Capital Projects Administrator

3 weeks ago

Leicester, United Kingdom University Hospitals of Leicester NHS Trust Full time

Job summary

This post will form an essential component of the capital project team who will deliver UHL's Our Future Hospitals Programme; which in the long-term secures the clinical and financial sustainability of the Trust.

The post holder's function is to manage the Procure to Pay process and provide an efficient administration service for the UHL Capital Project Managers for the Reconfiguration programme, consisting of New Build and Refurbishment projects.

Main duties of the job

To process electronic requests for goods and services on the trust ordering system within the appropriate time scales with adherence to UHL guidelines and controls. Identifying saving and rationalisation opportunities will be key to the role. This will also involve liaising with Suppliers and obtaining quotations via the electronic procurement system.

To provide a helpdesk facility for use by trust staff/customers. To provide training for users of the efinancials procurement process and provide support for the Reconfiguration team as required.

About us

Our new strategy, developed with the support and feedback of colleagues, patients, and partners, is our compass for the next seven years (2023-2030).

We have four primary goals:

high-quality care for all, being a great place to work, partnerships for impact, and research and education excellence

And we will embed health equality in all we do - taking active steps to reduce the avoidable differences in healthcare that some people face, working in partnership with communities.

Our strategy is underpinned by new values and we will work to ensure they are an everyday reality for all:

we are compassionate, we are proud, we are inclusive, and we are one team

This is an exciting moment as we look to the future with clarity on what we already do well and where we need to focus our energies to make an even bigger difference for the people we serve.

About the University Hospitals of Leicester NHS Trust:

Job description

Job responsibilities

SCOPE

This role covers all product and service requests from all areas within UHL Our Future Hospitals programme covering purchases ranging from Medical & surgical consumables and equipment to professional services required. Training Project Managers about the procurement systems will be a key element to the role. Taking and responding to helpdesk calls will be part of this role.

To have a good working knowledge of the procure to pay process including approval levels above £1million, and an understanding of Framework Agreements.

To support the Tendering process and manage correspondence with external stakeholders.

To process invoices, analysing a range of facts to determine action required; liaising with appropriate stakeholders to resolve queries.

To establish software based administrative processes and maintaining comprehensive records to support Project Managers manage their budgets, and adhering to NHS document and retention guidelines.

Policy

Responsibility to follow local Trust guidelines on product type, where it exists, and to adhere to any Trust controls in place. Standing Financial Instructions and Standing Orders should be adhered to.

Communications

This role involves a considerable amount of communication with a wide variety of internal and external stakeholders, including outsourced contractors, via telephone, e-mail and face to face, where there are often barriers to customers understanding. This communication is often complex.

KEY WORKING RELATIONSHIPS

UHL and External Project Managers: Daily Capital Projects Compliance Manager: Daily Procurement Team: Daily Accounts Payable Department: Daily Deputy Director, Estates & Facilities: Regularly External stakeholders: Regularly Reconfiguration Programme Director: Occasionally

KEY RESULT AREAS

Service Delivery

This postholder will be flexible in approach to duties carried out at any of the University of Leicester NHS Trust Hospital sites when required, and ensure compliance with all Trust Standing Orders and Standing Financial instructions, Trust policies, Health and Safety and all other issues appertaining to the efficient delivery of a first class procurement function.

To respond to Project Managers requests to raise and process Reconfiguration and Capital purchase orders in a timely manner.

Governance

Responsible for policing/monitoring ongoing compliance with local guidelines and national policies on purchasing as required and to assist in providing full and precise records relating to all activities undertaken and store efficiently to enable swift retrieval for Audit purposes.

Customer Service

Responsible for ensuring that consistent high standards of customer service are delivered at all times. This includes the manning of a helpdesk function to provide guidance on issues ranging from missed delivery or training, to the fast track processing of a Capital Order request.

Efficiency

Responsible for the accurate recording of any efficiencies or savings made as a result of the work that the Reconfiguration team carry out and the presentation of any data gathered as appropriate when requested to do so.

Training

Responsible for the training/guidance of Reconfiguration Team members using the efinancials Procurement System when required.

This postholder has a commitment to attend appropriate training sessions as agreed in order to enhance the service delivered and to increase customer confidence in all aspects of the duties carried out on their behalf. They are also responsible for requesting that full training and development of him/her is arranged and carried out in order to produce excellent results and increase confidence in all aspects of their daily duties.

IM&T

This postholder will use departmental technology in the course of the successful despatch of their duties and will give full co-operation in any upgrade activities as and when required .

Meetings

This postholder is accountable for attendance at meetings designed to inform or train staff within the Procurement or Inventory & Supplies function. This is to ensure that all necessary information required to carry out daily activities are understood; and to take part in discussion around the development of the team. This postholder will be responsible for developing agendas, leading meetings and taking minutes where required.

Person Specification

Commitment to Trust Values and Behaviours

Essential

Must be able to demonstrate behaviours consistent with the Trust's Values and Behaviours

Training & Qualifications

Essential

Educated to GCSE standard or equivalent essentially in Mathematics & English Willing to take on an NVQ or equivalent in purchasing/supplies should the opportunity arise

Desirable

Hold a procurement or logistics qualification

Experience

Essential

Experience of working in a procurement and financial environment. Experience of negotiating and liaising confidently with suppliers At least 2 years' experience of procurement or financial systems At least 1 years' experience using Microsoft Office Systems, specifically Excel Able to demonstrate achievement in current/previous role within the last 3 years Able to demonstrate Health & safety awareness Excellent presentation skills for production of financial reports Training others on procure to pay process

Desirable

Experience of working in a customer service environment helpdesk, call centre, reception Advanced Excel skills E-Tendering experience Experience of delivering savings through procurement strategies

Communication and relationship skills

Essential

Communication and relationship skills Excellent communication skills, both written and verbal; with ability to respond appropriately to sensitive and complex information Have a polite and professional manner Have tact and diplomacy skills Be a team player; enthusiastic and self-motivated

Analytical and Judgement skills

Essential

Ability to work under pressure whilst maintaining good attention to detail Ability to extract and analyse a range of data from Electronic Systems Ability to proactively identify issues with wider contractual implications and respond in a timely manner

Planning and organisation skills

Essential

Able to adapt to changes in work priorities Ability to work on own initiative; to organise & prioritise daily workloads and work to deadlines Ability to demonstrate multi-skilling capabilities Ability to work within time constraints Ability to work efficiently Ability to keep accurate records of all activities for Audit purpose

Desirable

To be able to demonstrate on the job problem solving

Physical Skills

Essential

Good keyboard skills

Other requirements specific to the role

Essential

Enthusiastic and self motivated Industrious & versatile Have flexible approach to working and be available to work outside normal working hours as and when required Be able to work on/at any site within UHL NHS Trust as and when required

Desirable

To be able to demonstrate ability to adapt to other roles as & when required (to include training when required)

Equality & Diversity

Essential

Able to demonstrate a commitment and understanding of the importance of treating all individuals with dignity and respect appropriate to their individual needs.

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