Assistant Buyer

JOB SUMMARY • Takes a lead role in the materials management order process within the Barnsley Business Delivery Unit at the Kendray hospital site ensuring that identified products are ordered promptly within the pre-requisite timescales and the stock levels are monitored and maintained in-line with demand. • Ensures that materials management stocks are put away in the appropriate stock Location bays, that stock is rotated ensuring that the levels of out of date stock are kept to a minimum and the stock area is kept clean, tidy and free of litter. • Provides support as and when required to the receipt and distribution department, predominantly at the Kendray Hospital site, as and when required. • Assists with the procurement of products/services via the Trusts purchase order system. The Buyer will refer complex or significant problems to the Senior Buyer, Senior Contracts Manager, Contracts Manager or the Head of Procurement for guidance/instruction. • Ensures requests for goods/services are processed and orders placed to obtain best value. This will be according to the detailed Local Work Instructions and will involve sourcing the Market and providing the best value solution for the Trust. • Liaises with customers and Suppliers to provide assistance, advice and a focal point for all procurement issues. This may be by phone, e-mail, in person or providing input to a Business Delivery Unit (BDU) or a Working Group. Has extensive communication, via these means, with internal (Trust) and external (Supplier) staff, on a daily basis. • Adheres to all Local Work Instructions. • Observes all relevant NHS, Trust and Legal Requirements • Follows and adheres to all relevant aspects of the Trusts Procurement Strategy • Keeps abreast of changing procurement issues via regular, specialist supplies training. This may be provided by the Crown Commercial Services, NHS Procurement Collaboratives or by an external company to the public sector. KEY RESULT AREAS: The postholder will: 1.1 Care/service/function provision: • Take responsibility for aspects of products/services purchased specifically including the departments materials management process and other areas as determined by the Head of Procurement, the Senior Contracts Manager or the Contracts Manager. Liaise with external Supplier Representatives and customers of the Procurement service. Update appropriate product and market information for both the Trusts third party marketplace environment and the Procurement department. Continually review products and services to ensure best value is obtained, on an on-going basis. • Produce reports and spreadsheets as necessary, this will involve using product and market knowledge and may also involve meeting, and negotiating with, representatives of external organisations. • Have a knowledge and understanding of a purchase order computing system including the process for ordering, receipting payment of invoices, and the concept of commodity/catalogue within the procurement function and observe all Purchasing Principles. • Prepare, obtain and evaluate quotes for the department, at the appropriate expenditure levels. Advise customers of the financial limits and the procedures involved. • Ensure goods and services are obtained from approved suppliers. Where appropriate, undertake sourcing of new Suppliers and Markets. • Ensure where possible that goods and services are obtained from NHS, Crown Commercial Services (CCS), or Local contracts. Assist with projects and initiatives to ensure compliance on an ongoing basis. Assist with the performance and review of contracts to ensure that the contracts represent Best Value for our organisation. • Assist with investigations as required into specific products and markets. Assist in the production of reports for Managers and budget holders in all areas. • Be familiar with and refer extensively to the Local Work Instructions, any queries to be directed to the Head of Procurement or Senior Contracts Manager. • Assist in the collection of data for NHS Key Performance Indicators. This would involve providing the Head of Procurement with information on products and services purchased and the level of contract compliance. • Use all of the above knowledge, skills and experience to provide a pro-active service to Managers and Customers within the South West Yorkshire Partnership NHS Foundation Trust. • Have an understanding of Purchase Order and Accounts Payable computer systems. 1.2 Working as part of a Team: • Deal with customer and supplier queries in a professional manner. Resolve problems on a daily basis. Any complex problems or ones which require a high degree of knowledge and concentration would be referred to the Senior Buyer or Contracts Manager for advice. • Liaise with procurement department users within the organisation. This would be by phone, e-mail or in person. • Give advice and guidance on aspects of product and services procurement in a professional manner to the benefit of the Trusts customers, ensuring that matters of a highly complex nature are referred to the Head of Procurement or Purchasing Manager. 