Senior Buyer

Job overview

An exciting opportunity has arisen for a Band 4 Senior Buyer 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, Chris Dobson [email protected]

Main duties of the job

The role of the Senior Buyer will be to assist the procurement team across the Foundation Group, working on behalf of George Eliot NHS Trust, South Warwickshire University NHS Foundation Trust, or Wye Valley Trust.

As part of the procurement team at the Foundation Group Procurement Shared Service, you will help the Procurement Managers. The role will include, identifying and sourcing appropriate supplies and goods, providing cost effective solutions for the organisation. You will regularly liaise with suppliers and supply chain teams to ensure value for money and the best service possible is being delivered.

Detailed job description and main responsibilities

Purchasing and e-procurement:

Sourcing goods and services across the Foundation Group in accordance with each Trust’s Standing Orders, Standing Financial Instructions, the NHS Standards of Procurement and the Public Contract Regulations. Responsible for sourcing and purchasing of goods and services up to a value up to £50,000 including VAT. The post holder is expected to deal with the day to day procurement needs, meeting all the required operational deadlines, of the Trusts directly only referring high value contracts to Procurement Managers and escalating any issues only as required

Proactively provide procurement advice and guidance to Trust staff and suppliers in a timely manner. This may be made in via meetings, email, or telephone and must be in accordance with the Trusts Standing Financial Instructions and any laid down procedures

Manage the collection of information for electronic catalogues of goods and services supplied. Ensure the data is either collected in or transposed into prescribed format and making the electronic catalogue available to the appropriate wards and departments

Manage and coordinate supplier relationship meetings / contract reviews with Trust stakeholders and designated suppliers to ensure supplier performance. Act as the Foundation Group Procurement Shared Service representative.  Dealing with any initial problems before seeking guidance from Procurement Managers

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

Coordinate and liaise with senior ward- and departmental managers to establish protocols for the requisitions and approvers for the purchase of goods and services, and to arrange access to the systems for the processing of transactions

Assist with training users on e-procurement and purchase order processing, assisting the systems team with the preparation of training materials and setting up of new users. Reporting any system issues direct to the systems tea

Deal with enquiries/queries by suppliers, Wards and Departments relating to e-procurement - issues may be time critical and effect Hospital operations. Refer any unresolved issues to the Procurement Manager and /or Head of Procurement

Authorise requisitions for stock items

Keep the electronic catalogues up-to-date on the e-procurement system

Investigate the potential for increasing contract coverage, aggregation and migration. Investigate and lead projects around the potential for increasing contract periods, where this leads to improved efficiency and effectiveness and reduces costs. This work will involve managing complex data and will require extended periods of concentration to ensure accuracy.  Where opportunities are identified, either conducts contracting work where appropriate, or escalate to the Procurement Manager or Head of Procurement

Evaluate and analyse competitive offers, taking into account factors including: whole life costing, different pricing structures and units of issue, and life expectancy/usage estimates

Maintain the department’s contracts database with relevant up to date information

Investigate potential savings opportunities, particularly with regard to each Trust’s and the overarching Foundation Group Procurement Shared Service, Cost Improvement Plan targets, and engage and deliver in the realisation of savings opportunities

Take the lead and deliver e-procurement system training to Trust personnel, both within the Purchasing Office and in the wider Trust

Generate purchase orders from approved requisitions in accordance with the Trusts SFI’s, Police and Challenge high-value non-contract requests and amend any incorrect Purchase Orders. The use of purchasing cards when required

Training and development:

To take every reasonable opportunity to maintain and improve own professional knowledge and competence

To participate in the Trust’s Personal Development Review and objective setting under the NHS Key Skills Framework, including the creation of a personal development plan

Undertake Trust mandatory training

Communication:

Develop and maintain good working relationships at all levels within the Trust to ensure that the service is delivered in an effective and efficient way to support the day-to-day activities of the Trust

Develop and maintain good working relationships with suppliers and the Trusts procurement partner to ensure efficient and effective communications regarding the procurement of goods and services and management of electronic catalogues .

Manage and coordinate supplier relationship meetings / contract review meetings with Trust stakeholders and designated suppliers to ensure supplier performance. Careful management is required as these meeting can become difficult / challenging.

Share information with Procurement department as a whole, in order to increase knowledge and awareness and to reduce the potential for errors or duplication

Attend, and contribute to, team meetings as and when required

Update and maintain the department’s intranet page as required

General:

Understand the Trust’s Standing Orders, Standing Financial Instructions and Guidelines to Effective Purchasing, and the Public Contract Regulations, and be able to purchase or advise according to them

This job description is not intended to be an exhaustive list and is not limited to the aspects covered above and may be subject to change from time to time

Any other duties as required which are appropriate to the grade and post.