Job summary
37.5 hours per week - internal only
Join
Our Team! Procurement Department Opportunity at Kendray Hospital!
Are
you looking for a role where you can see the direct impact of your work? We are
seeking a motivated Assistant Buyer to join our vibrant Procurement team for a
12-month fixed-term contract.
This
isn't just "business as usual." While youll be immersed in the
fast-paced world of day to day procurement, you will also play a pivotal role
in the strategic expansion of our Materials Management Service into new areas
across the Trust.
Why
Join Us?
Career
Growth: Gain hands-on experience in project implementation and specialised NHS
procurement.
Meaningful
Work: Every order you place and every shelf you help organise and replenish
directly supports frontline patient care.
Ready
to dive in? If you are organised, proactive, and ready to help us modernise our
logistics, we want to hear from you.
Apply today and help us deliver
excellence across the NHS.
At
the time of advertising, this role does not meet the minimum requirements set
by UK Visas and Immigration to sponsor candidates to work in the UK. For this
reason, we are unable to sponsor anyone for a skilled worker visa for this role.
We
are happy to accept applications from candidates who can prove their right to
work in the UK or via alternative visa routes. Such applications will be
considered alongside all other applications.
Main duties of the job
Responsibilities Include:
- Handling customer and supplier queries
- Gathering pricing information via phone and email
- Oracle System data entry and requisition processing (training will be provided)
- Keeping deliveries on track through diligent follow-ups and order progressing
- Assisting with stock management, including restocking storerooms and wards at Kendray Hospital
- Providing advice to customers on procurement processes and purchasing system issues
All employees of the Trust are strongly encouraged to have their up-to-date flu vaccination to protect staff and patients.
We are aware that an increasing number of applicants are using AI technology to generate responses on NHS Job application forms. We strongly discourage this and will conduct a thorough screening process before selecting candidates to progress to the next stage. If you are using AI to enhance your application, please disclose this in your NHS Jobs application form.
About us
We
are a specialist NHS Foundation Trust that provides community, mental health
and learning disability services for the people of Barnsley, Calderdale,
Kirklees and Wakefield. We also provide low and medium secure services and are
the lead for the west Yorkshire secure provider collaborative.
Our mission is
to help people reach their potential and live well in their communities, we do this
by providing high-quality care in the right place at the right time. We employ
staff in both clinical and non-clinical services who work hard to make a
difference to the lives of service users, families and carers.
We encourage
and welcome applications from all protected characteristic groups, we value
diversity and want our workforce to be reflective of our communities.
Being
a foundation Trust means were accountable to our
members, who can have a say in how were run. Around 14,300 local people
(including staff) are members of our Trust.
Join
us and you will be one of over 4,500 staff committed to supporting and improving
the mental, physical and social needs of the thousands of people we meet and
help each year.
We
are committed
to safeguarding and promoting the welfare of children, young people and
vulnerable adults and expects all colleagues and volunteers to share this
commitment.
We do reserve to right to close vacancy before the advertised closing date if necessary, so please apply as soon as possible.
Job description
Job responsibilities
JOB SUMMARY
- Takes a lead role in the materials management order process within the Barnsley
Business Delivery Unit at the Kendray hospital site ensuring that identified products are ordered promptly within the pre-requisite timescales and the stock levels are monitored and maintained in-line with demand.
- Ensures that materials management stocks are put away in the appropriate stock
Location bays, that stock is rotated ensuring that the levels of out of date stock are kept to a minimum and the stock area is kept clean, tidy and free of litter.
- Provides support as and when required to the receipt and distribution department, predominantly at the Kendray Hospital site, as and when required.
- Assists with the procurement of products/services via the Trusts purchase order system. The Buyer will refer complex or significant problems to the Senior Buyer, Senior Contracts Manager, Contracts Manager or the Head of Procurement for guidance/instruction.
- Ensures requests for goods/services are processed and orders placed to obtain best value. This will be according to the detailed Local Work Instructions and will involve sourcing the Market and providing the best value solution for the Trust.