1.3 Managing Self: • Provide training as appropriate for customers and support service staff. • Have personal responsibility for the procurement of products and services as determined by the Senior Contracts Manager, Contracts Manager or the Head of Procurement and the materials management service within the Barnsley BDU. The buyer would refer any complex or significant problems to the Senior Contracts Manager, Contracts Manager or Head of Procurement. • Observe all rules, regulations and policies of the South West Yorkshire Partnership NHS Foundation Trust. This includes Standing Orders, Standing Financial Instructions, Financial Procedures and E.U. Regulations. • Adheres to the Ethical Standards of the Chartered Institute of Purchasing and Supply. • Provides services consistent with the departments customer service model. • Liaise with ward staff to ensure that appropriate stock items and stock levels are maintained. • Ensure that the materials management catalogue for each unit is maintained in line with NHS Supply Chain code changes and stock level amendments. • Ensure that stock locations are correctly numbered and bar code labels are updated in line with NHS Supply Chain code changes and stock level amendments. • Provide customer services support to all Trust staff in respect of NHS Supply Chain problems and queries. • Liaise with NHS Supply Chain to report discrepancies in deliveries and stock returns. • Implements all relevant aspects of the Trusts Procurement Strategy. • Adheres to Supplies Local Work Instructions in all operational areas. 1.4 Management Supervision and Support: • Has responsibility for decision making, for the procurement of products and services as determined by the Senior Contracts Manager, Contracts Manager or Head of Procurement. This will involve having product and market knowledge, and may also involve meeting and negotiating with representatives of external organisations. • Provides advice to customers and suppliers. This may be by phone, e-mail, in person or input to a working group. Has communication, via these means, with internal (Trust) and external (Supplier) staff, on a daily basis. • Takes professional responsibility, on behalf of the Procurement department, for providing advice to customers at levels within the organisation. • Seeks advice from the Senior Contracts Manager, Contracts Manager or the Head of Procurement on highly complex issues. • Work in a pro-active way to manage change in Suppliers, Markets and Technology. This will involve a degree of knowledge in these areas and an understanding of the service implications through the advances in technology. It may also involve liaison with users, at all levels within the organisation. • Respond in an effective manner to changes in products, markets, suppliers and technology. This will involve a degree of knowledge in these areas and an understanding of the service implications through the advances in technology. It may also involve liaison with users, at levels within the organisation. • Continually work to provide innovative response to change with the ultimate goal of maintaining best value in products and services for the customer. • Be aware of the continuing development of departments and services within the Trust. Initiate and maintain responses to these changes in a pro-active way to the benefit of all our customers. This would involve providing customers information on best practice, and advising them how to achieve best value. This may be by phone, e-mail or individual meetings. For full details of the role please see the supporting documents attched. Job description Job responsibilities JOB SUMMARY • Takes a lead role in the materials management order process within the Barnsley Business Delivery Unit at the Kendray hospital site ensuring that identified products are ordered promptly within the pre-requisite timescales and the stock levels are monitored and maintained in-line with demand. • Ensures that materials management stocks are put away in the appropriate stock Location bays, that stock is rotated ensuring that the levels of out of date stock are kept to a minimum and the stock area is kept clean, tidy and free of litter. • Provides support as and when required to the receipt and distribution department, predominantly at the Kendray Hospital site, as and when required. • Assists with the procurement of products/services via the Trusts purchase order system. The Buyer will refer complex or significant problems to the Senior Buyer, Senior Contracts Manager, Contracts Manager or the Head of Procurement for guidance/instruction. • Ensures requests for goods/services are processed and orders placed to obtain best value. This will be according to the detailed Local Work Instructions and will involve sourcing the Market and providing the best value solution for the Trust. • Liaises with customers and Suppliers to provide assistance, advice and a focal point for all procurement issues. This may be by phone, e-mail, in person or providing input to a Business Delivery Unit (BDU) or a Working Group. Has extensive communication, via these means, with internal (Trust) and external (Supplier) staff, on a daily basis. • Adheres to all Local Work Instructions. • Observes all relevant NHS, Trust and Legal Requirements • Follows and adheres to all relevant aspects of the Trusts Procurement Strategy • Keeps abreast of changing procurement issues via regular, specialist supplies training. This may be provided by the Crown Commercial Services, NHS Procurement Collaboratives or by an external company to the public sector. KEY RESULT AREAS: The postholder will: 1.1 Care/service/function provision: • Take responsibility for aspects of products/services purchased specifically including the departments materials management process and other areas as determined by the Head of Procurement, the