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Procurement Administrator

4 months ago

Blackpool, United Kingdom Blackpool Teaching Hospitals NHS Foundation Trust Full time

Job summary

Please note that this role is advertised on behalf of Atlas BFW Management Ltd (Atlas), a wholly-owned subsidiary of Blackpool Teaching Hospitals NHS Foundation Trust and as such, successful applicant(s) will be on Atlas Terms and Conditions. For further information about Atlas, please visit:

The post holder is responsible for ensuring the effective and efficient day-to-day administration of the function and in addition providing administrative and project support to the Procurement Officers, the Procurement Manager and Heads of Department across the organisation. The post holder will act as one of the first points of contact for telephone and face-to-face enquiries with suppliers. They will utilise Atamis and Oracle for managing procurement activity.

Main duties of the job

Provide administrative support to the Procurement Officers and the Procurement Manager in retrieving contract quotes for all departments of our organisation from all areas of our supplier base. To act as the first point of contact for the Procurement Officers and the Procurement Manager in dealing with telephone and face to face enquiries from suppliers and internal customers at all levels of the organisation. Ensuring appropriate action is taken, or the enquiry is redirected to other staff, where appropriate. To provide support to the Procurement Officers and the Procurement Manager in delivering projects, ensuring that agreed BFW Management Ltd project management methodologies and standard processes are implemented and maintained throughout the project lifecycle. Organise a range of monthly contract meetings, necessitating co-ordination of internal and external members. This may include booking the venue, notifying participants, collating items for the agenda and issuing the agenda and supporting papers, minute taking, their circulation and chasing any necessary follow-up action.

About us

As experts in healthcare facilities and property management, we deliver fully-managed healthcare facilities services and property management solutions to clients throughout Lancashire and South Cumbria.

We are a wholly owned subsidiary of Blackpool Teaching Hospitals NHS Foundation Trust. This means that we part of the Trust's group and the wider NHS family, but are a separate Limited Company, with our own business plan, board, management structure and staff.

Any profits that we make are used to help grow our business, provide additional employment, training and development for our staff, whilst helping to support the Trust's frontline clinical services, and the delivery of safe patient care.

Our healthcare facilities services and property management solutions encompass: Capital Developments, Estates Management, Facilities Management, Medical Engineering and Property Services.

Our teams ensure our clients properties and amenities provide the best environment for their customers, patients, staff and visitors.

Visit: for further information.

Job description

Job responsibilities

Follow-up overdue responses to ensure appropriate deadlines are met.

Collect and collate information from a variety of sources relating to both project progress and any contract review activities.

Record and prepare minutes of meetings for a variety of meetings, noting decisions and follow up actions required for the subsequent approval.

Ensure efficient bring forward systems are in place to ensure that time-scales are met.

The role does include frequent use of keyboard and long periods of sitting at a desk. There is a frequent requirement for concentration when attending meetings, analysing data and writingreports. As this job is office based you will be required to work with VDU equipment on a regular basis throughout the day

All staff are responsible for ensuring the confidentiality of information and complying with all requirements of the Data Protection Act whilst carrying out the duties of the post.

A full overview of the job description and person specification for the Procurement Administrator role can be found attached to this vacancy.

Person Specification

Qualifications

Essential

GCSE Maths & English Grade C and above. NVQ Level 3 - Business Administation.

Desirable

Degree or equivalent qualification in a relevant discipline.

Experience

Essential

Good level of written and verbal communication skills. Evidence of good time management. Good working knowledge of Microsoft Excel, Word and Power-Point. Experience in working in a reactive and high- pressure environment

Desirable

Report writing and collation Experience in contract administration and database management

Special Knowledge/Skills

Essential

Be able to work unsupervised/organise own workload and demonstrate an ability to work under pressure. Proven ability to work in a team, be supportive of team members. Ability to meet strict deadline and prioritise own workload. Excellent keyboard skills Good planning and organisational skills.

Personal Qualities

Essential

oProven ability to adapt to change, is punctual, reliable and flexible. o Proven ability to adapt to new ideas, knowledge and skills. oActively seeks to develop their own knowledge, skills and ability

Desirable

oProfessional appearance

Interests and Motivation relevant to the job

Essential

oSelf-motivated with an eagerness to learn and develop oWillingness to embrace change and a focus on helping to make a difference oStrong orientation to detailed focused work oWillingness to cover for other members of staff within the wider team during absences