Non-Clinical Buyer

Job responsibilities

1. Job summary

To provide support within the Procurement Department across a range of tasks. As part of the Trust buying team purchasing goods and services as required, in a timely, professional and efficient way ensuring that the Trusts obtain best value. To action requisitions and produce orders to external companies as and when required. This will involve negotiations and obtaining quotations. To carry out supplier selection in a professional manner, accurately meeting deadlines and communicating effectively to all appropriate, and relevant, parties. To assist with the achievement of all purchasing and supply strategies.

2. Communication and working relationships

The postholder needs to form good working relationships with internal/ external end users up to and including Director Level. And will communicate on a regular basis with all levels of non-clinical, clinical and administrative staff.

3. Key responsibilities

To ensure compliance with Trust purchasing procedures, standing orders and standing financial instructions for all transactions including checking requisitions for correct authorisation and account codes before logging on to purchasing systems

To keep accurate and up to date records of savings and contribute to overall Trust savings plans

To liaise with all the finance departments generally in relation to procurement, contracting and systems as appropriate and relevant, including clearing invoices and using notifications on the Oracle system.

To collate customer specifications and requirements in order to invite competitive quotations for products, equipment and services.

4. Main tasks

The creation of official purchase orders from electronic requisitions within Oracle, for goods and services to be ordered direct from suppliers on behalf of the Trust.

To obtain value for money for the goods and services purchased by using existing contract arrangements, carrying out competitive quotations and negotiating improved terms wherever possible.

To understand the Trusts Standing Orders and Standing Financial Instructions as they relate to Purchasing and ensure compliance with other relevant policies and procedures

Responsible for the placing all non-stock order requirements including ad hoc, blanket, minor capital project, endowments and donations, and call off orders in accordance with agreed procedures and performance targets.

To provide support, advice and guidance and training to end users of the Oracle / iProc /E4H financial system and other acquisition systems eg. NHS Supply Chain, where appropriate.

To handle a range of queries from service departments in relation to electronic requisitioning, requisition approval, and receipting.

To process invoice queries and payment requests within Oracle on the Shared Business Service (SBS) platform and handle all associated queries.

The Maintenance of standing data in Oracle and on other acquisition systems where appropriate.

8. Confidentiality and data protection

The post holder must maintain the confidentiality of information about patients, staff and other health service business and meet the requirements of the Data Protection Act (2018) and General Data Protection Regulation (2018) at all times.

The post holder must comply with all Trust information and data protection policies at all times. The work of a NHS Foundation Trust is of a confidential nature and any information gained by the post holder in their role must not be communicated to other persons except where required in the recognised course of duty.

9. Health, safety and wellbeing

a) Employees must be aware of the responsibilities placed on them under the Health and Safety at Work Act (1974) and must follow these in full at all times, including ensuring that they act in line with all agreed procedures at all times in order to maintain a safe environment for patients, visitors and colleagues.

The Trust is committed to support the health and wellbeing of all its employees. The post holder is required to familiarise themselves with the organisations range of health and wellbeing support and report stress and ill health as early as possible.

10. Equality, diversity and inclusion

The Trust aims to grow inclusive teams in which you feel like you belong, we encourage a culture of learning from different points of view. We want to support you to be courageous and to overcome bias and challenge prejudice.

We are a Disability Confident Employer (Level 2). We go the extra mile to make sure disabled people get a fair chance. As well as paid employment we offer work experience and apprenticeships for disabled people.

11. Use of technology

The Trust is making increased use of computer technology. The majority of employees (both clinical and non-clinical) should expect to use automated information systems in their work in order to improve quality and coordination of services, and enable faster and more certain communication within the Trust. Necessary training will be provided.

12. No smoking policy

SCFT operates a no-smoking policy, in line with government legislation. This applies to all staff, visitors and patients. It is a condition of employment for staff that they do not smoke whilst on duty or in uniform or anywhere on Trust premises. This includes electronic cigarettes.

