Skip to main content

Deputy Procurement Manager

This job is brought to you by Jobs/Redefined, the UK's leading over-50s age inclusive jobs board.

South Warwickshire University NHS Foundation Trust is one of the top performing organisations within the NHS. Our staff think this is a great place to work and we hope you will agree. We have recently been rated as 'Outstanding' by the Care Quality Commission (CQC) following our most recent inspection.

We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the whole county. This includes our Community Teams in North Warwickshire.

We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity. Over 6000 people work for the Trust and many of them have been here a long time. People find they don't need to go elsewhere to find a fulfilling career in healthcare.

The first thing you will notice about us is how we take our values seriously. We believe that our values underpin everything we do. If you are interested in a role with us you need to make sure our values match your own.

Our values can be summed up in one sentence. We are 'Trusted to provide inclusive, safe, effective and compassionate care'. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn't matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.

Probationary Period

All new staff to the Trust will be subject to a standard 6 month probationary period, the details of which will duly follow in your contract of employment.

Equality, Diversity, and Inclusion

South Warwickshire University NHS Foundation Trust is committed to creating and sustaining a positive and inclusive working environment for all our employees. Our aim is to ensure that employees are equally valued and respected and that our organisation is representative of all members of society. We define diversity as valuing everyone as an individual - we value our employees, job applicants, students, patients and visitors as people. This is reflected within our values of being Inclusive, Safe, Effective, Compassionate and Trusted.

Agile and Flexible Working

All our staff will have a work base. However the Trust operates as an Agile Working Team therefore staff may be working from home on a regular basis as required by the service. However, occasionally travel around Warwickshire and into your base will be required so access to your own transport would be helpful.

The Trust also welcome staff to work flexibly and we would welcome the conversation at interview regarding flexible working.

Staff Benefits

The Trust offer a wide range of additional benefits to staff. Anyone who joins us on a substantive basis can assess things such as the Lease Car Scheme, Electronics Scheme, Discounted Leisure and Travel, Cycle to work scheme amongst many others available.

Car Parking

The Trust have recently completed the construction of a multi-storey car park at our Warwick Hospital site which has allowed us to reduce waiting times for car parking passes.

To keep up to date on our latest recruitment activity follow us on twitter @swftrecruit or look us up on Facebook (Recruitment - South Warwickshire NHS Foundation Trust).

Job overview

An exciting opportunity has arisen for a Band 6 Deputy Procurement Manager role within the Foundation Group Procurement Shared Service, serving George Eliot NHS Trust, South Warwickshire University NHS Foundation Trust, and Wye Valley Trust.

We are looking to recruit an ambitious, hardworking, confident buyer to join a supportive team who all work hard together in making a success of the Foundation Group Procurement Shared Service.

Reporting to one of the Procurement Managers within the Team, you will support the smooth running of the service by responding to purchase requisitions, obtaining competitive quotations and creating purchase orders, along with responding to routine customer enquiries on product details availability and returns.

Duties will also include gathering and analysing data to ensure goods and services are procured in the most efficient and cost-effective manner.

This is a full-time post working 37.5 hours per week.

For all queries please contact, Gaynor McGarry : Gaynor.mcgarry@swft.nhs.uk

Main duties of the job

To procure goods & services, initiate and manage commercial contracts, and provide best value purchasing in support of the Trust's financial, clinical and technical requirements.

To take lead responsibility to undertake and manage procurement activity including revenue and capital spend within the designated category in accordance with the Trust's Procurement Strategy including the achievement of procurement savings targets.

To provide professional advice to users on specific contracts and information on purchasing costs.

To liaise with stakeholders, including Directors, Clinical Business Unit Managers, Purchasing and Stores staff, Trust requisitioners, clinicians, technicians, budget holders, suppliers, Collaborative Procurement Hubs, NHS Supply Chain, Department of Health, Internal and External Audit.

Working for our organisation

Come and join a Trust rated Outstanding by the CQC. South Warwickshire University NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further. In addition our staff survey results have placed us 4th in the country for recommended place to work.

We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.

Our values can be summed up in one sentence. We are 'Trusted to provide safe, inclusive, effective and compassionate care'. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn't matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.

Detailed job description and main responsibilities

Key responsibilities

Purchasing and Commercial Activity

To manage, lead, and, where applicable, personally undertake purchasing activity for the designated categories

To ensure all purchasing activity is conducted in accordance with Trust Standing Orders and Standing Financial Instructions and all other relevant regulations and legislation including EU Public Contracts Regulations2015.

To manage purchasing activities including competitive quotation and tendering exercises, including OJEU tenders.

To advertise contract opportunities on Contracts Finder, as appropriate.

To develop specialist knowledge of suppliers and products for designated categories so as to be able to communicate at appropriate technical level with suppliers and product and service users.

To develop strategies for individual categories taking into account market conditions, internal and external trends, internal resources and benchmarking information and presenting options to Trust Managers.

