buyer Nottingham, England
Job description
NHS AfC: Band 4
Job overview
Our Team is growing! Due to an internal promotion, we are looking for a Buying Team Leader to manage and support our team of Buyers. The buying team performs a crucial role placing and expediting orders, and the Buying Team Leader will support them, while ensuring the team meets it's KPI requirements. Previous procurement experience is an essential requirement, to be able to support the team and the wider Trust.
You will be joining a large, friendly and supportive team which offers great opportunities for career progression.
If you are looking to develop your career in the NHS please review the Person Specification to see how your skills can transfer. If you feel you match those requirements we'd love to hear from you.
Main duties of the job
The post holder will be responsible for line management of the Buying Team, including setting rotas and managing workloads. They will ensure the Buying Team provides the best possible service to the Trust, ensuring goods and services are received on time and provide value for money.
The post holder will also support the Trust in their procurement requirements, ensuring orders are placed correctly and providing expert advice on working to the Trust's standards and regulations.
The post holder will also be responsible for reporting on the team's progress against SLAs and KPIs, and liaising with the senior team when issues arise.
The holder of this post will manage a team of six buyers, and be accountable to the Operational Procurement Manager.
Working for our organisation
We are an award winning Trust with and award winning Procurement Team! We have a national and international reputation for many of our specialist services, and are at the forefront of many research programmes and new surgical procedures.
You would also be joining one of the largest teaching Trusts in England. With over 17,000 staff, we are one of the biggest employers in the city with a central role in supporting the health of our local population.
Our Procurement Team is growing in order to be able to fully support the organisation and deliver a first class service. We currently have a Director of Procurement and Supply Chain, Head of Supply Chain and a Head of Procurement. Within the Procurement Team we have a number of procurement professionals including:
2 x Deputy Head of Procurement (New roles, currently being recruited)
4 x Senior Category Managers
1x Clinical Procurement Matron
8 x Category Managers
1 x Assistant Category Manager
6 x Category Support Officers (With 1 additional being recruited)
3 x Clinical Procurement Specialists
The Operational Procurement Team consists of Buying Team (7) and a Data Team (3).
You would be supported by highly qualified, experienced, friendly and supportive team and have a wealth of peer support.
We are Team NUH: Trust, Empower, Ambitious, Mindful, Nurturing, United & Honest. These are the qualities that we look for in a candidate, to drive innovation, meet the needs of our patients, using our resources wisely.
Detailed job description and main responsibilities
Leadership
- Direct supervision of the Buying Team, to include day-to-day operational decision making, query resolution and line manager responsibilities
- Ongoing management of the Buying Team and related systems and processes to enable safe and efficient supply of goods to all serviced areas within the Trust
- To deputise for the Operational Procurement Manager as required
Operational
- Provide cover to roles within the Buying Team in the absence of colleagues as appropriate -to ensure a quality service is maintained to customers
- Capturing and reporting of Key Performance Indicators to the Operational Procurement Manager. Resolution of issues where performance levels fall below those expected
- Assist with statistical analysis and production of management reports as required
- Ensure that inventory management/ catalogue management system updates are managed in accordance with agreed processes
- Liaise with Suppliers, Customers, Materials Management, Receipt & Distribution and Finance, to solve delivery and / or stock queries
- To plan and organise workloads to ensure deadlines are met and service standards are achieved
- Provide day to day support for end users through the Trust ordering process
- Manual and electronic ordering of goods and services on behalf of the Trust
- Provide an order expediting service as required
- Manage an allocation of service and maintenance contracts, working in collaboration with the end-users to ensure timely renewals and equipment cover
- Work internally with the data team to aid the development of e-procurement for the Trust.
- Support the Category Managers as required.
- Ensure clerical databases are maintained for departmental information
- Participate actively in service development projects
Communication
- Ensure that issues requiring the Operational Procurement Managers attention are managed in accordance with agreed processes
- Be pro-active in promoting the Trust’s vision for delivering excellence
- Ensure that good practice is shared and delivered at all levels within the service
- To attend meetings internally and externally as required and maintain excellent working relationships with internal and external stakeholders
- Ensure a high level of customer care to all visitors and those telephoning the Department.