Whilst we do not discriminate against employing smokers, they are expected to adhere to this policy and all prospective employees should be aware of this.

13. Professional registration

All employees who are required to be a member of a professional body are required to hold relevant registration and must comply with the standards and guidelines of their professional practice, education and conduct and must act at all times within the boundary of the code of conduct.

14. Infection prevention and control

Infection prevention and control is everybody's responsibility. All staff, both clinical and non-clinical, are required to adhere to the Trusts Infection Prevention and Control Policy and make every effort to maintain high standards of infection prevention and control at all times thereby reducing the burden of healthcare-associated infections (HCAI).

15. Safeguarding children, young people and vulnerable adults

SCFT is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults, and expects all staff and volunteers to share this commitment. Rigorous recruitment checks are carried out and successful applicants may be required to undertake an Enhanced Disclosure via the Disclosure and Barring Service (DBS).

16. Quality

Excellent care at the heart of the community is our Trust vision. To make sure our care meets this high standard all staff must ensure that the three themes of quality care are provided in every encounter they have with our patients. The three themes are safe care, effective care, and patient-centred care.

To progress outstanding purchase orders with suppliers on behalf of service departments in order to secure prompt and efficient delivery.

a) The post holder may have tasks or responsibilities delegated to them, appropriate to their level of competence. They may also be expected to delegate tasks or responsibilities to other staff, as appropriate

6. Flexibility

a) This job description is intended to provide a broad outline of the role. The post holder may be required to carry out other duties commensurate with their banding and competence.

7. Policies and procedures

The post holder is required to familiarise themselves with all Trust policies and procedures and to comply with these at all times.

All staff, clinical and non-clinical, are expected to ensure that quality is a key consideration in all we do. This includes reviewing practice and being open to feedback on our performance, being open and honest, and seeking to identify, resolve, and appropriately escalate issues and risks.

Qualifications

Essential

• Educated to at least GCSE level or equivalent to Grade C or above in English and Maths
• ECDL or equivalent experience of Microsoft Office package

Desirable

• Minimum of Good 3 'A' level or BTEC advanced level standard (including GCSE Maths and English C grade)
• CIPS II Qualification

Experience

Essential

• Significant experience as a buyer or administrative role
• Knowledge and experience in implementing and operating organisational policies and procedures (business functions)
• High standard of presentational ability
• Ability to prioritise with attention to detail
• Excellent telephone manner
• Excellent written and oral communication skills
• Good level of numeracy
• Problem solving skills
• Customer services

Desirable

• Proficient in the use of office equipment

Skills

Essential

• Ability to undertake a portfolio of varying activities
• Planning and Organisational Skills
• Computer literate with experience of Microsoft Office, PowerPoint, Excel, Word and Outlook with the ability to establish own database to meet the need presenting in the organisation
• Well-developed negotiation, persuasive and facilitate influencing skills
• An NHS background or specific experience working in procurement or customer service department
• Other specialist finance database experience

Desirable

• Exceptional communicator (verbal and written) with the ability to understand and impart a wide range of complex, sensitive and specialist information in different formats
• Well-developed analytical skills with the ability to deal with and interpret complex information and providing a variety of solutions/dealing with complex enquiries on a range of issues
• Familiarisation with invitation to Tender and Quote documentation and associated procedures

other

Essential

• Requires ability to work under pressure in a busy office environment
• Meets tight deadlines in a fast paced dynamic environment with high levels of performance
• Daily requirement for frequent concentration and attention to detail when checking documents/catalogues, correspondence, orders and when issuing request for tender and quote documentation
• Frequent concentration in an unpredictable workload - managing workload, external and internal enquiries
• Regular pressurised workload with some peaks and troughs
• Requires problem solving skills
• Exposure to distressing or emotional circumstances when dealing with a number of Exposure to distressing or emotional circumstances when dealing with a number of team members and directors as well as dealing with customers
• Varied and prioritisation of workload needed
• Regularly deals with customers and suppliers queries and complaints

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).