- Liaises with customers and Suppliers to provide assistance, advice and a focal point for all procurement issues. This may be by phone, e-mail, in person or providing input to a Business Delivery Unit (BDU) or a Working Group. Has extensive communication, via these means, with internal (Trust) and external (Supplier) staff, on a daily basis.
- Adheres to all Local Work Instructions.
- Observes all relevant NHS, Trust and Legal Requirements
- Follows and adheres to all relevant aspects of the Trusts Procurement Strategy
- Keeps abreast of changing procurement issues via regular, specialist supplies training. This may be provided by the Crown Commercial Services, NHS Procurement Collaboratives or by an external company to the public sector.
KEY RESULT AREAS:
The postholder will:
1.1 Care/service/function provision:
- Take responsibility for aspects of products/services purchased specifically including the departments materials management process and other areas as determined by the Head of Procurement, the Senior Contracts Manager or the Contracts Manager. Liaise with external Supplier Representatives and customers of the Procurement service. Update appropriate product and market information for both the Trusts third party marketplace environment and the Procurement department. Continually review products and services to ensure best value is obtained, on an on-going basis.
- Produce reports and spreadsheets as necessary, this will involve using product and market knowledge and may also involve meeting, and negotiating with, representatives of external organisations.
- Have a knowledge and understanding of a purchase order computing system including the process for ordering, receipting payment of invoices, and the concept of commodity/catalogue within the procurement function and observe all Purchasing Principles.
- Prepare, obtain and evaluate quotes for the department, at the appropriate expenditure levels. Advise customers of the financial limits and the procedures involved.
- Ensure goods and services are obtained from approved suppliers. Where appropriate, undertake sourcing of new Suppliers and Markets.
- Ensure where possible that goods and services are obtained from NHS, Crown Commercial Services (CCS), or Local contracts. Assist with projects and initiatives to ensure compliance on an ongoing basis. Assist with the performance and review of contracts to ensure that the contracts represent Best Value for our organisation.
- Assist with investigations as required into specific products and markets. Assist in the production of reports for Managers and budget holders in all areas.
- Be familiar with and refer extensively to the Local Work Instructions, any queries to be directed to the Head of Procurement or Senior Contracts Manager.
- Assist in the collection of data for NHS Key Performance Indicators. This would involve providing the Head of Procurement with information on products and services purchased and the level of contract compliance.
- Use all of the above knowledge, skills and experience to provide a pro-active service to Managers and Customers within the South West Yorkshire Partnership NHS Foundation Trust.
- Have an understanding of Purchase Order and Accounts Payable computer systems.
1.2 Working as part of a Team:
- Deal with customer and supplier queries in a professional manner. Resolve problems on a daily basis. Any complex problems or ones which require a high degree of knowledge and concentration would be referred to the Senior Buyer or Contracts Manager for advice.
- Liaise with procurement department users within the organisation. This would be by phone, e-mail or in person.
- Give advice and guidance on aspects of product and services procurement in a professional manner to the benefit of the Trusts customers, ensuring that matters of a highly complex nature are referred to the Head of Procurement or Purchasing Manager.
1.3 Managing Self:
- Provide training as appropriate for customers and support service staff.
- Have personal responsibility for the procurement of products and services as determined by the Senior Contracts Manager, Contracts Manager or the Head of Procurement and the materials management service within the Barnsley BDU. The buyer would refer any complex or significant problems to the Senior Contracts Manager, Contracts Manager or Head of Procurement.
- Observe all rules, regulations and policies of the South West Yorkshire Partnership NHS Foundation Trust. This includes Standing Orders, Standing Financial Instructions, Financial Procedures and E.U. Regulations.
- Adheres to the Ethical Standards of the Chartered Institute of Purchasing and Supply.
- Provides services consistent with the departments customer service model.
- Liaise with ward staff to ensure that appropriate stock items and stock levels are maintained.
- Ensure that the materials management catalogue for each unit is maintained in line with NHS Supply Chain code changes and stock level amendments.
