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Procurement Administrative Coordinator
2 months ago
Job Overview
The Procurement Administrative Coordinator will assist the Procurement and Logistics Managers by ensuring adherence to quality protocols within the Procurement Division concerning the management of purchase orders and related documentation for supplies. This role will also extend support to other team members within the Procurement Division and product users to guarantee an efficient and effective service delivery.
General office support will be provided utilizing Microsoft Office tools, including typing, spreadsheets, and correspondence; managing document distribution and filing, handling telephone inquiries, and organizing meetings. The successful candidate will collaborate within a small administrative team to ensure seamless coverage across the department. This position offers an opportunity to enhance skills, knowledge, and experience across various facets of Procurement.
Key Responsibilities
- Uphold professionalism and integrity, serving as a role model and ensuring equitable opportunities for all.
- Deliver a tailored service that meets individual needs, demonstrating adaptability and responsiveness to customer requirements.
- Provide high-quality customer service in compliance with relevant regulations and standards.
- Foster a culture of honesty and learning from mistakes, contributing to a supportive environment where experiences can be shared.
- Collaborate effectively within a team, maintaining open communication and working in partnership with colleagues.
- Continuously seek to enhance value for customers and remain transparent about challenges faced.
- Engage with diverse individuals to gather insights and encourage innovative ideas.
- Promote a learning atmosphere where feedback is encouraged and appreciated.
About the Organization
The department comprises 18 Procurement staff and 17 Logistics personnel, responsible for procuring goods and services for the organization, managing a non-pay expenditure of £183 million annually. The Logistics team ensures timely stock replenishment and distribution of sterile supplies to the broader healthcare community.
Job Duties
- Address customer inquiries in line with established procedures, which may involve liaising with various personnel from support staff to senior medical consultants.
- Process purchase orders and assist with contract management as required, guided by senior team members.
- Maintain accurate records and provide statistical data as needed, including data entry into the Procurement and Finance system.
- Answer telephone calls promptly and courteously, taking messages and relaying information as necessary.
- Report any exceptions to the appropriate manager, ensuring adherence to departmental guidelines.
- Participate in the implementation of improved operational procedures and technology to uphold quality standards.
- Comply with all statutory regulations and financial instructions as directed.
- Update data within the procurement and finance system as instructed, with regular updates required.
- Operate office equipment as necessary, including PCs, fax machines, and photocopiers.
- Ensure polite and professional communication with staff and external agencies at all times.
- Maintain organized and up-to-date filing systems.
- Perform additional duties as assigned by senior management.
- Provide training for new and less experienced staff members.
- This role will involve significant use of computer and telephone equipment.
Qualifications and Training
Essential
- A solid general education.
- Willingness to engage in relevant job-specific training.
Desirable
- Experience in customer service.
- Training in Human Resources, Procurement, or Logistics.
Knowledge and Experience
Essential
- Clerical experience, including archiving, filing, and photocopying.
Desirable
- Experience in customer and supplier interactions.
- Background in PA/secretarial roles.
- Understanding of purchasing and supply chain practices.
- Experience in minute-taking.
- Knowledge of stationery procurement.
