*INTERNAL MPFT APPLICANTS ONLY* - Procurement Administrator

Job overview

Supporting Strategic Procurement with operational procedures to enable standards of procurement to be maintained

Contract Administration

Setting up new product/catalogue codes

Raising contract variations

Managing Trust Waiver of Standing Financial Instructions (SFI’s)

Co-ordinating high value requisitions (above threshold)

Co-ordination and support with Trust Freedom of Information Requests (FOI’s)

Management of the procurement inbox

Run low value procurements – e.g. Request for Quotes

Support and completion of framework call off orders, low value contracts, and service level agreements (SLA’s)

Supporting Contract Managers with cost savings and efficiencies – eg Provider rebates

VCSE – support with new Provider qualifications and support with the VCSE Dynamic Purchasing System processes

Support with and co-ordination of new Procurement Act tender notices & administration (eu supply portal management)

Shadowing Contract Managers to gain experience of tender opportunities and processes

Support internal stakeholders with procurement queries

Faciliate outstanding IG data to enable Contract sign off

Main duties of the job

• Support the Procurement Team’s utilisation of available reporting tools
• Being able to extract data from these reporting tools into a manageable and understandable format
• Demonstrate proficiency in the use of all Procurement systems used for collecting and analysing data, this data can be both sensitive and complex at times
• Be able to provide complex information in an easy and understandable format, which is robust, and timely
• Daily management of the procurement inbox, organise emails to the correct location, answer and support teams with procurement queries in a timely manner
• Manage Purchase orders, supporting through the system from requisition to paid invoice
• Manage the contract database and produce regular and ad hoc reports in a timely manner – updating supplier details, contract start and end dates and values
• To respond to CAS alerts where products need to be reviewed and report back to RISK team within timescales
• Respond to FOI’s where appropriate within the set timeframes

Working for our organisation

• Supporting your career development and progression
• Excellent NHS Pension scheme
• Generous maternity, paternity and adoption leave
• Options for flexible working
• Up to 27 days annual leave (increasing with service up to 33 days)
• Extensive Health and Wellbeing support and resources
• If you work in our community teams, we pay for your time travelling between patients
• Lease car if you complete more than 500 business miles per annum, fully insured and maintained (including tyres), mileage paid at lease car rate
• Salary sacrifice car - fully insured and maintained (including tyres), your gross pay is reduced by the cost of the vehicle before tax, NI and pension deductions are calculated, mileage paid at business rates
• Salary sacrifice bikes up to £2k
• Free car parking at all trust sites
• Free flu vaccinations every year
• Citizens Advice support linked with a Hardship Fund for one off additional support up to £250 (if the criteria is met)

We are proud to be a diverse and inclusive organisation and there is a choice of staff networks that help you meet like-minded people.

Please be aware that the use of artificial intelligence (AI) in completing application forms will be monitored to ensure fairness and transparency. If you have used AI you must state this in your application.

Please note, we may be required to close this vacancy early if we receive a high volume of applications

Detailed job description and main responsibilities

• Support the Procurement Team’s utilisation of available reporting tools
• Being able to extract data from these reporting tools into a manageable and understandable format
• Demonstrate proficiency in the use of all Procurement systems used for collecting and analysing data, this data can be both sensitive and complex at times
• Be able to provide complex information in an easy and understandable format, which is robust, and timely
• Daily management of the procurement inbox, organise emails to the correct location, answer and support teams with procurement queries in a timely manner
• Manage Purchase orders, supporting through the system from requisition to paid invoice
• Manage the contract database and produce regular and ad hoc reports in a timely manner – updating supplier details, contract start and end dates and values
• To respond to CAS alerts where products need to be reviewed and report back to RISK team within timescales
• Respond to FOI’s where appropriate within the set timeframes
• Confident in speaking to internal and external stakeholders using both written and verbal communications
• Provide a consistent method for capturing, processing, managing and sharing data and information
• Ability to manage own workload to ensure business priorities are met, and spend periods working alone

• Data entry, text processing, storage of data; requirement to develop or create reports and documents
• Use office software to produce spreadsheets and create formulae to support spend data
• Administrator for Procurement Systems

Person specification

Skills

• Experience
• Knowledge

• Procurement Act
• Procurement Law

Examples

• Previous examples of Administration

• system knowledge