- Ensure that stock locations are correctly numbered and bar code labels are updated in line with NHS Supply Chain code changes and stock level amendments.
- Provide customer services support to all Trust staff in respect of NHS Supply Chain problems and queries.
- Liaise with NHS Supply Chain to report discrepancies in deliveries and stock returns.
- Implements all relevant aspects of the Trusts Procurement Strategy.
- Adheres to Supplies Local Work Instructions in all operational areas.
1.4 Management Supervision and Support:
- Has responsibility for decision making, for the procurement of products and services as determined by the Senior Contracts Manager, Contracts Manager or Head of Procurement. This will involve having product and market knowledge, and may also involve meeting and negotiating with representatives of external organisations.
- Provides advice to customers and suppliers. This may be by phone, e-mail, in person or input to a working group. Has communication, via these means, with internal (Trust) and external (Supplier) staff, on a daily basis.
- Takes professional responsibility, on behalf of the Procurement department, for providing advice to customers at levels within the organisation.
- Seeks advice from the Senior Contracts Manager, Contracts Manager or the Head of Procurement on highly complex issues.
- Work in a pro-active way to manage change in Suppliers, Markets and Technology. This will involve a degree of knowledge in these areas and an understanding of the service implications through the advances in technology. It may also involve liaison with users, at all levels within the organisation.
- Respond in an effective manner to changes in products, markets, suppliers and technology. This will involve a degree of knowledge in these areas and an understanding of the service implications through the advances in technology. It may also involve liaison with users, at levels within the organisation.
- Continually work to provide innovative response to change with the ultimate goal of maintaining best value in products and services for the customer.
- Be aware of the continuing development of departments and services within the Trust. Initiate and maintain responses to these changes in a pro-active way to the benefit of all our customers. This would involve providing customers information on best practice, and advising them how to achieve best value. This may be by phone, e-mail or individual meetings.
For full details of the role please see the supporting documents attched.
Job description
Job responsibilities
JOB SUMMARY
- Takes a lead role in the materials management order process within the Barnsley
Business Delivery Unit at the Kendray hospital site ensuring that identified products are ordered promptly within the pre-requisite timescales and the stock levels are monitored and maintained in-line with demand.
- Ensures that materials management stocks are put away in the appropriate stock
Location bays, that stock is rotated ensuring that the levels of out of date stock are kept to a minimum and the stock area is kept clean, tidy and free of litter.
- Provides support as and when required to the receipt and distribution department, predominantly at the Kendray Hospital site, as and when required.
- Assists with the procurement of products/services via the Trusts purchase order system. The Buyer will refer complex or significant problems to the Senior Buyer, Senior Contracts Manager, Contracts Manager or the Head of Procurement for guidance/instruction.
- Ensures requests for goods/services are processed and orders placed to obtain best value. This will be according to the detailed Local Work Instructions and will involve sourcing the Market and providing the best value solution for the Trust.
- Liaises with customers and Suppliers to provide assistance, advice and a focal point for all procurement issues. This may be by phone, e-mail, in person or providing input to a Business Delivery Unit (BDU) or a Working Group. Has extensive communication, via these means, with internal (Trust) and external (Supplier) staff, on a daily basis.
- Adheres to all Local Work Instructions.
- Observes all relevant NHS, Trust and Legal Requirements
- Follows and adheres to all relevant aspects of the Trusts Procurement Strategy
- Keeps abreast of changing procurement issues via regular, specialist supplies training. This may be provided by the Crown Commercial Services, NHS Procurement Collaboratives or by an external company to the public sector.
KEY RESULT AREAS:
The postholder will:
1.1 Care/service/function provision:
- Take responsibility for aspects of products/services purchased specifically including the departments materials management process and other areas as determined by the Head of Procurement, the Senior Contracts Manager or the Contracts Manager. Liaise with external Supplier Representatives and customers of the Procurement service. Update appropriate product and market information for both the Trusts third party marketplace environment and the Procurement department. Continually review products and services to ensure best value is obtained, on an on-going basis.
