Procurement Manager

Detailed job description and main responsibilities

Conduct formal high-value tenders in line with EU Legislation.

To contribute to the development and implementation of Procurement strategy, supporting the FGPSS business plan.

To deliver against agreed annual cost reduction targets and report on action taken.

Develop supplier relationships; negotiate with senior personnel of supplying companies, undertaking visits to supplier sites when appropriate.

To liaise with senior purchasing staff within other NHS Trusts, Purchasing Consortiums, and NHS Supply Chain, to identify opportunities for improving value.

To establish service quality standards and thereafter to ensure the effective monitoring of contract performance, through KPI’s.

To ensure appropriate customer input into the procurement decision-making process.

To ensure that Standing Financial Instructions and Standing Orders, EU Regulations and other statutory and regulatory requirements are followed, explaining legal obligations to untrained staff in other departments.

Check free text purchase orders raised and authorise up to £5,000.

Research the marketplace, giving due consideration to financial status of suppliers; ability to supply and maintain continuity of supply. Undertake product and equipment evaluations/trials and site visits as necessary.

Conduct detailed evaluation of tender returns, using appropriate financial assessment and purchasing and supply criteria. Ensure products and supplier meet required standards according to English and EU law.

Ensure that procedures are carried out in a timely manner in accordance with the needs of the organisation.

Prepare Freedom of Information file and provide prompt responses to F.O.I. requests.

Award contracts, providing formal de-briefings to suppliers and departments as necessary.

Prepare and update tender reports and record/report savings.

Record contract details on appropriate e-commerce system.

To monitor supplier performance and liaise with suppliers to resolve problems.

To ensure that all clinical or non-clinical risks issues identified are dealt with effectively from a Procurement perspective.

Participate in the development and use of Procurement Information systems using the system to assist local management and utilise information that will guide the award of contracts.

Extensive understanding of the Carter metrics and the overall National NHS Procurement Strategy.

Supporting the Department as it works towards GS1 and Peppol compliance.

Liaise with internal and external auditors in respect to procurement as required.

Supporting the Head of Procurement with maintaining the National Procurement Standards Accreditation.

Communications and Working Relationships

Associate Director of Procurement.

Head of Procurement.

Associate Directors of Operations.

Executive Directors.

Matrons.

Business Managers.

Group Accountants.

Senior Managers in I.T. and Estates.

Directors and Senior Managers from Supplier organisations.

Procurement Collaboratives.

Other NHS Trusts.

NHS Supply Chain.

Other agencies with which the FGPSS contracts or interacts for the provision of Supplies Services.

Knowledge, Skills and Experience

Analytical and judgment skill at a high level required to fulfil the job responsibilities satisfactorily, e.g. numerical analysis, critical reasoning, interpretation of information and complexity of decision making, negotiation and persuasive skills. Internal and external stakeholder mapping and management.

Extensive knowledge of the new EU Public Procurement Regulations.

Planning and organisational skills: a high degree of planning from straightforward activities/programmes to long term strategic plans, e.g. the procurement process and methodology.

Have extensive practical knowledge and experience of using e-tendering systems and contract management tools.

Measurable Result Areas

The post holder will be accountable to the Head of Procurement but will use their own initiative to develop a work-plan for their allocation division/category.

The post holder will make recommendations towards the strategic Procurement direction of the department.

The post holder will be responsible for managing annual spend of in excess of £5 million, categories of varying ranges of complexity.

Comply with the trust Standing Financial Instructions and in line with EU Public Procurement regulations.

Demonstrate a high standard of public accountability and business conduct at all times.

Responsibility for making contract recommendations based on high value.

Responsible for accuracy and management of contract within management systems.

The post holder will have indirect line management responsibility. However, they will train and develop the Procurement team as required.

Carry out specific projects on behalf of the Head of Procurement.