Contract Compliance - Oldbury, United Kingdom - West Midlands Ambulance Service University NHS Foundation Trust

Description

Job summary

West Midlands Ambulance Service positively welcomes diversity and aims to be a truly inclusive place to work. We are looking for self-motivated, enthusiastic people from all backgrounds that care about making a difference.

The Trust is currently under-represented in terms of people from BME backgrounds and welcomes applicants from these communities. Selection will be on a basis of merit. The Trust has achieved the status of a Disability Confident Leader and guarantees to invite to assessment applicants who meet the criteria for the job vacancy. To ensure the diversity of the workforce and understand the differing needs of our communities, the Trust is committed to the principles of Positive Action.

If you wish to discuss and adjustments that you may need for the role of the assessment process prior to your application, then please do not hesitate to contact the recruitment team

The Trust is proud to support our Armed Forces community and have signed up to the Step Into Health initiative. We welcome applications from Armed Forces Veterans and Service leavers.

Main duties of the job

An exciting opportunity has become available for a Contracts Compliance / Buyer to join our well established Procurement Team based at our Sandwell HUB (a requirement to work from site for a minimum of 3 days per week is essential)

You will support the management of the procurement across the Trust departments.

To support the Distribution team with product management, stock issues and implementation of new products/drugs, using the stock control system (Orderwise)

Ensure the Trust is compliant with the Standard Financial Instructions in terms of procurement activities

Applicants must be qualified to level 4 Charted Institute of Purchasing & Supply (CIPS) or be working towards and must be willing to undertake any additional training deemed necessary for the post as well as having experience of working in a similar role of NHS Procurement and Buying.

If this position involves a regulated activity it will require an Enhanced Disclosure & Barring Service check. The disclosure will, where appropriate to the role, include information against the Independent Safeguarding Authority barred lists for working with children, adults or both

Where a Disclosure & Barring Service (DBS) check is required for the post, all applicants are required to cover the cost of the check. The cost of £ for an enhanced check is payable to our online provider at the time that the DBS application is submitted. Upon receipt of your DBS you will then be required to sign up to the DBS online update service.

About us

We do endeavour to respond to all candidates on an individual basis. Therefore we do ask for your co-operation and patience whilst the short listing process takes place. After the closing date please ensure you check your emails (including junk mail) regularly as contact is usually made via this method.

We are proud to offer flexible working options to support our colleagues to have a greater choice in when, where and how they work. During your interview we will explore this with you and discuss your individual needs and how this could be facilitated for this role to benefit patient experience, service delivery and the work-life balance of colleagues.

Job responsibilities

Trust Organisational Expectations

The overseeing and release of all compliant purchase orders for the Trust ensuring these comply with Standing Financial Instructions and ensuring that compliant orders are placed.

Day-to-day purchasing including sourcing products via various routes, catalogue updates/product changes, product recalls, clinical alerts, eProc E-Procurement Assistance, eProc catalogue management, Reports for clinicians on pharmacy and product use, assistance in the production of security cards for the Trust.

Support the Procurement Leads in the production, collation and dispatch of invitation to tender and contract award documentation using the eTendering portal Delta.

Produce quotation documentation, distribution of received quotations.

Proactively and positively contribute to the successful overall performance of the Trust.

Deliver excellent levels of customer service to all visitors and staff at the Trust; including electronic means and telephone communications.

Act as an advocate for the Trust and its contribution to the Health Service arena through creating and maintaining effective partnerships and relationships with staff, clients and the general public.

Support the Trust culture of collaborative, flexible cross-team working and commitment to delivering quality services and outcomes, which support the Trust policies and procedures.

Work with sensitivity and an understanding of the issues facing those working to deliver health services to the UK population.

Develop effective ways of working and create strong partnerships and relationships with all stakeholders to support the implementation of the Governments policies on Health.

