Assistant Purchasing Manager

Job overview

To provide daily support to the Purchasing Manager in the operational running of the purchasing department.

This includes processing outstanding orders from suppliers, communicating accurate information on supply problems, investigating stock discrepancies, co-ordinating drug recalls and responding to urgent ad-hoc requests for medications from the pharmacy team.

Visa Sponsorship: This position is not eligible for Skilled Worker visa sponsorship. Applicants must already hold the right to work in the UK for the full duration of the contract.

Main duties of the job

• To ensure adequate supplies of drugs and non-drugs are available to meet the needs of the service.
• To manage the team of purchasing and invoicing assistants, including writing rotas, being actively involved in recruitment and selection, appraisals and reviewing annual leave requests.
• To process outstanding orders from our suppliers and provide accurate information to our users on manufacturing/supply problems.
• To investigate and correct any stock discrepancies.
• To co-ordinate and process drug recalls.
• To report minor product defects.
• To be involved in the development and implementation of E-Procurement platform(s) for contract, ordering and invoicing purposes.
• To respond to urgent requests on ad-hoc basis.
• To authorise chemotherapy and parenteral nutrition orders on-line.

Detailed job description and main responsibilities

• Work alongside Purchasing Manager on procurement of drugs and non-drugs.
• Ensure adequate stock levels to meet service demand.
• Process outstanding supplier orders.
• Manage supply issues and inform users about shortages.
• Investigate and correct stock discrepancies.
• Implement waste-reduction strategies (e.g., expired stock management).
• Coordinate drug recalls and report minor product defects.
• Update purchasing contracts and maintain confidentiality.
• Process contract amendments.
• Perform invoice and credit reconciliation.
• Investigate contract variance reports.
• Liaise with suppliers and finance departments.
• Maintain logs (transport, errors, off-contract claims).
• Ensure audit-ready financial records.
• Authorise chemotherapy and PN orders online.
• Assist with receipts section problems.
• Respond to urgent procurement queries.
• Validate suppliers and customers.
• Ensure legal and procedural compliance.

This job description is an indication of the type and range of tasks that are expected of the post holder, and other duties may be required, in line with the role and the banding.  It will be reviewed and amended from time to time in consultation with the post holder to take account of changing organisational need.