Client Focused / 2
Embrace Change / 3
Communicate & Engage / 4
Team Player / 5
Manage Performance / 6
Innovate & Continuously Improve / 7
Achieve Efficiencies / 8
Influence & Collaborate / 9
Educate Stakeholders / 10
Analyse Data & Make Decisions
eProcurement Coordinator
Job Group / Reports to
Directorate/CSC / Accountable to
Existing Grade
Base Location
Profile: Main Purpose of Job
Ensure that an effective and efficient e procurement service is provided to end users.Ensure all catalogues are processed correctly and usage trends are quickly spotted enabling achievement of cost savings and creating low level pricing agreements. Influence end users and help to standardise and rationalise products and services. Assist senior staff to implement change to support and enable staff to deliver for clients and continuously improve the service and enhance expertise.
Key Responsibilities and Activities / Key Outcomes
Team Player
- Recognise how own job tasks align with the vision/business and work plans.
- Develop a strong culture of teamwork share best practice and collaborate with all.
- Identify services that would increase the efficiency of those you support and take action.
- Participate in development and team building events to enable efficiencies.
- Mentor and train new staff and cross cover for your team members.
- Promote closer working relationships between procurement and supply chain colleagues
- Procurement plan integrated with drivers.
- Collaborative workforce who pull together.
- Benefits achieved through sharing best practice.
- New staff welcomed and mentored.
- Efficiencies gained through the cross cover.
Implement procurement processes
- Analyse spend reports.
- Take responsibility for the purchase of goods of low value contracts.
- Complete quotation exercises using the e tendering portal.
- Negotiate with suppliers in line with EU legislation and commercial and contact law/SFI.
- Load, delete and maintain all electronic catalogues liaise with colleagues on this.
- Use monthly KPIs information to spot frequently ordered items which should be added to catalogues.
- Ensure all orders are checked for accuracy/certified before dispatch.
- Saving targets achieved for self and team.
- SFI comply with the rules.
- No legal challenges.
- Zero errors in order processing.
- New items added to the catalogue.
- Catalogues available for replenishment.
- Supplier invoices paid on time.
- Pricing agreements in place.
Assist in sourcing suppliers
- Make use of the national contracts available but where appropriate decide when a bespoke quotation exercise would offer better value.
- As part of the mini tender process research suppliers.
- Negotiate with suppliers and user departments to ensure optimum value for money and transparent decision making.
- Develop and enhance key supplier relationships and explore new business opportunities.
- Deal with queries and unpaid invoices.
- Year on year improvements in quality and cost.
- Strong partnerships between suppliers/clients.
- Mini tenders managed within agreed limits.
- Supplier invoices paid on time.
- All supplier queries dealt with quickly.
Provide procurement service to clients
- Ensure a courteous and quality service is delivered for all clients.
- Work with sensitivity and an understanding of the issues facing front line staff.
- Listen to clients and engage in productive discussions about options.
- Provide specialist day to day procurement knowledge across the Trust.
- Encourage users to source via the electronic catalogues.
- Influence user choice to standardise products/reduce costs.
- Advise clients on the best source of supply on all goods and services.
- Promptly answer queries/resolve complaints.
- Encourage the use of supply chain to manage stock levels for clinical departments.
- Provide verbal guidance to requisitions and inform them of the existing procedures/guidance available to help them raise requisitions and pay invoices.
- Turn requisitions into purchase orders.
- Work with senior colleagues to ensure low cost ordering methods are used by clients.
- Deliver on promises and SLAs to all clients.
- Increase in purchase order activity.
- Reduction in the number of product variations.
- Cash releasing savings achieved.
- Goods delivered on time/right location.
- Complaints dealt with courteously and quickly.
- Absence of negative feedback from users.
- Purchase orders accurate and timely.
- Users aware of services and procedures and “can do their own shopping”.
- All requisitions dealt with within the agreed time frame/standard.
Day to day operations
- Follow and implement departmental policies and procedures.
- Behave flexibly and rotate to achieve fast and efficient delivery for clients.
- Agree which requisitions to prioritise daily and allocate to colleagues.
- Use access and excel to create and format databases and spreadsheets.
- Ensure savings over x amount are signed off and recorded on the contracts database.
- Liaise with colleagues to ensure that work is neither over looked nor duplicated.
- Policies updated and shared.
- Internal RAGS green.
- 100% compliance with the rules.
- Efficient service no evidence of waste or duplication of effort.
- Contracts database up to date.
- Accurate spreadsheets produced.
Engage and network
- Use operational networks to raise the profile of procurement and highlight its value.
- Highlight the systems and services team can provide and gain commitment.
- Take the lead in networking with key current and future suppliers/clinical/professional bodies.
- Craft client engagement plans with your team.
- Positive feedback on stakeholder engagement
- Clients up to date on important changes.
- Examples of how engagement has resulted in improvement.
- Engagement plans implemented.
Change and innovate
- Recognise the need to engage about proposed changes and explain the reasons and benefits.
- Facilitate discussion, field questions and listen to concerns and or objections from all.
- Implement the change and agree milestones and activities with all.
- Evaluate the benefits achieved.
- Change aligned to key deliverables/work plans.
- Clients up to date on important changes.
- Able to deal with objections, hold difficult conversations and influence senior colleagues.
- Examples of how other’s ideas have been implemented and rewarded.
- Cost benefit analysis evident to support case.
Personal effectiveness and development
- Update specialist knowledge.
- Identify own development needs and participate in training and development events.
- Learn how the NHS works.
- Prioritise and organise own workload.
- Work within the rules, processes and procedures.
- Registered with relevant professional bodies.
- No escalated issues.
- Attends available training events.
- Compliance with procedures.
- Continuously develops self.
Necessary Experience and Qualifications
Essential:
- Good general standard of education including Mathematics and English Language.
- Commercial focus or business background/education.
- NVQ level 3 in Supply Chain Management or level 2 of CIPS (working towards).
- Experience of negotiating with suppliers and customers in a large organisation and a track record of achieving significant cost reductions.
- Experience of obtaining competitive quotations.
- Experience of a customer service environment.
- Experience of working within the public sector and working knowledge of EU regulations.
- Knowledge of procurement department procedures for catalogue management gained through on the job training.
- Level 4 of Chartered Institute of Purchasing and Supply (CIPs) or equivalent procurement experience.
- Experience of using a “procure to pay” system e.g. Oracle.
- Working knowledge of public sector procurement processes.
National Role Profiles for Purchasing and Supply Roles – eProcurement Coordinator -08/04/15 FINAL