P2P Team Coordinator

Job description

Job 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 Trusts 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 Trusts 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 departments 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.

Person Specification

Qualifications

Essential

• Relevant experience in systems and P2P function.

Desirable

• Experience working in a busy NHS environment.

Knowledge and Experience

Essential

• Experience of successfully engaging stakeholders
• Demonstrable IT including Microsoft Office applications used to create reports and to assist in data analysis

Desirable

• Understanding of the "Green agenda" and how procurement can support this.
• Understanding of local, regional and national procurement agendas and how this links into operational procurement activity.

Skills and Attributes

Essential

• Creative, innovative, 'self-starter' able to motivate self and others to complete agreed objectives.
• Excellent inter-personal skills.
• Reliable, punctual, willing to work flexibly to meet the demands of the role.
• Ability to communicate effectively at all levels with excellent inter-personal skills.
• Ability to react to situations promptly in order to solve complex issues with inventory and stock availability
• Excellent organisation skills with the ability to prioritise workload to address conflicting demands

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).

Employer details

Employer name

The Walton Centre NHS Foundation Trust

Address

Liverpool Heart & Chest

Thomas Drive

Liverpool

L14 3PE

Employer's website

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