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Procurement Support Executive

2 months ago

Newcastle Upon Tyne UK, Tyne & Wear, United Kingdom XLVets Full time

Core Purpose

To support the veterinary medicines procurement function of XLVets to deliver efficient and effective service to the membership.


Organisational overview

XLVets is a membership organisation made up of independently owned veterinary practices across the UK, that work together to achieve the highest standards of veterinary care. The XLVets vision is that by working together we can achieve so much more. The mission of XLVets is:

  1. To provide leadership for the community of XLVets, fostering the environment and skills required for effective collaboration, acting in governance for the growth and protection of the brand
  2. The provision of market leading services that are highly valued by member practices and which support them to excel in a changing marketplace.

XLVets has a set of values which determine who we are and how we get things done. The five values are: honesty and integrity, teamwork, delivering excellence, taking initiative and having fun.


Location

This role is a hybrid working role comprising a minimum of two collaboration days a week in our office at the Royal Quays or out with our membership, and the remaining time can be remote work. Some business travel will be required for member meetings across the UK, on average this is 2-3 days per month.


Reporting

This role will be working as a member of the XLVet UK Ltd operations team reporting to the Head of Procurement.


Key Responsibilities of the Role

  • Supporting the medicines procurement process through reviewing and summarising data for reviews, attending supplier meetings, taking meeting minutes and maintaining accurate records.
  • Working closely with and supporting the wider member led procurement team with actions around supply chain continuity, negotiation, communication with members and suppliers and data analysis.
  • Working closely with the team in Nantwich who run Broomhall Buying Services, the logistics arm of the business that supports and serves the procurement function.
  • Data management in our Rebate Management System (REX) including: Recording details of supplier rebate schemes, loading wholesaler sales and product price lists, loading internet pharmacy price lists, maintaining accurate member practice data, maintaining user data, maintaining supplier names, maintaining Manufacturer products and maintaining the REX home page with relevant information for the membership.
  • Building relationships with the team members within our member practices who are responsible for buying and rebate management, including proactively using member feedback to shape and improve our service provision for the future.
  • Working closely with our data team to enhance the medicines purchasing data that is used for transactional and analytical reporting.
  • Building close working relationships with our pharmaceutical suppliers and wholesalers.
  • Working closely with the finance team to process and reconcile rebate payments received for all members including troubleshooting discrepancies
  • Creating and updating protocols for all processes that this role is responsible for completing


Required experience and skills

  • Spreadsheet data manipulation including formulae, pivot tables and graphs
  • Highly organised approach to time, task and project management
  • Excellent numeracy skills
  • Excellent written and oral communication skills with an awareness of the need to adapt method and style to audience (e.g. building productive relationships with peers in supplier organsions)
  • Excellent interpersonal skills
  • Confident approach and positive attitude
  • Excellent data manipulation skills


Desired experience and skills

  • Knowledge of the veterinary industry / veterinary medicines
  • Experience of using G Suite
  • Exposure to accounting principles
  • CRM use
  • AMTRA SQP qualification
  • CIPS qualification


Additional Responsibilities of the Role

At XLVets we are a small and tightly knit team. We all take responsibility for making sure that the members of the XLVets community receive excellent service. We all therefore have a responsibility to answer the phones and member queries about a wide range of activity outside of our core roles. Most importantly we need people with the attitude that if they see something that needs doing they will take responsibility for making sure it gets done rather than wait to be told or for someone else to do it.


We run meetings for our members throughout the year across the UK and all members of the team have the opportunity to attend, and are encouraged to attend and support the delivery of these meetings and training courses, which double up as opportunities for personal development.