Job responsibilities
Act as an authority on statutory financial and procurement regulations.
Communicates Statutory financial regulations to non-financial/procurement staff i.e. Health Board Standard financial instructions, Procurement sign off process and timescales.
Interview prospective suppliers.
Negotiation of contractual issues with suppliers. This includes complex and sensitive information pertaining to the contract and or the Health Board.
Provide appropriate written or verbal feedback to suppliers on tendering process during high value contract awards.
Deputise for the DIGITAL SERVICES Head of Business Assurance as required and represent the DIGITAL SERVICES procurement function at meetings.
Able to adapt communication style to suit the audience and different communication preferences.
Demonstrate commercial confidence when managing procurement process.
Work closely with stakeholders to influence choice and prioritise savings that can deliver value for money to Aneurin Bevan University Health Board.
Clearly communicate procurement objectives to own team.
Treat staff as individuals and understand motivating factors for team and team members.
Utilise resources from other Health Boards where required and in particular other NHS Procurement colleagues.
Knowledge Training and Experience
Provide specialist expert knowledge of professional purchasing principles of DIGITAL SERVICES equipment.
Demonstrate expertise in national frameworks, EU procurement and contract management regulations.
Analytical and Judgmental Skills
Carries out complex DIGITAL SERVICES procurements for high value contracts.
Provides complex facts and analysis for full reporting to Welsh Government.
Use appropriate methods to evaluate tendering exercises and demonstrate value for money in accordance with health board guidelines.
Interpret complex financial information and make decisions based on this information.
Planning and Organisational Skills
Ability to plan & organisation of a broad range of complex DIGITAL SERVICES procurement project or programme deployments. These will require monitoring and review for service improvement and benefits realisation or lessons learned allowing adjustment of future plans or strategies.
Allocation of work will include a significant amount of both planning and re-prioritisation in order to meet Health Board priorities.
Plans and manages complex workloads within the team and services to manage the contract renewal process. This process is time sensitive and accuracy is very important to ensure no disruption or impact to the service including services across the Organisation which utilise the Procurement function.
Plans and coordinates procurement actives in line with capital funding opportunities and organisational objectives.
Preparation of orders and contracts fordepartments across Aneurin Bevan University Health Board. This process is time sensitive and accuracy is vital to ensure no disruption/impact to the functionality of the services across ABUHB.
Coordinates DIGITAL SERVICES equipment deployment, prioritised on a needs basis for health board equipment.
Physical Skills
The role requires excellent DIGITAL SERVICES skills including the use of Windows, Microsoft Office and Financial management products.
When presenting financial information and dealing with high value contracts, numeracy and accuracy are mandatory.
Responsibility for Patient / Client Care
Whereas not directly involved in patient care, you will be expected to assist patients and visitors to Aneurin Bevan University Health Board sites as necessary.
Responsibility for Policy / Service Development
Responsible for purchasing goods in accordance with the Aneurin Bevan University Health Board and NHS procurement policy.
Develops departmental procurement policies and promotes within the Health Board.
In line with legislation and changesto local practices you will work with the DIGITAL SERVICES Head of Business Assurance but take lead when required to introduce new purchasing policies and practices which impact on other departments across ABUHB.
Demonstrate a continual service improvement approach.
Purchase goods in accordance with the Aneurin Bevan University Health Board and NHS procurement policy.
Responsible for ensuring that goods and associated paperwork are dealt with in accordance with agreed procedures.
To familiarise oneself with and comply with Aneurin Bevan University Health Board, DIGITAL SERVICES and administrative policies and procedures.
Responsible for the DIGITAL SERVICES departmental procedures and ensuring these are in line with current day to day work practices. Responsible for ensuring DIGITAL SERVICES standards are maintained through quality control factors such as internal audit.
Adhere to Aneurin Bevan University Health Board policies relating to dignity at work and equal opportunities.
Adhere strictly to all policies and practices relating to health and safety at work, security and confidentiality.
Acknowledge the importance of health records and the statutory restrictions placed on the use of personal information.
Act responsibly at all times to preserve the integrity and confidentiality of Aneurin Bevan University Health Board Systems and/or Aneurin Bevan University Health Board and patient data.
Act promptly to identify, record, report, and resolve or escalate instances where these might be compromised.
Responsibility for Financial / Physical Resources
Assist and develop alongside the DIGITAL SERVICES Head of Business Assurance with internal budget management processes.
Procurement of high value DIGITAL SERVICES equipment and related services to EU standards.
Works with financial partners throughout Aneurin Bevan University Health Board, giving advice on procurement routes and costs.
Receipt of DIGITAL SERVICES equipment and maintenance of stock control systems in accordance with Aneurin Bevan University Health Board policies.
Responsible for the return of faulty equipment and execution of RMA processes.
Ensuring that procurement catalogues on Aneurin Bevan University Health Board Financial Systems are accurate and up to date.
Is responsible for oracle approval on DIGITAL SERVICES purchases.
Has the responsibility of authorising new contracts in discussions with relevant budget holders.
Responsibility for Human Resources
The post holder will be responsible for Line managing the procurement team and will deal with grievance and disciplinary issues within the department.
Responsible for the day to day management of the procurement team.
Responsible for recruitment, staff selection and induction.
Conduct regular 1-2-1s and undertake annual performance appraisals.
Ensure that scheduled work is completed within time-scale, to the agreed quality standards and in line with the departmental procedures.
Set targets and monitor progress towards targets, taking correcting action as necessary.
Responsibility For Information Resources
Responsible for maintaining budgetary information for Informatics department and procurement projects within Informatics and for shared projects.
Work with specialist teams to provide cost estimates for a range of specialist DIGITAL SERVICES projects.
Maintains a database of contract information and maintenance contract and software licence expiry dates and takes timely action with appropriate service to ensure continuity.
Keeps detailed records of purchase orders.
Maintains the purchase order information system for the department.
Ensures that the Bravo system is actioned and maintained by those senior staff who has access and ensures that the information shred with our local procurement colleagues is accurate.
Maintains employee personnel file appraisal documents.
Maintain stock levels and ensure that stock control procedures are adhered to via the WASP asset management system.
Provide reports and key performance indicators as indicated by the DIGITAL SERVICES Head of Business Assurance .
Responsibility for Research and Development
Implements DIGITAL SERVICES procurement audits and analyses data provided.
Responsible for the team to conduct stock audits of specialist DIGITAL SERVICES equipment and provides data when required.
Keeps the DIGITAL SERVICES Asset system maintained and up to date.
Work with the DIGITAL SERVICES Head of Business Assurance to review Government frameworks and suitability.
Ensure standards are met for all products and procurement exercises.
Surveys of own and sections work activities to monitor compliance with best practice and regulation.
Demonstrates a continual service improvement approach.
Freedom to Act
The post holder will be able to work independently within procurement regulations, policies and procedures and will refer to the DIGITAL SERVICES Head of Business Assurance when necessary.
Lead on procurement exercises. Expected results are defined by the DIGITAL SERVICES Head of Business Assurance but the post holder decides how they are best achieved. Post holder is guided by principles and broad occupational policies/regulations.
Identifies issues and risks to own service area and reports on appropriate risk register.
Identification of self-development requirements in line with your post requirements, new technology and the changing needs of DIGITAL SERVICES and its customers.
