Procurement Assistant Buyer

**Procurement Assistant Buyer** **Location**: Norwich **Job Type**: Temporary **Proposed start date**: ASAP **Sector**: Healthcare **Base**: Head office not a hospital **Parking**: No parking on site, there is a park and ride service available **Duration**: Expected to last till up to 6 months **Band**: 3 **Remote working option**: No **Pay Rates**: £11.00 paye including holiday pay per hour £12.10 umbrella per hour **Working Days and Hours**:Monday to Friday, start between 08:00am - 09:00am, finish between 16:00pm - 17:00pm would be on a rota to do 9 - 5 for one week in four **Job Purpose**: - The key purpose of this role is to deliver procurement support to the Procurement team within a busy office environment. This will be achieved by the role working closely with other members of the procurement team including the Category managers and Buyersto deliver department responsibilities. - These responsibilities will include a variety of procurement activities, including contract administration, working with and resolving queries through the FreshDesk Service Desk, administering and updating procurement information systems, assisting withthe compiling of information as well as more general office functions such as filing and copying. **Key duties and responsibilities** - Answer phone calls and resolve client and supplier enquiries proactively across a wide range of procurement and supply chain procedures and practices, with reference to established procurement Standard Operating Procedures ensuring that they are deliveredwithin the systems SLAs. - Triage tickets and calls coming into Procurement Service desk and prioritise, resolve or direct as appropriate - Resolve queries and complaints promptly using judgement to identify root cause issues that needs to be dealt with and liaising diplomatically with suppliers / customers to facilitate resolution. Advise the Procurement Team of issues that need their supportto be addressed - Use tact and persuasion to resolve supply chain issues to the advantage of the hospital customer, ensuring the supplier understands need and urgency where required - Provide advice and instruction to hospital colleagues on how to order goods compliantly with Trust policies, using Trust mandated systems - Support customers in progressing non-standard requests - Assist in the management of Nexus catalogues to ensure the optimum product set is available to customers - Assure purchase requests and approvals from customers are compliant as guided by Trust Standing Financial Instructions. Provide client advice to put in to practice new or amended Standing Financial Instructions - Place orders up to £10,000 with suppliers on the basis of assurance undertaken. Provide briefing on assurance undertaken for orders requiring higher level authorisation - Prepare orders over £10,000 ensuring all relevant information and paperwork is available. Once prepared, advise the Buyer that the order needs to be reviewed and sent - Re-direct/amend orders on Powergate as required - Escalate critical orders / supplier performance issues if unable to resolve, providing a succinct summary of the issue at hand - Assist with the evaluation of clinical products and report to relevant groups of progress - Record actions and actively assist in the management of any groups procurement are involved in as directed by line managers - Reconcile routine invoices and price queries so that invoices can be paid promptly - Assist Accounts Payable in the urgent resolution of invoices where the invoice does not match the order sent to the supplier and the account is now "ON STOP" so no more goods will be despatched. Obtaining the relevant information regarding query (Checkpricing, obtain POD’s or copies of quotations) escalating to the Buyer if required. - Use business administration and procurement tools, including the hospitals selected purchase-to-pay and other procurement systems, to manage the ordering process. Ensure data entry and storage of relevant information to provide a precise and auditable recordof procurement transactions that are compliant with hospital policies - Provide ad hoc reporting from procurement system using standard report templates - Enter data onto a procurement systems/database ensuring up-to-date and accurate procurement information - Liaise with suppliers and customers to confirm multi-faceted order details including price queries, delivery dates, technical requirements etc - Use the work plan and procurement systems to capture up to date work progress - Other procurement tasks that from time to time might be required, appropriate to the job role.