Contracts Compliance

8 months ago

Oldbury, United Kingdom West Midlands Ambulance Service University NHS Foundation Trust Full time

Trust Organisational Expectations The overseeing and release of all compliant purchase orders for the Trust ensuring these comply with Standing Financial Instructions and ensuring that compliant orders are placed. Day-to-day purchasing including sourcing products via various routes, catalogue updates/product changes, product recalls, clinical alerts, eProc E-Procurement Assistance, eProc catalogue management, Reports for clinicians on pharmacy and product use, assistance in the production of security cards for the Trust. Support the Procurement Leads in the production, collation and dispatch of invitation to tender and contract award documentation using the eTendering portal Delta. Produce quotation documentation, distribution of received quotations.

Proactively and positively contribute to the successful overall performance of the Trust. Deliver excellent levels of customer service to all visitors and staff at the Trust; including electronic means and telephone communications. Act as an advocate for the Trust and its contribution to the Health Service arena through creating and maintaining effective partnerships and relationships with staff, clients and the general public. Support the Trust culture of collaborative, flexible cross-team working and commitment to delivering quality services and outcomes, which support the Trust policies and procedures.

Work with sensitivity and an understanding of the issues facing those working to deliver health services to the UK population. Develop effective ways of working and create strong partnerships and relationships with all stakeholders to support the implementation of the Governments policies on Health. Contribute to and deliver on the Trusts Plan and Business Objectives and national and local initiatives relating to front line emergency services; Ensure the Trust meets its Emergency Preparedness requirements in line with the regional and national strategy by testing and updating the business continuity plans Roles and Responsibilities To assist the Procurement Team and Head of Procurement to formulate the annual and long-term work programme and to agree it with Customer Departments in order to meet organisational objectives. Once agreed, implement specific contract timetables and co-ordinate, organise and manage the team members workloads to ensure that deadlines are met.

Facilitate and manage the Procurement helpdesk, centralised procurement, and department intranet. Prepare cost analysis reports, savings reports and other required documentation required for meetings taking place within the department or external to the department. Maintain the department cost improvement database, actively seek cost savings and compile reports on the savings for auditable evidence. To monitor and manage the performance of suppliers and action as appropriate, e.g.

contract reviews, performance monitoring, and resolution of disputes with the support from the Assistant Senior Managers /Procurement Leads. To be proactive in the management of contracts and suppliers, ensuring that an effective electronic contract management system exists and is fully maintained, including assessing priorities and re-prioritising as appropriate with the Procurement work plans. To assist the Budget Holders / contract leads in contract review meetings, take minutes and document prepare individual contract timetables which may have an impact on customer directorates. To seek opportunities across the warehouse and other departments to rationalise and standardise product ranges, achieving economies of scale across the whole Trust, whilst recognising that the outcomes of the process may affect other customer departments.

To increase customer, take up of existing contracts. To check Purchase Orders, ensuring they are raised in accordance with relevant contracts and Trust SFIs. To organise time to ensure that continuous professional development to support the individual role, the department and future advancement is undertaken. Attend training and development courses when required.

To plan, organise and prioritise individual workloads to ensure effective delivery of customer and departmental demands. To develop a robust communication process with both suppliers and customers for all contractual matters, consulting, negotiating and influencing routinely and regularly. To meet with customers and suppliers regularly. To discuss routine contractual issues with customers and ensure customer support for procurement involvement and recommendations.

To negotiate with suppliers to achieve value for money, ensuring that suppliers understand contracting requirements with support from procurement / distribution Team as a whole To sell the benefits of the procurement process to non-purchasing staff. To escalate issues as appropriate In consultation with the Senior Procurement Managers, Procurement Leads, manage and implement tender and contracting processes ensuring that the internal customer and suppliers underst

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