E Procurement Officer

Job summary

Are you interested in a career in the NHS orlooking for a new challenge? The Procurement and Supplies department has an excitingopportunity for an E Procurement Officer to join our team.

This an excellent opportunity for an enthusiastic, motivatedoutgoing person to be responsible for and the management of the non-stockordering workload and performance including all systems and processes to enablethe delivery of a best in class procurement and E Procurement service.

The successful applicant needs to demonstrate attentionto detail, communication and teamwork skills plus confidence andprofessionalism.

Our staff arean important part of the hospital team and provide a great service working tosupport wards and our wonderful nursing teams to make sure they have all theproducts they need to take care of our patients.

Please noteapplicants must be available for face to face interview. Remote interviews cannot be accommodated.

Main duties of the job

To be responsible for andmanagement of the Non-Stock ordering workload and performance, including allsystems and processes.

Foster a highly professional andresponsive client service approach. Proactively interfacing with otherdepartments about requirements. Seek to influence and encourage clients towardsstandardisation of products and waste reduction. Implement change to continuouslyimprove the service and deliver better value.

Proactively undertake training onthe procurement systems within the Trust. Produce accurate reports and analysedata and external benchmarking information, highlighting areas for improvement.

Support colleaguesto improve the service, enhance expertise and build capability.

To be responsible for purchasing activities whichcontribute to the provision of a cost effective and responsiveprofessional purchasing and supplies service ensuring compliance withlegislation, national and local policies, linking into specific project workwithin procurement.

About us

We are an acute trust caring for over one million people in Wakefield and Kirklees. Our 10,000 staff work in patients homes, the community, and our three hospitals in Pontefract, Dewsbury, and Pinderfields (Wakefield). We prioritise our people and values so we can deliver the best possible care to patients. Our team is friendly, passionate, and innovative, always seeking better ways to work.

We support work-life balance and foster a diverse, inclusive environment where everyone belongs. Our staff networks offer safe spaces to share ideas and concerns so we can increase awareness and appreciation of equality, diversity, and inclusion. We welcome applicants from all backgrounds and especially encourage members of the LGBTQ+ community, ethnic minority groups, and people with disabilities or neurodivergence to apply, as they are currently underrepresented in the Trust.

If you value caring, high standards, improvement, and respect, join the MY team to make a difference every day.

Application guidance: We understand that more applicants are using AI technology to help with their applications. While these tools can be useful, they cannot fully capture your skills, knowledge, and experience. Its important that you personalise your application. Relying solely on AI is not recommended, as it may reduce your chances of success. Our screening process is thorough, so if you have used AI, please make sure to disclose this on your application form.

Job description

Job responsibilities

Day to day management of theNon-Stock ordering workload and performance, including all systems andprocesses. To work with and to deputisefor if required the E Procurement Officer responsible for the day to day managementand coordination of the materials management.

Responsible for the supervisionof the Materials Management staff ensuring all staff have appropriate workloadand information needed to undertake work. Manage and allocate duties to theteam.

Ensuring enough cover isavailable throughout the year and in particular periods of high demand orseasonal holidays.

Deputies for peers during periodof planned or unplanned absence to ensure continued customer support and whennecessary, provide cover for any team duties and staff during period of plannedor unplanned absence to ensure continued customer support.

Meets with staff on a 1 to 1basis to discuss operational performance. To contribute to the continuousdevelopment and performance of the Supplies Department by participating indevelopment activities and by suggesting areas of departmental and personalimprovement.

To provide resilience

To undertake the roll out of e-procurement Trust wideproviding update to the Procurement Team leader on the roll out and actionsundertaken.

Tobe responsible for addressing queries in a timely fashion. Where queries are delegated to ensure thatactions and addressed and were taken in a timely fashion.

Maintain the user and roles database ensuring that allsystems are updated to reflect correct access and permission.

Responsible for ensuring that the cataloguing system is upto date liaising with the system provider and key suppliers to ensure optimumtransactions.

Responsible for ensuring thatcatalogue loads and items within procurement systems are loaded accurately.Support initiatives to maintain the accuracy and availability ofcatalogues.

Responsiblefor the Finance system user database, requesting new users, data cleansingactivities and end dating as required.

