Job summary
We have an exciting opportunity for a Purchasing Coordinator
to join our Procurement and Supply Chain department based at the Alexandra
Hospital, Redditch. This role will lead the Transactional Procurement team in
operational purchasing and supportcustomers on their requirements and
with suppliers to identify and secure supply and contribute to financial savings.
Our Procurement and Supply Chain team provide professional
procurement expertise, advice and services across the organisation ensuring
value for money is achieved, whilst fundamentally supporting the delivery of
high-quality patient care.
Main duties of the job
To be responsible for the day to day
supervision of the Purchasing Admin function, working independently and
referring to the Head of Procurement when necessary.
To organise and prioritise the workloads
of the Purchasing Admin team whilst managing these conflicting demands
efficiently and ensuring purchase orders are processed in a timely manner.
To
work across clinical and non-clinical environments for purchasing a variety of
products and services for all hospital sites of the Trust. The role requires an analytical approach and
good attention to detail to add value and process electronic requests for goods
and services on the trust ordering system.
Must
be able use own initiative and work within the appropriate time scales with
adherence to the Standing Financial Instructions and Standing Orders guidelines
and controls. Must be able to work independently and as part of a team.
The
role involves liaising with customers on their requirements and with suppliers
to identify and secure supply and contribute to financial saving. This may
involve obtaining quotations and product sourcing.
The
role will also involve ensuring that smooth electronic transactions are
progressed through the Trusts Purchase to Pay system.
About us
Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this.
Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.
The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester
Our workforce is over 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.
We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.
Our objectives are simple:
- Best services for local people
- Best experience of care and best outcomes for our patients
- Best use of resources
- Best people
Better never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system.
We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.
Job description
Job responsibilities
To provide line management responsibilities to the
Purchasing Admin team which
includes appraisals, performance and absence management.
To process
requisitions via the Trust purchase to pay system to produce Purchase Orders,
Standing Orders and Call-off Orders in accordance with the process and
procedures documented. Ensuring the correct and contractual price is referenced
on the order.
Manage
new supplier set ups in the purchase to pay system.
Manage
customer requirements by determining appropriate supplier, obtaining and
analysing quotations and recommending contract and purchasing awards for
requistions up to the value to £10,000.
Check
requisitions for compliance against local, collaborative and National
agreements and ensure stakeholders use contractual arrangements.
Check
requisitions in accordance with any Standing Financial Instructions and advise
customers when changes are needed to conform, to such standards.
Check
stock availability, delivery lead times and dates with suppliers.
To
process notifications that are generated via the Trust purchase to pay system
to ensure smooth payment of invoices where discrepancies have been identified
by accounts payable in accordance with the process and procedures documented.
To
challenge any invoice and/or price queries, liaising with the relevant persons
in the Finance Department and the Suppliers to achieve a resolution.
To
work closely with the e-procurement team to ensure accuracy of the electronic
catalogue ensuring it is consistently maintained in accordance with the
procedures documented by the Systems & Governance Manager.
To
continually develop and improve relationships with customers through regular
communication by telephone, e-mail and personal contact with the aim of
developing knowledge about the customers requirements.
To
request quotations in accordance with Standing Orders and Standing Financial
Instructions and analyse these to ensure that best value for money is achieved
in all transactions by successful negotiation and maintain accurate records of
any savings achieved.
To
develop and maintain a sound knowledge of procurement product areas (or those
that may be personally allocated) including awareness of market trends and best
buys.
To
be aware of, and adhere to the correct ethics in transacting in public business
and display a high standard of conduct and professional approach when in
contact with both clients and suppliers.
To
process all incoming emails and ensuring that high priority items receive
immediate attention.
To
transact purchase orders, create re-prints of existing orders as and when
requested.
Responsibility
for personal time management and to prioritise workload ensuring that urgent
requirements are given immediate attention and prioritise contract lead times.
To
assist in the provision of training to new and existing members of staff and
any support staff and to contribute to training manuals to supplement such
training.
To
deal with any queries from both customers and suppliers in a professional and
efficient manner with particular regard to the process of orders and solving
delivery discrepancies and deficiencies.
Undertake
any other assignments or duties allocated by the Head of Procurement or
Director of Procurement & Supply Chain.
Be
responsible for development of any Procurement apprentices and manage regular
support and contact with any training providers.
Manage
Departmental ordering by raising requisition on Oracle iProcurement.
Work to personal and departmental objectives to enable targets to
be set and performances evaluated and contribute to the development and
performance of the department by personal involvement in training and
development activities. Ability to work independently most of the time, without
supervision;
Adhere
to, monitor and introduce new policies and standard operating procedures.
Escalate areas of incompliance and recommend improvements.
Job description
Job responsibilities
To provide line management responsibilities to the
Purchasing Admin team which
includes appraisals, performance and absence management.
