Procurement Specialist

Job description

Job responsibilities

To help implement STH and SCH procurement strategies giving due consideration to the Trust Corporate Strategy and business plan, and the Procurement Policy.

To deliver financial savings and value for money for the Trust through contract renewal/negotiation.

To monitor supplier performance against contracts, reviewing periodically and addressing performance issues.

Assess estimated volumes and specification of goods/services required within designated areas of procurement, using appropriate reporting tools and techniques.

Liaise with suppliers, departments and other stakeholders to advise on contractual/procurement issues and encourage them to meet organisational purchasing needs.

To liaise with purchasing staff within other NHS Trusts, NHS Supply Chain, External Procurement Hubs, the Crown Commercial Service and all other relevant bodies to identify opportunities for improving value and maintain close working relationships.

Prepare quotation/tender documentation in line with Standing Financial Instructions and Procurement Legislation.

Research the marketplace, giving due consideration to financial status of suppliers; ability to supply and maintain continuity of supply. Undertake product and equipment evaluations/trials and site visits as appropriate.

Invite and manage the return of quotation/tenders for medium and high value contracts, including holding pre-tender discussions with both the customer and supplier.

Evaluate quotation/tender returns, using appropriate financial assessment and purchasing and supply criteria. Ensure products and supplier meet required standards according to English law.

Facilitate Budget Holder decisions on leasing, purchasing or other options by providing costing information and financial analysis.

Identify any Exceptional Purchasing Arrangement and report to Chief Executive as necessary.

Prepare Freedom Of Information file and notify unsuccessful bidders of result of tender process.

Award business, providing de-briefings to suppliers and departments as necessary.

Prepare and update quotation/tender reports and record/report savings.

Record contract details on Purchase Order system, including Contract Suite, Catalogue Files and Template orders, update and review as necessary.

Update files and contracts databases for legislation reporting.

Communicate contract details to appropriate parties, including departments, suppliers, Supplies, Finance and others within the Trust as necessary.

Evaluate and initiate alternative methods of supply.

Take forward, manage, evaluate and report the findings of official trials on a range of agreed products and/or services, liaising with key stakeholders including suppliers, end users, finance, procurement staff and other Trust staff as appropriate. Escalate barriers to progression as appropriate.

Introduce suppliers and internal users to new ordering systems set up within Supplies to ensure full understanding of operations procedures. Train as needed.

Deal with ongoing queries through life of contract, including invoice queries, delivery issues, price amendments, customer/supplier queries, quality issues and contractual disputes. Use telephone, written material, MS Teams, face-to-face meetings and seek legal/other advice as appropriate.

Maintain accurate records and content of manual and electronic filing systems.

Assist line manager when required with coaching and training of other team members.

Ensure compliance with current procurement policies and practices, Trust Standing Orders and Standing Financial Instructions, Procurement Regulations and other statutory and regulatory requirements.

Undertake training as necessary to ensure continuing development of expertise in all aspects of procurement theory and practice.

Travel to conferences, seminars, trade fairs and suppliers premises etc., including residential stays as necessary.

Utilise information technology systems provided by the Trust and other organisations, including INTEGRA, CRYSTAL, MS OFFICE, RESUS, SHAREPOINT, LOGISTICS ON LINE, E-TENDERING and E-PROCUREMENT systems.

Prepare and provide management information to customers, Supply, Finance and other Trust staff.

Person Specification

Education and Qualifications

Essential

• 4 GCSEs or equivalent, including Maths and English (grade C or above).
• Chartered Institute of Procurement & Supply Professional Diploma or willing to work towards, or a degree in a business-related subject, or equivalent experience

Desirable

• Evidence of CPD
• Further education qualification in relevant discipline, Business Studies or similar

Experience

Essential

• Experience in a buying role
• Accustomed to dealing with suppliers at all levels

Desirable

• NHS experience
• Understand tenders, quotes and procurement procedures and regulations
• Contract Management

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

Sheffield Teaching Hospitals NHS Foundation Trust

Address

Northern General Hospital

Herries Road

Sheffield

S5 7AU

Employer's website

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