Liaise with Finance to maintainthe Finance system supplier data providing information as required.

Carry out the role of SystemsAdministrator for procurement systems such as but not limited to NHS SupplyChain, Oracle (NEP), Inventory.

Maintain the import export library.

Assist in developing standard operating procedures and userguides for use of e procurement systems, to be utilised both within the serviceand external departments.

Identify services that would benefit from improvements ine-procurement increase the efficiency of those you support and takeaction.

Listen to the needs of clients and engage in productivediscussions about options.

Encourageusers to source via the electronic catalogues. To identify products for usein inventory management

Enhance user knowledge bydisseminating information to update on the e Procurement system.

Undertake quotes using theelectronic system to support best value and adherence to process and policies.

Monitorthan analyses data highlighting frequently ordered items to add to the catalogue.

Use statistical formulae to ensure information is userfriendly and accurate conclusions can be made by other users.

Provide data and reports for the team and end users.

Supervise materials management team in the absence ofProcurement Team leader. Deputise as necessary.

Participates in the identification of savings and monitoringpurchasing performance to achieve savings.Seek opportunities by highlighting source of supply.

To contribute and participate in benchmarking activities forthe Supplies function with particular focus on benchmarking of products betweendirect supply and supply chain for products not under materials management.

Undertake the e-procurement training which will be deliveredon a 1 to1 basis or small groups Trust wide.

Work closely with departmentpeers to gain an understanding of their roles.

Advise Trust colleagues on best source and route of supplyfor goods and services. To make decision on the mostappropriate route to market by reviewing options on orders and supply.

Make assessments and advise peers and senior managers onbest value for money rates. Forexample, National framework/local tender.

To manage contracts to ensure accurate information isprovided through catalogues and orders.

Work with suppliers to improve contract performance, throughinnovation and efficiency methodologies.

Work withWYAAT and ICS as appropriate colleagues and attend meetings where required.

General

Assists with the implementation of Suppliespolicies and objectives as set out by the Head of Supplies and generalrequirements as set out by the Department of Health / NHSI. Assist with theimplementation and smooth operation of all purchasing systems.

To be aware of the appropriate ethics behaviourin transacting public business and display a high standard of conduct andprofessional approach when in contact with both internal external customers andsuppliers.

To contribute to the continuous development andperformance of the Supplies Department by participating in developmentactivities and by suggesting areas of Departmental and personal improvement.

To participate in creating a positive culturewithin the Department and through effective communication with customers whichwill ensure the delivery of a professional purchasing and supply service.

Participate in ensuring that a good workingrelationship is maintained between all members of the Purchasing Team andassociated departments.

Ensure that the team undertake the High qualityand accurate work and work within the trust Standard Financial Instructions andStanding Orders. Answer queries and resolve complaints promptly. Answer queries and resolve complaints promptly.

Answer queries and resolve complaints promptly.

Person Specification

Other

Essential

Experience in working within an uncertain/unstable environment.

Experience

Essential

Proven experience of working within a Supplies role. Experience in assisting and supporting a diverse, multi-functional service. Experience of working in a team environment. Experience of working with procurement systems.

Desirable

Experience in a commercial or public sector purchasing environment. Experience of procurement procedures in particular e procurement. Supporting and or operational management experience.

Skills and Abilities

Essential

Excellent verbal, written, literacy and numeric skills. Advanced IT skills Word, Excel, Database. Personal organisational skills with the ability to plan and prioritise.

Knowledge and Awareness

Essential

Proven Understanding of Procure to Pay procedures gained through working in a Procurement, supply chain or Finance environment. Understanding of E procurement and catalogue. Knowledge of NHS Improvement, NHS Supply Chain, Clinical Evaluation and collaborative working. Awareness of own limitations.

Desirable

Understanding of NHS accountability and governance.

Qualifications

Essential

Diploma in Business Administration/management or equivalent. Chartered Institute of Purchasing and Supply (CIPS) foundation or equivalent.

Desirable

Willing to undertake relevant qualifications.

Personal Attributes

Essential

Motivated and builds partnerships. Ability to communicate effectively at all levels of staff within the organisation regarding Procurement and Inventory systems. Remains effective under workload pressures. Multi-tasking with flexible working ability. Optimistic with a positive outlook and has can do attitude.

---