- Produce reports and spreadsheets as necessary, this will involve using product and market knowledge and may also involve meeting, and negotiating with, representatives of external organisations.
- Have a knowledge and understanding of a purchase order computing system including the process for ordering, receipting payment of invoices, and the concept of commodity/catalogue within the procurement function and observe all Purchasing Principles.
- Prepare, obtain and evaluate quotes for the department, at the appropriate expenditure levels. Advise customers of the financial limits and the procedures involved.
- Ensure goods and services are obtained from approved suppliers. Where appropriate, undertake sourcing of new Suppliers and Markets.
- Ensure where possible that goods and services are obtained from NHS, Crown Commercial Services (CCS), or Local contracts. Assist with projects and initiatives to ensure compliance on an ongoing basis. Assist with the performance and review of contracts to ensure that the contracts represent Best Value for our organisation.
- Assist with investigations as required into specific products and markets. Assist in the production of reports for Managers and budget holders in all areas.
- Be familiar with and refer extensively to the Local Work Instructions, any queries to be directed to the Head of Procurement or Senior Contracts Manager.
- Assist in the collection of data for NHS Key Performance Indicators. This would involve providing the Head of Procurement with information on products and services purchased and the level of contract compliance.
- Use all of the above knowledge, skills and experience to provide a pro-active service to Managers and Customers within the South West Yorkshire Partnership NHS Foundation Trust.
- Have an understanding of Purchase Order and Accounts Payable computer systems.
1.2 Working as part of a Team:
- Deal with customer and supplier queries in a professional manner. Resolve problems on a daily basis. Any complex problems or ones which require a high degree of knowledge and concentration would be referred to the Senior Buyer or Contracts Manager for advice.
- Liaise with procurement department users within the organisation. This would be by phone, e-mail or in person.
- Give advice and guidance on aspects of product and services procurement in a professional manner to the benefit of the Trusts customers, ensuring that matters of a highly complex nature are referred to the Head of Procurement or Purchasing Manager.
1.3 Managing Self:
- Provide training as appropriate for customers and support service staff.
- Have personal responsibility for the procurement of products and services as determined by the Senior Contracts Manager, Contracts Manager or the Head of Procurement and the materials management service within the Barnsley BDU. The buyer would refer any complex or significant problems to the Senior Contracts Manager, Contracts Manager or Head of Procurement.
- Observe all rules, regulations and policies of the South West Yorkshire Partnership NHS Foundation Trust. This includes Standing Orders, Standing Financial Instructions, Financial Procedures and E.U. Regulations.
- Adheres to the Ethical Standards of the Chartered Institute of Purchasing and Supply.
- Provides services consistent with the departments customer service model.
- Liaise with ward staff to ensure that appropriate stock items and stock levels are maintained.
- Ensure that the materials management catalogue for each unit is maintained in line with NHS Supply Chain code changes and stock level amendments.
- Ensure that stock locations are correctly numbered and bar code labels are updated in line with NHS Supply Chain code changes and stock level amendments.
- Provide customer services support to all Trust staff in respect of NHS Supply Chain problems and queries.
- Liaise with NHS Supply Chain to report discrepancies in deliveries and stock returns.
- Implements all relevant aspects of the Trusts Procurement Strategy.
- Adheres to Supplies Local Work Instructions in all operational areas.
1.4 Management Supervision and Support:
- Has responsibility for decision making, for the procurement of products and services as determined by the Senior Contracts Manager, Contracts Manager or Head of Procurement. This will involve having product and market knowledge, and may also involve meeting and negotiating with representatives of external organisations.
- Provides advice to customers and suppliers. This may be by phone, e-mail, in person or input to a working group. Has communication, via these means, with internal (Trust) and external (Supplier) staff, on a daily basis.
- Takes professional responsibility, on behalf of the Procurement department, for providing advice to customers at levels within the organisation.
- Seeks advice from the Senior Contracts Manager, Contracts Manager or the Head of Procurement on highly complex issues.
- Work in a pro-active way to manage change in Suppliers, Markets and Technology. This will involve a degree of knowledge in these areas and an understanding of the service implications through the advances in technology. It may also involve liaison with users, at all levels within the organisation.