Contribute to and deliver on the Trusts Plan and Business Objectives and national and local initiatives relating to front line emergency services;

Ensure the Trust meets its Emergency Preparedness requirements in line with the regional and national strategy by testing and updating the business continuity plans

Roles and Responsibilities

To assist the Procurement Team and Head of Procurement to formulate the annual and long-term work programme and to agree it with Customer Departments in order to meet organisational objectives. Once agreed, implement specific contract timetables and co-ordinate, organise and manage the team members workloads to ensure that deadlines are met.

Facilitate and manage the Procurement helpdesk, centralised procurement, and department intranet.

Prepare cost analysis reports, savings reports and other required documentation required for meetings taking place within the department or external to the department.

Maintain the department cost improvement database, actively seek cost savings and compile reports on the savings for auditable evidence.

To monitor and manage the performance of suppliers and action as appropriate, contract reviews, performance monitoring, and resolution of disputes with the support from the Assistant Senior Managers /Procurement Leads.

To be proactive in the management of contracts and suppliers, ensuring that an effective electronic contract management system exists and is fully maintained, including assessing priorities and re-prioritising as appropriate with the Procurement work plans.

To assist the Budget Holders / contract leads in contract review meetings, take minutes and document prepare individual contract timetables which may have an impact on customer directorates.

To seek opportunities across the warehouse and other departments to rationalise and standardise product ranges, achieving economies of scale across the whole Trust, whilst recognising that the outcomes of the process may affect other customer departments. To increase customer, take up of existing contracts.

To check Purchase Orders, ensuring they are raised in accordance with relevant contracts and Trust SFIs.

To organise time to ensure that continuous professional development to support the individual role, the department and future advancement is undertaken. Attend training and development courses when required.

To plan, organise and prioritise individual workloads to ensure effective delivery of customer and departmental demands.

To develop a robust communication process with both suppliers and customers for all contractual matters, consulting, negotiating and influencing routinely and regularly.

To meet with customers and suppliers regularly.

To discuss routine contractual issues with customers and ensure customer support for procurement involvement and recommendations.

To negotiate with suppliers to achieve value for money, ensuring that suppliers understand contracting requirements with support from procurement / distribution Team as a whole

To sell the benefits of the procurement process to non-purchasing staff.

To escalate issues as appropriate

In consultation with the Senior Procurement Managers, Procurement Leads, manage and implement tender and contracting processes ensuring that the internal customer and suppliers understand these.

To liaise with all customers as appropriate in order to ascertain current quality standards applicable to product/service ensuring suppliers meet these standards.

To build relationships with customers, to ensure they have a good understanding of the correct procurement process.

To ensure that the Procurement Team is recognised as a centre of excellence, and act as the first point of contact for all projects

To provide advice to customers and suppliers (where applicable) regarding procurement policies, procedures, Standing Financial Instructions, and specific procurement processes/projects

The post holder will be required to work Monday to Friday but take flexible attitude to the needs of the department and Trust.

Policy and Service Development Implementation

Accountable to the Deputy Head of Procurement for ensuring all procurement is in accordance with Public Sector Regulations including Procurement Policies & Procedures, Standing Financial Instructions legally mandated EU Directives.

To participate in and promote the establishment and review of appropriate Service Level Agreements (SLA) between cross-functional Directorates ensuring that delivery of agreed SLA standards is maintained.

To incorporate requirements from agreed technical SLAs into the contract and that these are binding on the contractor.

To assist in the development and implementation of good purchasing practice and procedures, including assisting the Senior Managers and Procurement Leads, Head of Procurement in benchmarking activity.

Communication

Communications will involve complex information where persuasive, negotiating skills are required and will be:

Staff Groups will include:

Heads of Departments

Senior Managers

Administrative support

Clinical Team

Directors

Executive and Non-Executive Directors

External:

Other NHS organisations

NHS Supply Chain

Crown Commercial Services

East of England Procurement Hub

Suppliers and Contractors

Potential future customers

Experience

Essential

Qualifications

Essential

Skills and Knowledge

Essential