To process
requisitions via the Trust purchase to pay system to produce Purchase Orders,
Standing Orders and Call-off Orders in accordance with the process and
procedures documented. Ensuring the correct and contractual price is referenced
on the order.
Manage
new supplier set ups in the purchase to pay system.
Manage
customer requirements by determining appropriate supplier, obtaining and
analysing quotations and recommending contract and purchasing awards for
requistions up to the value to £10,000.
Check
requisitions for compliance against local, collaborative and National
agreements and ensure stakeholders use contractual arrangements.
Check
requisitions in accordance with any Standing Financial Instructions and advise
customers when changes are needed to conform, to such standards.
Check
stock availability, delivery lead times and dates with suppliers.
To
process notifications that are generated via the Trust purchase to pay system
to ensure smooth payment of invoices where discrepancies have been identified
by accounts payable in accordance with the process and procedures documented.
To
challenge any invoice and/or price queries, liaising with the relevant persons
in the Finance Department and the Suppliers to achieve a resolution.
To
work closely with the e-procurement team to ensure accuracy of the electronic
catalogue ensuring it is consistently maintained in accordance with the
procedures documented by the Systems & Governance Manager.
To
continually develop and improve relationships with customers through regular
communication by telephone, e-mail and personal contact with the aim of
developing knowledge about the customers requirements.
To
request quotations in accordance with Standing Orders and Standing Financial
Instructions and analyse these to ensure that best value for money is achieved
in all transactions by successful negotiation and maintain accurate records of
any savings achieved.
To
develop and maintain a sound knowledge of procurement product areas (or those
that may be personally allocated) including awareness of market trends and best
buys.
To
be aware of, and adhere to the correct ethics in transacting in public business
and display a high standard of conduct and professional approach when in
contact with both clients and suppliers.
To
process all incoming emails and ensuring that high priority items receive
immediate attention.
To
transact purchase orders, create re-prints of existing orders as and when
requested.
Responsibility
for personal time management and to prioritise workload ensuring that urgent
requirements are given immediate attention and prioritise contract lead times.
To
assist in the provision of training to new and existing members of staff and
any support staff and to contribute to training manuals to supplement such
training.
To
deal with any queries from both customers and suppliers in a professional and
efficient manner with particular regard to the process of orders and solving
delivery discrepancies and deficiencies.
Undertake
any other assignments or duties allocated by the Head of Procurement or
Director of Procurement & Supply Chain.
Be
responsible for development of any Procurement apprentices and manage regular
support and contact with any training providers.
Manage
Departmental ordering by raising requisition on Oracle iProcurement.
Work to personal and departmental objectives to enable targets to
be set and performances evaluated and contribute to the development and
performance of the department by personal involvement in training and
development activities. Ability to work independently most of the time, without
supervision;
Adhere
to, monitor and introduce new policies and standard operating procedures.
Escalate areas of incompliance and recommend improvements.
Person Specification
Experience
Essential
- Line Management experience
- Procurement/Purchasing experience.
- Experience of ordering systems.
- Experience of negotiating and liaising confidently with suppliers.
- Experience of IT Office Systems Microsoft, Excel, Word.
- Experience of working in a business environment.
- Proven skills in buying, and raising orders for requisitions in accordance with legislation and/or policy
Skills & Knowledge
Essential
- Knowledge of the Purchase to Pay process.
- Good interpersonal skills ability to converse, negotiate and convince
- on the basis of clear understanding and sound logic.
- Ability to deal with a range of priorities and plan accordingly.
- Ability to report on non-compliance
Qualifications
Essential
- Good standard of General Education.
- Good IT and keyboard Skills.
- Computer literate.
Desirable
- CIPS Level 3 or working towards
- ILM or equivalent Management Training
- Knowledge and understanding of the NHS.
- An understanding of Trusts Standing Financial Instructions and Procurement procedures.
Person Specification
Experience
Essential
- Line Management experience
- Procurement/Purchasing experience.
- Experience of ordering systems.
- Experience of negotiating and liaising confidently with suppliers.
- Experience of IT Office Systems Microsoft, Excel, Word.
- Experience of working in a business environment.
- Proven skills in buying, and raising orders for requisitions in accordance with legislation and/or policy
Skills & Knowledge
Essential
- Knowledge of the Purchase to Pay process.
- Good interpersonal skills ability to converse, negotiate and convince
- on the basis of clear understanding and sound logic.
- Ability to deal with a range of priorities and plan accordingly.
- Ability to report on non-compliance
Qualifications
Essential
- Good standard of General Education.
- Good IT and keyboard Skills.
- Computer literate.
Desirable
- CIPS Level 3 or working towards
- ILM or equivalent Management Training
- Knowledge and understanding of the NHS.
- An understanding of Trusts Standing Financial Instructions and Procurement procedures.