Management
- To manage queries raised by customers where initial attempts by Buyers have failed to resolve, prioritising and expediting more substantial problems as appropriate in liaison with senior colleagues/suppliers
- Ensuring that work scheduling of Buyers is planned to meet the demands of all serviced areas. This includes annual leave and sickness
- To provide cover as necessary for other members of the team
- Complete appraisals for direct line reports and ensure the teams have undertaking mandatory training to the required timescales
- Creation and maintenance of work rota and task descriptions, which are periodically amended to best reflect the Trust’s priorities and which support the overall aims and goals of the Trust and the Finance and Procurement Department
- The post holder is responsible for the management of risk in all areas for which s/he is responsible. The post holder is also responsible for ensuring compliance with the Trusts Health and Safety Policy. The post holder must ensure that duties are carried out in accordance with Health and Safety regulations. The post holder should not endanger the health and safety of him/herself or others whilst at work
- To give training and provide ongoing development for the Buyers and new members of the Buying Team
- Ensure that personal development plans are in place for the team as directed and reflection and continuous learning are part of day-to-day activity
Professional
- Provide consistent procurement advice and support to the Trust as required
- Actively build, develop and maintain long-term professional working relationships with colleagues, managerial staff, key customers and external organisations, based on trust and confidence.
- Uses resources responsibly. Is accountable. Applies sound judgment. Makes informed decisions. Takes appropriate action. Maintains business and industry knowledge. Works to enhance the fiscal strength of Nottingham University Hospitals NHS Trust.
- The post holder will be required to adhere to all Finance and Procurement departmental polices including core working hour requirements.
- Maintain and update a Professional Portfolio and Professional Development Plan. Undertake courses and other activities to satisfy continuing professional development requirements
- Be able to work independently and manage own workload to make effective use of time and resources and working to local and national standards
- Work flexibly and undertake other duties commensurate to the grade as required
- Participate in Joint Annual Personal Development Review with line manager
GENERAL DUTIES
In addition to the key job responsibilities detailed in this job description all employees at Nottingham University Hospitals NHS Trust are expected to comply with the general duties detailed below:
Infection Control
To maintain a clean, safe environment, ensuring adherence to the Trust’s standards of cleanliness, hygiene and infection control.
Safeguarding children, young people and vulnerable adults
Nottingham University Hospitals is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. All staff and volunteers are therefore expected to behave in such a way that supports this commitment.
Information Governance
All staff have an individual responsibility for creating accurate records of their work and for making entries into and managing all NHS records effectively in line with the Health Record Keeping Policy and other Health Records and Corporate Records Management policies and procedures in order to meet the Trust’s legal, regulatory and accountability requirements.
Health and Safety
To take reasonable care to prevent injury to themselves or others who may be affected by their acts or omissions.
To co-operate fully in discharging the Trust policies and procedures with regard to health and safety matters.
To immediately report to their manager any shortcomings in health and safety procedures and practice.
To report any accidents or dangerous incidents to their immediate manager and safety representative as early as possible and submit a completed accident/incident form.
To use protective clothing and equipment where provided.
Whilst the aim of the Trust is to promote a co-operative and constructive view of health and safety concerns in the organisation, all staff must be aware that a wilful or irresponsible disregard for safety matters may give rise to disciplinary proceedings.
Governance
To actively participate in governance activities to ensure that the highest standards of care and business conduct are achieved.
Health and Wellbeing
Employees are expected to take all reasonable steps to look after both their physical health and mental health. To support employees to achieve this NUH offers a wide range of health and wellbeing activities and interventions. The full programme can be viewed at on the staff intranet.
Line managers are expected to encourage and support staff to look after their health and wellbeing, including the release of staff to attend health and wellbeing activities and interventions.