- Respond in an effective manner to changes in products, markets, suppliers and technology. This will involve a degree of knowledge in these areas and an understanding of the service implications through the advances in technology. It may also involve liaison with users, at levels within the organisation.
- Continually work to provide innovative response to change with the ultimate goal of maintaining best value in products and services for the customer.
- Be aware of the continuing development of departments and services within the Trust. Initiate and maintain responses to these changes in a pro-active way to the benefit of all our customers. This would involve providing customers information on best practice, and advising them how to achieve best value. This may be by phone, e-mail or individual meetings.
For full details of the role please see the supporting documents attched.
Person Specification
Experience
Essential
- Understanding of the need for confidentiality.
- Experience of computerised order processing.
- Experience of a computerised stock replenishment system.
Desirable
- European Computer Driving Licence (ECDL).
- Experience of the NHS Supply Chain materials management computer system.
- Experience within the procurement discipline.
- Have experience of drafting specifications and producing tender/quotation documents.
- Have an understanding of Contract Law.
- Working knowledge of ordering systems and procedures.
Training
Essential
- Evidence of further study and training in procurement related topics.
Special Knowledge/Skills
Essential
- Able to act as representative of Department and promote positive image.
- Ability to handle customer queries/complaints effectively.
- Ability to organise and prioritise own work.
- Good organisational skills.
- Previous customer care experience.
- Good telephone manner.
- Good interpersonal skills.
- Good standard of oral and written communication skills.
- Team player.
Personal Attributes
Essential
- Customer friendly.
- Ability to work under pressure.
- Able to work on own initiative.
- Enthusiastic/self-motivated.
- Flexible approach to work/adaptable.
- Good attendance record.
- Smart appearance.
Physical Attributes
Essential
- Good physical health.
- Ability to work under pressure in delivering outputs to strict deadlines.
- The ability to use VDU equipment on a continuous basis.
- Smart appearance.
- Ability to undertake the duties and demands of the post. A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy).
Qualifications
Essential
- A formal Supplies based qualification. In the absence of this educated to GCSE or NVQ 3 Level including Maths and English is required.
- Demonstrable IM&T Skills.
- A current driving licence and access to a car during the working day is essential (reasonable adjustments will be considered for any applicants who are unable to drive due to a disability).
Person Specification
Experience
Essential
- Understanding of the need for confidentiality.
- Experience of computerised order processing.
- Experience of a computerised stock replenishment system.
Desirable
- European Computer Driving Licence (ECDL).
- Experience of the NHS Supply Chain materials management computer system.
- Experience within the procurement discipline.
- Have experience of drafting specifications and producing tender/quotation documents.
- Have an understanding of Contract Law.
- Working knowledge of ordering systems and procedures.
Training
Essential
- Evidence of further study and training in procurement related topics.
Special Knowledge/Skills
Essential
- Able to act as representative of Department and promote positive image.
- Ability to handle customer queries/complaints effectively.
- Ability to organise and prioritise own work.
- Good organisational skills.
- Previous customer care experience.
- Good telephone manner.
- Good interpersonal skills.
- Good standard of oral and written communication skills.
- Team player.
Personal Attributes
Essential
- Customer friendly.
- Ability to work under pressure.
- Able to work on own initiative.
- Enthusiastic/self-motivated.
- Flexible approach to work/adaptable.
- Good attendance record.
- Smart appearance.
Physical Attributes
Essential
- Good physical health.
- Ability to work under pressure in delivering outputs to strict deadlines.
- The ability to use VDU equipment on a continuous basis.
- Smart appearance.
- Ability to undertake the duties and demands of the post. A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy).
Qualifications
Essential
- A formal Supplies based qualification. In the absence of this educated to GCSE or NVQ 3 Level including Maths and English is required.
- Demonstrable IM&T Skills.
- A current driving licence and access to a car during the working day is essential (reasonable adjustments will be considered for any applicants who are unable to drive due to a disability).
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.
