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WPL Catalogue and Contracts Administrator

1 month ago

Basingstoke, United Kingdom Wessex Procurement Limited Full time

Job summary

Wessex NHS Procurement Limited is delighted to offer a fantastic opportunity to work with us.

Please see below for a detailed job description of the role.

Main duties of the job

Wessex NHS Procurement Ltd is a wholly owned subsidiary of University Hospital Southampton NHS Foundation Trust and Hampshire Hospitals NHS Foundation Trust. The company provides end-to-end Procurement and Supply Chain services to hospitals in Basingstoke, Winchester, and Southampton.

The successful candidate will work closely with the Procurement Systems Manager to provide catalogue and contract administration support as essential to WPL Procurement functions. This will include the ability to interrogate catalogue and contract information within WPL systems, maintain the accuracy of supplier information and ensure strong communication channels when recommending changes.

About us

At WPL we play a vital role for the NHS in Hampshire providing end-to-end procurement and supply chain services for University Hospital Southampton NHS Foundation Trust and Hampshire Hospitals NHS Foundation Trust. Wholly owned by both Trusts, at WPL you'll be part of the larger NHS family and contributing to improving healthcare across the services include strategic sourcing, value creation, tendering, contract and inventory management, distribution and materials management for hospitals in Southampton, Basingstoke, Winchester and Andover. You'll be part of a dynamic and like-minded team working with stakeholders on challenging targets to drive innovation, value and efficiency from procurement and recognise and reward your contribution, we provide a range of great staff benefits. You'll be eligible for a generous NHS pension scheme as well as all standard NHS terms of service and annual leave. Our employee benefits platform offers you discounts on a range of items, from the weekly grocery shop, high street shopping, days out with the family, and even learn more about us, visit

Job description

Job responsibilities

Main Duties

Responsible for the administration of contract and catalogue information to support the WPL strategic and operational procurement functions. Day to day interrogation of P2P systems including Oracle 12 and Fusion, as well as GHX, ATAMIS and WPLs local contract repository. Support in developing training for the team in relevant procedures and processes. Ensuring procedures and processes are kept up to date. Supports the Procurement Systems Manager toward ensuring catalogues and contracts are correctly maintained for pricing and accuracy. Ensure control of NHSSC items and asses optimal use for purchase of clinical/non-clinical items. Ensures all reports are produced for the line manager within specific time frames.

Budget and Resource management

Support the team with CIP opportunities and catalogue management. Responsible for recording savings made using appropriate procedures. Responsible for providing correct visibility of suppliers for goods and services in line with user department requirements.

Communication

Maintains strong communication channels with WPL procurement and supply operatives when recommending catalogue system adjustments. Establish, maintain, and manage supplier relationships where appropriate to contract performance information. Communicate issues and discrepancies with customers, ensuring they are handled efficiently and appropriately.

Analytical and Judgemental Skills

To assess customer requirements for appropriate methods of ordering and distribution (, urgency/quality/price/supply route etc). Analyses financial and purchasing data to determine the best value for money option. To assess problem situations and determine in conjunction with the customer or supplier the most appropriate method of resolution. To understand and analyse spending information on specific products or services and relay the information to customers. Work closely with user departments to review goods and services purchases.

Policy and Service Development

Works according to laid down policies and procedures, suggesting amendments where feasible. Monitors supplier performance against contract KPIs (costs, quality, delivery timescales etc). Assists the Procurement Systems Manager with the development and implementation of system policies and procedures. Ensures appropriate governance is maintained when dealing with high value suppliers.

Information Resources

Produces data on pricing information for comparison and informs customers. Ensure contract documentation compliance using the contracts register. Uses e-tendering, contract and supplier management tools to maintain accurate information about products and pricing. Facilitates and supports continuous improvement in the Catalogue and E-tendering system.

Research and Development

Undertakes route to market analysis to provide cost improvement opportunities. Guides customers with regard to obtaining value for money within financial and purchasing procedures. Establish, maintain and manage internal stakeholder relationships to ensure effective service delivery. Person Specification

Qualifications / training required

Essential

Attainment of Chartered Institute of Purchasing and Supply (CIPS) qualifications, transferable degree level qualification or equivalent training and professional experience

Previous or relevant experience necessary

Essential

Previous experience of working in a purchasing and supplies function which utilises enabling technologies across a broad spectrum of commercial functions Previous experience in the maintenance and development of electronic procurement systems and processes

Desirable

Project management experience

Aptitudes and skills required

Essential

Good communicator with excellent customer care attitude with the ability to forge good working relationships with a variety of stakeholders. The ability to present advice and information in a clear and logical way Able to relay information and train staff on a group and a one to one basis Ability to identify problems and causes oExcellent keyboard skills with intermediate ability of computer applications including MS Word, MS Excel and MS Outlook

Special Requirements

Essential

Proven understanding and use of e-procurement systems which include P2P,, eCatalgoue, eSourcing,and inventory control

Desirable

Experience of GHX Nexus, SBS (Oracle R12), Oracle Fusion and Delta (BIP Solutions) Experience of interfacing and feeder systems Practical working knowledge of public sector procurement and supply chain processes and legislation