Detailed job description and main responsibilities

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Deputise for the Head of Procurement

1)    Responsible for the Procurement function within the Trust in the absence of the Head of Procurement.

2)    Contributes to the strategic planning and operational provision of the Trust’s procurement function.

3)    Assists the Head of Procurement in the implementation of the Trust’s Procurement Strategy based on best practice for public sector procurement, and ensures that such strategy is monitored against objectives and reviewed.

4)    Provides managerial support and training to the Procurement team, including day to day operational cover as required.

Strategic

1)    Supports the Head of Procurement in the delivery of cost and efficiency savings for the Trust by analysing current spend in specific categories to support the development of procurement strategies.

2)    Meets customer requirements by demonstrating best value for money when procuring products and services whilst also ensuring compliance with contracts and Trust/UK standard procurement practice.

3)    Supports contract compliance by pursuing procurement excellence through the implementation of efficient and effective procurement projects within key markets.

4)    Works with Trust Stakeholders, providing and presenting procurement advice, making recommendations and assisting with the implementation of projects.

5)    Liaises with other NHS Trusts, DH&SC, NHS Improvement, NHS Supply Chain, Supply Chain Coordination Ltd. and any applicable Procurement Hub and other appropriate organisations, to benefit from sharing best practice, including the provision of data.

6)    Participates in procurement research at national and local levels.

6)    Contributes to the development and implementation of procurement strategies in line with the wider NHS Procurement vision to achieve value for money solutions.

7)    Organises product trials, analyses product use and supply, investigates savings opportunities, and implements and reports accordingly.

8)    Represents the Procurement Department at Trust Governance and product and service groups where necessary, and provides strategic input to achieve standardisation of quality, cost effective products and services for use within the local health economy.

Project Management

1)    Responsible for the planning, organisation and management of procurement projects within the Trust.

2)    Responsible for writing – or contributes to the drafting of - project reports (including business cases) for presentation to governance and stakeholder boards and groups.

3)    Works with Trust stakeholders, and collaboratively with other Trusts, to rationalise products and suppliers, agreeing and achieving savings and other value added benefits including efficiencies in purchasing processes from requisition to payment.

4)    Provides detailed and in depth analysis and reports on a range of subjects including: products, suppliers and tender evaluations, and assists Trust stakeholders in decision making processes.

5)    Identifies and reviews areas of spend to ensure the Trust obtains optimum value for money from its purchasing decisions.

Procurement of Goods & Services

1)    Ensures that the Trust’s Standing Financial Instructions (SFIs), UK Public Procurement Legislation, NHS procurement policies and procedures and the Trust’s Procurement policies and procedures are adhered to at all times.

2)    Undertakes competitive market testing exercises for the supply of goods and services, planning and developing tender documentation, terms and conditions of contract, specifications and appropriate evaluation methods.

3)    Oversees the issuance of purchase orders having ensured the best methods or routes of supply have been used, and deals with procurement issues from request to receipt and payment (as and when required).

4)    Takes responsibility for any urgent requests for the supply of goods or services and ensures that arrangements are in place to meet the urgent requirement, dealing with the request responsibly and effectively.

Operational
1)    Works with the Procurement Team to manage the work within the department, ensuring an efficient service is provided by team members.

2)    Ensures that any queries, complaints or discrepancies reported to the department are dealt with in a timely and efficient manner.

3)    Provides procurement training to departmental and Trust staff as required.

4)    Assists in the development and implementation of operational policies and procedures.

5)    Monitors the quality of departmental staff work and provides support to ensure required standards are met.

6)    Works with suppliers to the Trust and monitors the supply of goods and services received against requirements and specifications.

7)    Responsible for the day to day management of the procurement staff and service.

8)    Supports and provides cover as required for the Procurement Team.

General
1)    Provides procurement advice, support and training to Trust staff working on procurement tasks.  Works closely with and provides advice to Senior Managers and Directors on any strategic or procedural supply related issues.

2)    Represents the Trust on local, regional and national procurement-related groups.

3)    Develops and maintains effective relationships with key suppliers and monitors and manages relevant Trust-wide supply contracts to ensure the Trust receives best value for money and a consistently high quality customer service.

4)    Contributes towards and ensures that internal management systems, policies and procedures are adhered to within the department.

5)    Ensures that record keeping and information requirements laid down by the Trust’s internal policies and legislation are met by the department.

6)    Supports the Head of Procurement in staff recruitment, management and appraisals including setting and monitoring of objectives and monitoring workload, agrees personal development plans and identifies training needs for agreed members of staff.

7)    Develops procurement skills and knowledge and keeps up to date with public procurement legislation, policies and procedures.

8)    Conducts departmental Health & Safety and Risk audits, and ensures any issues are reported and remedial action is undertaken.

Planning and Organisation

9)    Assists the Head of Procurement in:
o    developing and implementing an integrated procurement and supply chain strategy for the Trust.
o    planning, prioritising, developing and introducing programmes and procedures on purchasing across the Trust, and across commodity ranges.
o    producing a co-ordinated work plan.

Training and Development

10)    Assists the Head of Procurement in
o    delivering the on-going development and training needs of the Procurement Department.
o    advising the Trust on the latest National and European procurement legislation.
o    advising the Trust on recommended best practice.

Responsibility for Information Resources

11)    Assists the Head of Procurement in
o    the management and introduction of new purchasing, tendering and contract management systems, and updating as appropriate.
o    provision of in-depth analysis on trends and usage.
o    utilisation of technology to drive procurement efficiency

Service Development
1)    To produce and implement procurement strategies for assigned product and service areas, including innovative and different procurement solutions that ensure value for money and keep pace with changes in technology.