General Policies Procedures and Practices
To comply with all Trust policies, procedures and practices and to be responsible for keeping up to date with any changes to these.
WORKING CONDITIONS
Prolonged computer use and ability to work across both NUH Hospitals.
Person specification
Training & Qualifications
Essential criteria
- Educated to GCSE level or equivalent as a minimum
Desirable criteria
- Evidence of continuous professional development
- GCSE Mathematics and English at grade C or above
Experience
Essential criteria
- Experience of front-line customer service environment
- Ability to work to very strict timescales
- Good computer skills, including MS Office
- Experience of working in a procurement department
Desirable criteria
- Knowledge of public sector procurement regulations
- Previous management experience
Communication and relationship skills
Essential criteria
- A high standard of written and verbal communication skills with colleagues, customers and external organisations at all levels
- Able to communicate procurement advice and best practice to a wide range of stakeholders
- Recognise own role as part of a team
Analytical and Judgement skills
Essential criteria
- Logical approach to problem solving
- Identifies and proposes improvements to working practices
- Provide and receive complex information, audit detail and analysis reports
Desirable criteria
- Ability to make recommendations that add value to the Trust and contribute towards the Cost Improvement Program
Planning and organisation skills
Essential criteria
- Plan, prioritise and organise own workload, and that of a team
- Able to work to, and ensure a team works to, KPIs and SLAs
- Flexibility to respond pro-actively to changing priorities
Physical skills
Essential criteria
- Computer keyboard skills
- Ability to concentrate for long periods of time
Commitment to Trust Values and Behaviours
Essential criteria
- Must be able to demonstrate behaviours consistent with the Trust’s “We are here for you” behavioural standards
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Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at the NUH we will endeavour to turn your job into a career!
We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.
Closing Dates: Please submit your application form as soon as possible to avoid disappointment; we reserve the right to close vacancies prior to the published closing date if we receive a sufficient number of completed application forms.
Communication: All communication related to your application will be via the email address you have provided. Please ensure you check your email account including your junk email regularly.
Easy read application: if you have a disability and find it difficult to complete our online application form, you can apply via our easy read application which you can find on the intranet https://www.nuh.nhs.uk/easy-read-job-application
NUH are now able to offer application completion support and interview preparation support. Please follow the link to book onto our sessions: Support for NUH Job Applications
Salary: The quoted salary will be on a pro rata basis for part time workers.
Disability Confidence: All applicants who have declared a disability and who meet the essential criteria for the post will be shortlisted.
At Risk of redundancy: NHS employees within the East Midlands who are ‘at risk’ of redundancy will be given a preferential interview where they meet the essential criteria of the person specification.
International Recruitment: If you are applying for a role with us from outside of the UK then please read the guidance on applying for a health or social care job in the UK from abroad.
ID and Right to work checks: NUH authenticate ID and right to work documentation including passports and driving licenses through a system called Trust ID. NUH will scan your ID and right to work documentation in to the Trust ID system at your face to face ID appointment. The system will run a check against the key security features within your documentation. The system will provide us with an outcome of your check which will be stored securely on your personal file along with all other pre-employment check documentation.
Consent:
- Transfer of information: If I have previous NHS service - I consent to the transfer of my Electronic Staff Record (ESR) data between this and other NHS Trusts. I also consent to the Occupational Health Department confidentially accessing my occupational health records from my current or previous employer in order to check the status of my vaccinations, immunisations s and screening tests as relevant to the post. I understand this is an automated process and the information will only be used for these purposes prior to me taking up the position at NUH.
- Disclosure and Barring Service: Your post maybe subject to a DBS check which incur a cost dependent on the level of check required (£41.90 for enhanced and £21.90 for standard). I agree to reimburse Nottingham University Hospitals NHS Trust the cost of a Disclosure and Barring Service (DBS) check if it is required (by deduction from first month’s pay). Should I decide to withdraw from my job offer, I agree to reimburse Nottingham University Hospitals NHS Trust the cost of the DBS check undertaken by cheque or other agreed method.
