Senior Buyer - Secondment

Job summary

An exciting 9 month secondment opportunity has arisen for a highly motivated and enthusiastic individual to join our very successful Procurement Department. You will be joining the clinical products buying team and manage your own portfolio of contracts and products.

The Position is for a Senior Buyer and you will be the key contact for stakeholders within your area as well as being part of the team and working collaboratively within the department and other Hospitals and Trusts.

This position is key to assist with the day to day running of the hospital ensuring departments have the right products available at the right time and can be quite reactive should there be any supply issue and urgent requests.

Main duties, tasks & skills required

As a Senior buyer strong problem solving and analytical skills are essential as you will be expected to review statistical data and present findings and solutions in a structured way.

You will also be competent in the use of computer systems and in particular the use of MS Office suite. As a member of the Procurement team you will actively contribute to the provision of an efficient, professional and customer focused supplies service across the Trust.

You will ensure that value for money is achieved through the application of best procurement practice.

About us

At Somerset NHS Foundation Trust, we're committed to supporting our employees with a range of benefits designed to enhance your professional and personal life. We offer:

• Flexible working options to help you balance work and life
• NHS pension scheme for long-term financial security
• Generous annual leave allowance to recharge and relax
• A strong focus on career development to help you grow and achieve your potential

Additionally, you'll gain access to our Blue Light Card, unlocking exclusive discounts on shopping, dining, and leisure activities, as well as NHS-specific perks to support you both inside and outside of work.

We are proud to foster a diverse, skilled, and inclusive workforce, and we encourage applications from all backgrounds.

Why Somerset? Somerset offers the perfect blend of idyllic countryside, outstanding areas of natural beauty, and breathtaking coastlines, with vibrant cities like Bristol, Bath, and Exeter just a short drive away - and only two hours to London.

The region is home to excellent educational facilities, and with affordable housing compared to other parts of the country, it's a great place to build both your career and your future.

Somerset truly has it all - the peaceful countryside and cosmopolitan city life, with something for everyone to enjoy.

Job description

Job Purpose

The post holder will be responsible for a complex portfolio of contracts, carrying out tendering for goods and services using an e-tendering system. Contracts will be managed effectively to ensure products and services are delivered on time, in compliance with contract KPIs and best value for money is achieved.

The post holder will develop excellent working relationships with stakeholders and will influence end users to help standardise and rationalise products and services. They will proactively manage contracts, monitor usage trends in support of compliance to contract terms to enable achievement of best value for the Trust.

In addition they will implement change/improvements and support and enable self and others to enhance expertise and help build procurement capability.

Duties and Responsibilities

Communication & Working Relationships

The post holder will:

• Communicate, in the most appropriate manner, technical and non-technical information to colleagues and 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.
• Seek to influence client choice to standardise products and services and reduce costs.
• Listen to the needs of clients and engage in productive discussions about options.
• Promptly answer queries/resolve complaints.
• Maintain a client centred service with all users.
• Offer commercial and contractual advice and best source of supply on all goods and services.
• Encourage users to source via the electronic catalogues.
• Enhance user knowledge by disseminating information to update on the e- Procurement system.
• Positively engage with clinical/managerial/end users.
• Report back about changes that impact on the work of the team.
• Use operational networks to raise the profile of procurement and highlight its value.
• Take the lead in networking with key current and future suppliers/clinical/professional bodies.

Planning & Organisation

The post holder will:

• Take responsibility for a complex portfolio of contracts, understanding the total contract value and developing a contract renewal plan to ensure contracts are renewed in a timely fashion
• Support line manager to take an active role in developing the annual work plan.
• Lead quote and tender negotiation exercises; prepare and analyse evaluation sheets.
• Develop and implement innovative ways to evaluate tenders and quotation returns to release cash savings.
• Lead quote negotiations in line with relevant legislation and commercial/contract law/SFIs.
• Create opportunities to leverage suppliers by driving proactive and collaborative monitoring of contracts.
• Ensure that all orders are processed correctly, usage trends are analysed and cost savings achieved through the use of procurement and sourcing solutions.
• Ensure all orders are checked for accuracy/certified before dispatch.
• Be flexible with the ability to alter activities and priorities as the need arises.
• Use e-tendering, catalogues and other systems as required to run competitive processes, benchmark spend, maintain system accuracy and generate reports.
• Use the workplan and contracts database to prioritise and/or reprioritise work for the team.
• Liaise with internal and external colleagues to ensure that work is neither over looked nor duplicated.
• Deal with ad hoc queries and urgent requests.

Responsibility for Patient/Client Care, Treatment & Therapy

The post holder will:

• Use the Trust computer systems to update information and respond to emails on a daily basis.
• Work with sensitivity and an understanding of the issues facing front line hospital staff.

Policy, Service, Research & Development Responsibility

The post holder will:

• Take account of health and safety policy and guidance
• Follow Procurement Contract Regulations.
• Trust Standing Financial Instructions for Procurement
• Follow relevant Trust policies
• Contribute to and implement policies and procedures.
• Recognise the need to engage others in discussions about proposed changes and explain the reasons and benefits.

