health or social care environment. Experience of working within a procurement environment. Experience of keeping accurate records in respect to legislation, policies and procedures.

Physical Requirements

Essential

• All appointments are subject to satisfactory occupational health clearance. Be able to sit and concentrate for long periods of time.

Special Requirements

Essential

• Ability to be flexible over hours worked within contracted hours to meet the needs of the service

Desirable

• Full UK Clean Driving License

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Nottingham CityCare Partnership CIC

Address

Aspect Court, Aspect Business Park

26 Bennerley Road

Bulwell

Nottinghamshire

NG6 8WR

Employer's website

https://www.nottinghamcitycare.nhs.uk/ (Opens in a new tab)