Job summary
- Main area
- Procurement
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Full time
- Flexible working
- Job ref
- 179-23-4185-F
- Employer
- West Suffolk NHS Foundation Trust
- Employer type
- NHS
- Site
- West Suffolk Hospital
- Town
- Bury St Edmunds
- Salary
- £22,816 - £24,336 per annum
- Salary period
- Yearly
- Closing
- 06/05/2024 23:59
Employer heading
E-procurement System Administrator
NHS AfC: Band 3
Job overview
This is an exciting opportunity to join the Procurement team to administrate a number of Trust procurement systems:
- e-cataloguing
- e-procurement
- NHS Supply Chain
The role requires good IT knowledge, training experience and excellent customer services skills.
The role will be the first point of contact for users across the Trust and suppliers with all purchase order queries.
The role also includes support and training end users on all the Trust procurement systems.
Main duties of the job
Setting up and training new users on all procurement systems.
Managing and maintaining supplier catalogue embedded in the Trust e-procurement system.
Supporting the department to expediting outstanding orders
Data cleansing to ensure systems are always up to date.
Working for our organisation
#BeKnown at West Suffolk NHS Foundation Trust. By us. By our patients. By our community
We are a busy, friendly, rural NHS Trust providing high-quality care and compassion to more than a quarter of a million people across west Suffolk. We care for, treat and support people in hospital, at home and in various community settings.
The West Suffolk Hospital in Bury St Edmunds provides acute and secondary care services (emergency department, maternity and neonatal services, day surgery unit, eye treatment centre, Macmillan unit and children's ward). It has 500+ beds and is a partner teaching hospital of the University of Cambridge.
Adult and paediatric community services, provided in collaboration with West Suffolk Alliance partners, include a range of nursing, therapy, specialist, and ongoing temporary care and rehabilitation, some at our Newmarket Community Hospital.
We do our utmost to achieve outstanding clinical outcomes for patients and our values of fairness, inclusivity, respect, safety and team work guide how we work and behave as a team.
With nearly 5,000 staff, from all over the world, we strive to make our organisation a great place to work. Whatever your role or ambition, we want to help you be the best you can be.
We promote a diverse and inclusive community where everyones voice counts and you can #BeKnown for whoever you are.
Join us. What will you #BeKnown for?
Detailed job description and main responsibilities
Job summary:
The role in the procurement team is to undertake the daily administration on the Trust e-procurement systems. This included training and support for the end users of the system
Job responsibilities:
To administrate the Trust e-procurement system in an effective and efficient manner.
To administrate the Trust e-catalogue system in an effective and efficient manner.
To support and administrate end user’s requirements on the NHS Supply Chain system.
To set up and deliver all aspect of training on the Trust procurement systems.
Provide ongoing support where necessary to all users of the Trust e-procurement systems.
Key Tasks & Responsibilities:
To set up, monitor and maintain all new user points on all system platforms.
To set up new catalogues In the Trust e-cataloguing system. Export, maintain and support catalogues within the Trust e-procurement system.
To link with the Finance department around setting up new suppliers, budget codes and access requests.
To monitor, amend and complete purchase orders and requisitions when applicable.
To create training guides to support the training of end users.
To expedite outstanding order for the end user and procurement team.
- Communication:
To liaise with the Trust e-procurement provider and be first point of contact for the Trust
To link with all stakeholders to arrange and undertake training of all end users.
To liaise with all users of the system offering support, guidance, share best practice and collaborate with all stakeholders.
Respond sensitively and tactfully to queries/complaints and other enquiries relating to the role.
- Planning and organisational Skills:
Arrange training sessions for new users
Plan regular auditing of the system to ensure all catalogues are up to date
Maintain manual and electronic filing systems for audit requirements.
- Governance:
Be fully conversant with all the procurement policies and contribute to revisions and updates
Be fully conversant with all relevant Trust policies and procedures, including, Fire, Health, and Safety, Disciplinary, Grievance and Industrial Relations.
- Finance and Resources:
To monitor and work with the Buyers and Account payable teams to support the matching of invoices to ensure timely payment of invoices.
- Information Resources:
Maintain manual and electronic filing systems for audit requirements.
To undertake regular audits of the e-procurement system to ensure all catalogue data is cleansed and updated accordingly, understand the process of raising orders in accordance with Trust Standing Order’s (SO’s) and the Standing Financial Instructions (SFI’s).
Person specification
Education & Qualification
Essential criteria
- GCSE (or equivalent) qualifications to demonstrate a good standard of general education.
- NVQ level 3 or equivalent standard
Desirable criteria
- IT Qualification
Experience & Knowledge
Essential criteria
- Experience of working with senior managers across multiple disciplines
- Excellent customer services skills
- Proven ability with Microsoft Office programmes including Word, Excel, and Outlook
Desirable criteria
- Experience of working in the public sector
Skills & Abilities
Essential criteria
- Ability to work alone, unsupervised, whilst remaining able to prioritise conflicting demands in a sometimes pressurised environment
- Good organisational skills and the ability to address and develop solutions to problems
- Able to work effectively within a team environment
- Evidence of good communication and interpersonal skills (verbal and written) with the ability to develop effective working relationships
- Excellent administrative skills and attention to detail
- Good IT and keyboard skills with a high level of attention to detail
Desirable criteria
- Project Management Skills
Personal qualities
Essential criteria
- Evidence of good attendance and timekeeping.
- Able to cope with new and changing demands
- Customer focussed
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Debbie Stevenson
- Job title
- Head of Procurement
- Email address
- [email protected]
- Telephone number
- 01284 713854
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