Responsibility for Finance, Equipment & Other Resources

The post holder will:

• Responsible for the safety and security of any device allocated by the Trust. The use of all IT systems including any storage and movement of data should be done in accordance with all Trust IT Security Policies and procedures.

Responsibility for Supervision, Leadership & Management

• Deputise as needed.
• Provide cross cover for colleagues during periods of absence, acting up and down when required
• Support with welcoming and induction of new staff into the team as required - including those helping on a short term basis
• Recognise how tasks align with the Trust's drivers and work plan.
• Develop a strong culture of teamwork and communicate change initiatives.
• Share best practice, collaborate and work as one team.
• Identify services that would increase the efficiency of those you support and take action.
• Provide support, guidance and feedback through staff appraisals, 1-2-1 and team meetings.
• Coach, mentor, train and supervise the team and other staff.
• Promote closer working relationships between procurement and supply chain colleagues.
• Provide procurement expertise in the use of day to day procurement systems.

Information Resources & Administrative Duties

The post holder will:

• Work mainly on their own initiative. They will work in a manner that maintains and promotes quality.

External and Internal Contacts

This post involves working closely with the following groups within the Local Health Community:

• Clinical and non-clinical staff at all levels
• Procurement
• Finance
• Suppliers
• Regional and National Procurement teams

The post holder is in regular contact by telephone, letter, and email, one-to-ones or at meetings with organisations. Communication may be verbal, electronic, written or by attending and contributing to meetings and/or giving presentations.

Working Environment

Due to the Coronovirus Pandemic, this role will predominantly be a Work from home post with available office based hot desk facility as required. The post holder may be required to travel to external meetings and training. The post holder is required to hold a valid driving license.

There is daily, regular use (90%) of VDU equipment.

The post holder is frequently required to sit or stand in the same position for a

substantial proportion of the working time, but there is freedom to move away from the workplace at frequent intervals.

There is a frequent requirement for light physical effort for several short periods during a shift such as carrying and setting up technical equipment for presentations with projector and laptop.

General Information

Changes to the Job

This post may be subject to change/review as the needs of the service, department or unit changes. Changes will only be made following consultation with the individual.

Appraisal

The employee will be set objectives at the commencement of employment and will be subject to reviews. An appraisal and performance review will be undertaken at least annually, involving the post holder and the manager. In addition, quarterly reviews will be undertaken, as well as monthly one-to-one meetings. Under the Knowledge and Skills framework progression through the pay bandings will be based upon performance.

Confidentiality/Security

The post holder will maintain appropriate confidentiality of information relating to the Trust, individuals and Patient information. The post holder will be expected to comply with all aspects of the Data Protection Act (1988) and with Caldicott recommendations.

Any matters of a confidential nature, including particular information relating to patients, their treatment and diagnosis, individual staff records, details of contract prices and terms must under no circumstances be divulged or made available to any unauthorised person(s). It is the responsibility of all staff to be aware of their obligations in respect of the Trust's Information Security Policy (IOS17799/BS7799) & Data Protection Act 1998.

The post holder has responsibility for the timely and accurate creation, maintenance and storage of records in accordance with Trust policy, including email documents and with regard to the Data Protection Act, The Freedom of Information Act, Caldicott recommendations and any other relevant statutory requirements.

Employees are responsible for the safety and security of any device on loan to them from IT Services. The use of all IT systems including any storage and movement of data should be done in accordance with all Trust IT Security Policies and procedures.

Responsible for safe keeping of assigned computer equipment (laptop and PC), complying with current IT policies and share responsibility for security of premises.

Equality & Diversity

Taunton and Somerset NHS Foundation Trust is committed to achieving equality of opportunity for all staff and for those who access services. You must work in accordance with equal opportunity policies/procedures and promote the equality and diversity agenda of the Trust.

Risk Management / Health & Safety

Employees must be aware of the responsibilities placed on them under the Health & Safety at Work Act 1974, ensure that agreed safety procedures are carried out and maintain a safe environment for employees, patients and visitors.

Prevention & Control of Healthcare Associated Infection

The post holder is expected to comply with Trust Infection Control Policies and conduct themselves at all times in such a manner as to minimise the risk of healthcare associated infection.

Person specification

Qualifications

Essential

Good general standard of education including Maths and English Language

NVQ4 qualification or equivalent experience

Desirable

Chartered Institute of Purchasing & Supply (CIPs) qualification (Certificate/Diploma/MCIPS)

Experience

Essential

Experience of working with customers in a large organisation

Experience of working with and negotiating with suppliers

Track record of achieving cost reductions and service improvements

Desirable

Experience of running competitive quotation and/or tenders

Experience of working within the public sector

Training and mentoring experience

Additional Criteria

Essential

Excellent working knowledge of Microsoft IT packages including Excel and Word

Desirable

Knowledge of Procurement Regulations.

Working knowledge of procurement, e-tendering, catalogue management and price benchmarking systems and software packages

Working knowledge of NHS

For help with your application, contact:

Claire Hills

claire.hills@somersetft.nhs.uk

07767562293