Contributes to external surveys or audits where the information is beneficial to the Trust's purchasing activities.

To develop, in conjunction with product and service users, specifications prior to the invitation of quotations and tenders. (HR ref number) Job Matched at GEH NP705

To determine and implement the appropriate supply route and methods of supply for individual products so as to minimise the overall costs to the Trust.

To develop and maintain a knowledge of purchasing arrangements negotiated by other bodies (e.g. NHS Supply Chain, Crown Commercial Service, HealthTrust Europe) which are available for use by the Trust and utilising these where they represent best value to the Trust.

To identify and evaluate potential sources of supply and to develop and promote new suppliers where this will provide benefits to the Trust.

To prepare invitation to quotation and tender documents in accordance with agreed procedures and to ensure that all such documentation is to a high standard and is relevant to the specific goods/services being purchased.

To conduct competitive quotation and tender exercises in accordance with agreed procedures for both period contracts and one-off purchases.

To prepare summaries of quotations and tenders and, in conjunction with project teams/budget holders, evaluate offers and make recommendations as to the award of business.

To prepare competitive quotation and tender evaluation reports for approval at the designated level including the Trust Board.

To carry out complex procurements for high value contracts, developing appropriate evaluation methods.

To prepare contract award documents in accordance with agreed procedures and to ensure that all such documentation is to a high standard and is relevant to the specific goods/services being purchased.

To ensure that the contracts work plan is maintained for designated activity so that all contracts are tendered in accordance with agreed timescales and that the work plan accurately reflects current activity.

To agree and monitor the work plan of junior staff members.

To contribute to the achievement of the department's agreed annual savings target by identifying, implementing and recording cost savings opportunities. This will include consideration of alternative products, rationalisation or standardisation of products and suppliers, identification and evaluation of potential sources of supply and to develop and promote new suppliers where this will provide benefits to the Trust, to resist and challenge all requests for price increases in accordance with Trust's Quality Efficiency Programme and the Department of Health's Zero Inflation Policy, undertaking specific projects which form part of the Trust's Quality Efficiency Programme and to ensure the accurate recording of cost improvements and that they are appropriately allocated against agreed targets.

To participate and support in purchasing activity undertaken on behalf of the Trust by HealthTrust Europe and other collaborative procurement bodies including provision of activity data, and attendance at meetings as a representative of the Trust.

To liaise with NHS Supply Chain buyers and purchasing managers to ensure that designated purchasing activity is conducted in accordance with national policies and strategies.

To develop and maintain effective working relationships with external organisations including NHS Supply Chain

To develop a strategic approach to supplier management by identifying strategic suppliers and ensuring that positive relationships are developed which maximise the benefits of the Trust.

To ensure that appropriate systems are in place for the on-going monitoring of supplier performance.

To ensure the contracts database and savings tracker are updated and maintained with accurate and timely information.

To analyse purchasing information and create/ provide reports for users which assist with the purchasing process and the identification of savings.

To participate in project teams and to attend project team meetings as required, and ensuring that required equipment and services are purchased to the agreed budget and timescales.

To contribute to the development of purchasing policies and practices including those which impact on other departments.

General Management

To manage all staff within the designated team ensuring that tasks and responsibilities are clearly allocated and appropriately monitored and that changing demands and emergency situations are appropriately addressed.

To participate in the recruitment of staff within the team together with the induction, development and training of staff, including the conduct of annual staff appraisals and the agreement of personal development plans.

To guide, train and mentor staff as appropriate.

To undertake performance, disciplinary, sickness and absence reviews in accordance with trust policies.

To resolve staffing issues effectively.

To be responsible for managing and prioritising own workload and that of the team.

To provide induction and up-date training for non-procurement members of staff on aspects of procurement.

To ensure and monitor compliance with Health and Safety/Risk Management legislation and regulations and associated Trust and Department procedures.

To develop a culture that encourages the use of initiative, individual and team responsibility and open communication. In particular to ensure that time and resources are managed through effective teamwork, leadership and motivation across the Procurement function.

To actively promote the role and raise the awareness of the department, taking a proactive approach in offering advice and guidance in all matters relating to procurement.

To contribute to the development and implementation of effective and efficient processes and procedures including electronic systems and template documentation.

To ensure that data for electronic catalogues is readily available and accurately maintained.

To measure and monitor the Team's performance against applicable quality standards and to ensure compliance with recognised best practice.

To contribute to the review and development of performance targets and ensure effective monitoring of these through an agreed set of performance indicators.

To be aware of factors affecting the Team's ability to meet targets and to recommend and implement remedial action where necessary, liaising with staff and customers as appropriate.

To operate and ensure compliance with relevant Trust HR and Health and Safety regulations.

To ensure that systems are in place which identify and minimise risks to the Trust and that appropriate records are maintained.

