Procurement Administrative Coordinator

3 weeks ago

Torquay, Torbay, United Kingdom Torbay and South Devon NHS Foundation Trust Full time

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 is essential in providing support to other team members and product users within the Trust, ensuring that a high level of service is delivered to all users of the Procurement function.

The Coordinator will perform general office duties utilizing Microsoft Office tools, including typing, creating spreadsheets, drafting correspondence, distributing and filing documents, handling telephone inquiries, and organizing meetings. Collaborating within a small administrative team, this position guarantees continuity of service across the department. This role presents an opportunity to enhance skills, knowledge, and experience in various facets of Procurement.

Key Responsibilities

  • Uphold professionalism and integrity, serving as a role model and ensuring equal opportunities for all.
  • Deliver tailored services that meet individual needs, demonstrating adaptability and responsiveness to the requirements of patients and customers.
  • Provide exceptional 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 and learned from.
  • Collaborate effectively as part of a team, maintaining open communication and working together with colleagues across the organization.
  • Continuously seek to enhance value for customers and embrace a culture of curiosity and openness.
  • Engage with diverse individuals, inviting them to share their insights and ideas.
  • Encourage creativity and exploration of new possibilities while recognizing successful practices.
  • Cultivate a learning environment where feedback is appreciated and valued.

About Our Organization

Our department comprises 18 Procurement personnel and 17 Logistics staff members. We are responsible for procuring goods and services for the Torbay and South Devon NHS Foundation Trust, managing a non-pay expenditure budget of £183 million annually. The Logistics team ensures timely stock replenishment and distribution of sterile supplies to the broader healthcare community.

Role Responsibilities

  • Address customer inquiries in line with established procedures, which may pertain to specific product categories or general supply-related matters.
  • Process purchase orders and assist with contract management as required, with guidance from senior team members.
  • Maintain accurate records and provide statistical data as needed, including data entry into the Procurement and Finance system.
  • Respond to telephone calls promptly and courteously, taking detailed messages when necessary.
  • Report any exceptions to the appropriate manager, ensuring compliance with departmental guidelines.
  • Participate in the implementation of improved operational procedures and technology to uphold quality standards.
  • Adhere to all statutory regulations and financial protocols as directed.
  • Update data within the procurement and finance system as instructed, performing daily and monthly updates.
  • Operate office equipment effectively, including PCs, fax machines, photocopiers, and scanners.
  • Ensure polite and professional communication with staff and external agencies at all times.
  • Maintain accurate and up-to-date filing systems.
  • Undertake additional duties as assigned by senior management.
  • Provide training to new and less experienced staff members.
  • This role involves extensive use of VDU equipment and telephones.

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 working with customers and suppliers.
  • Background in PA/secretarial roles.
  • Familiarity with purchasing and supply chain practices.
  • Experience in minute-taking.
  • Knowledge of stationery ordering processes.

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