Position Description (District)

Role title: Procurement Officer - Business Support

Reports to:Procurement Manager

Directorate:Corporate

Location:Dunedin

Role of the District Health Board
Our Vision:
  • Better Health, Better Lives, Whanau Ora.
Our Mission:
  • We work in partnership with people and communities to achieve their optimum health and wellbeing.
  • We seek excellence through a culture of learning, enquiry, service and caring.
Our Values:
Kind
Manaakitanga / Looking after our people: we respect and support each other. Our hospitality and kindness foster better care.
Open
Pono / Being sincere: we listen, hear and communicate openly and honestly. Treat people how they would like to be treated.
Positive
Whaiwhakaaro / Best action: we are thoughtful, bring a positive attitude and are always looking to do things better.
Community
Whanaungatanga / As family: we are genuine, nurture and maintain relationships to promote and build on all the strengths in our community.
Our Statutory Purpose:
  • To improve, promote and protect the health of our population.
  • Promote the integration of health services across primary and secondary care services.
  • Seek the optimum arrangement for the most effective and efficient delivery of health services.
  • Promote effective care or support for those in need of personal health or disability support services.
  • Promote the inclusion and participation in society and the independence of people with disabilities.
  • Reduce health disparities by improving health outcomes for Maori and other population groups.
  • Foster community participation in health improvement, and in planning for the provision of, and changes to the provision of services.
  • Uphold the ethical and quality standards expected of us and to exhibit a sense of social and environmental responsibility.

Purpose of the Role
  • To provide commercial support to the procurement function
  • To work with supply chain and procurement teams to support purchasing, procurement and contract management activity across the DHB.

Organisational Competencies
Customer Focus / Is dedicated to meeting the expectations and requirements of internal and external customers; gets first hand customer information and uses it for improvements in products and services; acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect.
Integrity and Trust / Is widely trusted; is seen as a direct, truthful individual; can present the unvarnished truth in an appropriate and helpful manner; keeps confidences; admits mistakes; doesn’t misrepresent him/herself for personal gain.
Drive for Results / Can be counted on to exceed goals successfully; Is constantly and consistently one of the top performers; very bottom line oriented; steadfastly pushes self and others for results.
Role Specific Competencies
Planning / Accurately scopes out length and difficulty of tasks and projects; sets objectives and goals; breaks down work into the process steps; develops schedules and task/people assignments; anticipates and adjusts for problems and roadblocks; measures performance against goals; evaluates results.
Interpersonal Savvy / Relates well to all kinds of people – up, down, and sideways, inside and outside the organisation; builds appropriate rapport; builds constructive and effective relationships; uses diplomacy and tact; can defuse even high-tension situations comfortably.
Priority Setting / Spends his/her time and the time of others on what's important; quickly zeros in on the critical few and puts the trivial many aside; can quickly sense what will help or hinder accomplishing a goal; eliminates roadblocks; creates focus.
Key Relationships
Internal
Southern DHB staff
Clinical Product Coordinators
Catalogue Administrator
Procurement
Purchasing/ Logistics staff
Finance / External
Vendors & Suppliers
Onelink
DHB Patients and customers
SCDHB staff
Shared services (health Alliance, PHARMAC etc)
Knowledge, Experience and Skills required
Work Experience / Qualifications
  • No specific experience required, attitude and aptitude is more important
  • Experience working in a customer services role, an office environment or a health facility would be beneficial
  • Experience with contracts or document control advantageous
Skills / Knowledge
  • Computer literate. Demonstrable skills with MS Excel / Word
  • Negotiation skills may be an advantage
  • Systems / policy focus
  • Logical approach to problem solving and processes
  • Can perform tasks and assignments which require a proficiency in the understanding and interpretation of the rules, regulations, processes and techniques for a specific area
Personal Attributes
  • Need to be confident dealing with a wide range of people, and have excellent written and verbal communication skills
  • Ability to be customer focused and goal orientated, and enjoy working as part of a small team
  • Ability to organise and prioritise a busy work schedule
  • High levels of honesty, integrity and confidentiality
  • Good attention to detail
  • Able to demonstrate the SDHB values: “Kind, Open, Positive, Community”

Key Accountabilities / Deliverables / Success Measures
Procurement / Supply Chain /
  • Adherence to policy
  • Liaison with suppliers & representatives regarding products
  • Relationship management with contracted suppliers
  • Pricing updates, evaluation and negotiation in relation to price increases
  • Assistance with management and maintenance of product catalogue
  • Minor capital equipment procurement
  • Project management for low value tender processes
  • Contract administration
  • Assisting with due diligence checks for new suppliers
  • Management of print items
  • Assistance with general procurement inquiries
  • Assist the Procurement team as necessary
  • Customs clearance documentation processing
/
  • Departmental processes / ordering
  • Communication with staff and departments with ordering and status of orders
  • Adherence to work practice in line with organisational and procurement policies
  • Team participation and cross cover for other roles
  • Training and support for other staff
  • Feedback from suppliers and clients

Team Performance and Development /
  • Support the philosophy and values of the Boards missions and values among all employees
  • Foster and support commitment to achieving the highest level of health and safety, including identification and reporting of all hazards, assistance in resolving issues that may cause harm to staff, and working safely at all times
  • Participate in organisational training and development programmes
  • Continue personal development by identifying and engaging in formal and information personal development opportunities
/
  • Attendance at compulsory training sessions, fire training etc
  • Participation in performance and development reviews

Treaty of Waitangi /
  • The Southern District Health Board is committed to its obligations under the Treaty of Waitangi.As an employee you are required to give effect to the principles of the Treaty of Waitangi - Partnership, Participation and Protection.

Health and Safety /
  • Foster and support commitment to achieving the highest level of health and safety, including identification and reporting of all hazards, assistance in resolving issues that may cause harm to staff, and working safely at all times.

Quality and Performance /
  • Maintain professional and organisational quality standards.
  • Ensure delivered work is planned, delivered, and implemented consistently against quality standards.
  • Continuously identify improvement opportunities to perform job in most effective manner.
  • Investigate opportunities to achieve goals in a more efficient way.
/
  • Performance is in alignment with HR quality audit standards, organisational requirements, and professional standards.
  • Evidence of work practice manuals or documentation
  • Participation in any risk, quality or legislative frameworks and initiatives

Note:The above example measures are provided as a guide only. The precise performance measures for this position will require further discussion between the job holder and manager.

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