To ensure that appropriate systems and procedures are in place for the accurate and efficient maintenance of filing and other information retrieval systems.

To maximise the use of computerised and automated information retrieval systems including the use of the internet/intranet for obtaining and communicating information

To ensure that appropriate systems are in place to maintain high standards of security of all goods, information, and premises and to ensure that all security incidents are reported and responded to in accordance with agreed procedures

Person specification

Qualifications

Essential criteria

  • Member of CIPS (Chartered Institute of Purchasing and Supply) Level 6 or able to demonstrate equivalent level of knowledge and experience
  • Diploma in Purchasing and Supply) or equivalent qualification or able to demonstrate equivalent level of knowledge and experience.

Experience

Essential criteria

  • Experience in the award and management of contracts.
  • Proven track record in achieving cash releasing savings.
  • Understanding of strategic sourcing.
  • Understanding of purchase to pay processes.
  • Understanding of the application of computerised purchasing systems and the concept of ecommerce.
  • Understanding of procurement processes relating to capital projects and schemes.
  • Sound project management skills, demonstrating an ability to formulate and adjust plans as required.
  • Ability to prioritise workload of self and team members.
  • Demonstrates appropriate treatment of commercially (or otherwise) sensitive information.
  • Proven good negotiation skills.
  • Excellent leadership skills.
  • Ability to operate in a multi-disciplinary environment and to develop effective internal and external relationships at all levels including Director level.

Desirable criteria

  • Previous experience of supervising staff.

Skills

Essential criteria

  • Excellent numerate, analytical and reasoning skills.
  • Ability to solve complex problems in an innovative way.
  • Ability to provide complex information and to understand such information received.
  • Ability to retrieve and interpret detailed data as a basis for determining supply strategies.
  • Ability to lead others in a programme of change.
  • Ability to formulate, implement and review project objectives and performance measures.
  • Ability to plan and deliver a number of concurrent complex and time-critical projects, prioritising work to achieve deadlines and in particular, operational requirements of capital schemes.
  • Ability to manage small team effectively.

Personal Qualities

Essential criteria

  • Shows and demonstrates initiative
  • Reliable
  • Adaptable
  • Pleasant
  • Team player
  • Motivational
  • Flexible
  • Confident
  • Persuasive
  • Patient
  • Good with people
  • Able to use Visual Display Unit equipment more or less continually most days.

Other

Essential criteria

  • Effective oral and written communication skills with good presentation skills.
  • Ability to effectively explain relevant financial and procurement regulations to non- procurement people.
  • Ability to persuade and influence colleagues and service users including clinicians.
  • Ability to positively promote/represent the department.
  • Demonstrate tact and diplomacy as well as an ability to be assertive when required.
  • A commitment to Equal Opportunities.
  • Openness, honesty and integrity.
  • Highly self-motivated.
  • Willingness to challenge the status quo
  • High moral and professional views and ethical values.
  • Ability to work under pressure
  • Works independently with minimal supervision.
  • Escalates issues appropriately.
  • Ability to concentrate and remain focussed.
  • Ability to handle a multi-item agenda.
  • Good attendance record.
  • Smart appearance

IMPORTANT INFORMATION

Sometimes we get a lot of applications for our roles. On those occasions we might close the job early. If you don't want to miss out we recommend submitting your application as early as possible.

The Trust use an Applicant Management System called TRAC which helps us manage the recruitment process. All communications regarding your application will come via TRAC (even if you applied via NHS Jobs).

Please check your TRAC account regularly and ensure your email is set up to accept messages so they don't go into your junk/spam folder.

We aim to shortlist all vacancies within 2 days of the vacancy closing, we will get back to all candidates ASAP.

Please ensure all sections of the application form are completed fully. Please particularly ensure that you provide full details of all referees including business email address, telephone contact details and postal address.

South Warwickshire University NHS Foundation Trust is an equal opportunities employer who is committed to Equality and Diversity and does not tolerate discrimination or harassment on the grounds of any protected characteristic as defined by the Equality Act 2010.

All South Warwickshire University NHS Foundation Trust sites are smoke free. We feel it's a great way to help our patients, visitors and staff stay healthy.

The Trust is part of a 'Foundation Group' through a strategic alliance with Wye Valley NHS Trust, George Eliot Hospital NHS Trust and Worcestershire Acute Hospitals NHS Trust. This partnership is great for the sustainability of all four organisations and allows us to share learning and maximise opportunities to ensure the delivery of high quality health and care services for our local populations.

Employer certification / accreditation badges

Documents to download

  • Band 6 JD (PDF, 168.6KB)
  • Band 6 Person Spec (PDF, 64.7KB)
  • Occupational Health Functional Requirements Form (PDF, 207.6KB)

Deputy Procurement Manager

South Warwickshire NHS Foundation Trust
Wellesbourne Distribution park, Loxley Rd, Warwick CV35 9JY, UK
Full-Time

Published on 31/12/2024

Share this job now