Assistant Buyer/procurement Administrator

Assistant Buyer/Procurement Administrator **Location**: Bedford **Job Type**: Temporary **Duration of booking**: No end date specified **Proposed start date**: ASAP **Sector**: Healthcare **Base**:Hospital **Band**: 3 **Pay Rates**: £10.69 Paye inclusive of holiday per hour £11.40 Umbrella rate per hour **Working Days and Hours**:Monday to Friday, 9am-5pm **Job Summary** - To carry out specific strategic sourcing programmes for defined categories and provide effective management of the Trust procurement portfolios in line with Standing Financial Instructions, EU Procurement Directives and UK Legislation. - The Assistant Buyer role will be responsible for different categories of relatively low value spend, volume, nature, and complexity; 'tail end spend’. - The post is expected to deliver a service that facilitates delivery of products and services on time and at the lowest ultimate cost whilst maintaining the highest level of probity, legislative and corporate compliance, and support to the delivery of patientcare to the highest standard. - The post holder will provide clerical and administrative support to the Procurement Department. Processing of orders and requisitions onto the Departmental ordering system(s), ensuring compliance with end user deadlines and trust Standing Financial Instructions. - This is a post with no direct reports or direct supervisory responsibility. but may be required to assist and support trainees and temporary agency staff as appropriate This is a fulltime post working 37.5 hours per week, Monday to Friday. Parttime/compressedhours will be also considered. **Key Responsibilities** - To procure Goods, Services and Works in line with the Trust’s Procurement Strategy, supporting its implementation to achieve the Trust’s business objectives and financial targets. - To ensure that all procurement solutions in your assigned category are innovative, robust, and that an effective supply chain is preserved or enhanced, in a way which is compliant with the EU treaty, UK law, TDA rules, and Trust SFIs. - Lead on particular lower-risk categories e.g. stationary, hotel bookings and credit cards, and assist with higher-risk categories when directed by the Procurement Manager. - Partake in focus groups, setting these up where they are not already established to help contribute to the overall procurement strategy - Deliver operational procurement, maximising the services overall performance, meeting the Head of Procurement’s targets for savings, and exceeding the customer’s expectations for timeliness and quality. - Reporting against targets and objectives when directed by the Head of Procurement and Logistics or Procurement Manager as required. This may include all parts of the sourcing process: the development of specifications with key users; tendering; supplierinteraction; analysis of tenders giving a conclusion and final recommendation; safe contract award; and on-going support to contract monitoring. - Develop and maintain acquired category management knowledge and have an awareness of constantly changing markets, e.g., supplier exit and entry to the marketplace including knowledge of frameworks related to low spend categories - To work proactively with local blue-light services; Ambulance services; and other NHS and public bodies to grow and develop collaborative procurement initiatives, without compromising Trust outcomes. - To represent the Procurement department at internal meetings. - To raise Purchase orders as and when required ensuring turnaround KPI’s are met. - Inputting of orders onto the "Agresso", or other associated systems from requisitions ensuring that all relevant authorisations are in place and correct budget and cost codes are used by budget holders. - Providing clerical and typing support to the Procurement Department using Microsoft XP Professional including (Word, Excel, and Outlook) and any other forms of IT as required. - Dealing with enquiries from a variety of sources and following up as directed by the Buyers, Senior Buyers or Procurement management team. - Assisting with the effective administration of the procurement department including responding to telephone queries and giving advice on procurement issues. - Opening and logging incoming mail. - Assisting with internal distribution of correspondence. - Responsible for filing, and operating Procurement procedural systems. - Undertaking other secretarial/administrative tasks or responsibilities as may be assigned by the procurement Management Team, together with any personal development training programme, including self-development, agreed with the Procurement Manager. **Professional Responsibilities** - Support contract renewal and retendering activity. - Undertake tendering activity, placing advertisements in the Official Journal of the European Union (OJEU) and relevant trade press, and issuing documentation to suppliers via procurement systems. - Where directed take contract management meeting minutes to ensure that suppliers are performing to the key performance indicators within the contract. - Provide advice and guidance to Trust personnel (including Senior Managers, Clinicians, and procurement colleagues) about the tendering process, Public Procurement Regulations, Trust Standing Orders and Standing Financial Instructions. This will requiretact and persuasion on the part of the postholder, as Public Procurement Regulations are not seen as high priority to patient care.