Senior Contracts Manager or the Contracts Manager. Liaise with external Supplier Representatives and customers of the Procurement service. Update appropriate product and market information for both the Trusts third party marketplace environment and the Procurement department. Continually review products and services to ensure best value is obtained, on an on-going basis. • Produce reports and spreadsheets as necessary, this will involve using product and market knowledge and may also involve meeting, and negotiating with, representatives of external organisations. • Have a knowledge and understanding of a purchase order computing system including the process for ordering, receipting payment of invoices, and the concept of commodity/catalogue within the procurement function and observe all Purchasing Principles. • Prepare, obtain and evaluate quotes for the department, at the appropriate expenditure levels. Advise customers of the financial limits and the procedures involved. • Ensure goods and services are obtained from approved suppliers. Where appropriate, undertake sourcing of new Suppliers and Markets. • Ensure where possible that goods and services are obtained from NHS, Crown Commercial Services (CCS), or Local contracts. Assist with projects and initiatives to ensure compliance on an ongoing basis. Assist with the performance and review of contracts to ensure that the contracts represent Best Value for our organisation. • Assist with investigations as required into specific products and markets. Assist in the production of reports for Managers and budget holders in all areas. • Be familiar with and refer extensively to the Local Work Instructions, any queries to be directed to the Head of Procurement or Senior Contracts Manager. • Assist in the collection of data for NHS Key Performance Indicators. This would involve providing the Head of Procurement with information on products and services purchased and the level of contract compliance. • Use all of the above knowledge, skills and experience to provide a pro-active service to Managers and Customers within the South West Yorkshire Partnership NHS Foundation Trust. • Have an understanding of Purchase Order and Accounts Payable computer systems. 1.2 Working as part of a Team: • Deal with customer and supplier queries in a professional manner. Resolve problems on a daily basis. Any complex problems or ones which require a high degree of knowledge and concentration would be referred to the Senior Buyer or Contracts Manager for advice. • Liaise with procurement department users within the organisation. This would be by phone, e-mail or in person. • Give advice and guidance on aspects of product and services procurement in a professional manner to the benefit of the Trusts customers, ensuring that matters of a highly complex nature are referred to the Head of Procurement or Purchasing Manager. 1.3 Managing Self: • Provide training as appropriate for customers and support service staff. • Have personal responsibility for the procurement of products and services as determined by the Senior Contracts Manager, Contracts Manager or the Head of Procurement and the materials management service within the Barnsley BDU. The buyer would refer any complex or significant problems to the Senior Contracts Manager, Contracts Manager or Head of Procurement. • Observe all rules, regulations and policies of the South West Yorkshire Partnership NHS Foundation Trust. This includes Standing Orders, Standing Financial Instructions, Financial Procedures and E.U. Regulations. • Adheres to the Ethical Standards of the Chartered Institute of Purchasing and Supply. • Provides services consistent with the departments customer service model. • Liaise with ward staff to ensure that appropriate stock items and stock levels are maintained. • Ensure that the materials management catalogue for each unit is maintained in line with NHS Supply Chain code changes and stock level amendments. • Ensure that stock locations are correctly numbered and bar code labels are updated in line with NHS Supply Chain code changes and stock level amendments. • Provide customer services support to all Trust staff in respect of NHS Supply Chain problems and queries. • Liaise with NHS Supply Chain to report discrepancies in deliveries and stock returns. • Implements all relevant aspects of the Trusts Procurement Strategy. • Adheres to Supplies Local Work Instructions in all operational areas. 1.4 Management Supervision and Support: • Has responsibility for decision making, for the procurement of products and services as determined by the Senior Contracts Manager, Contracts Manager or Head of Procurement. This will involve having product and market knowledge, and may also involve meeting and negotiating with representatives of external organisations. • Provides advice to customers and suppliers. This may be by phone, e-mail, in person or input to a working group. Has communication, via these means, with internal (Trust) and external (Supplier) staff, on a daily basis. • Takes professional responsibility, on behalf of the Procurement department, for providing advice to customers at levels within the organisation. • Seeks advice from the Senior Contracts Manager, Contracts Manager or the Head of Procurement on highly complex issues. • Work in a pro-active way to manage change in Suppliers, Markets and Technology. This will involve a degree of knowledge in these areas and an understanding of the service implications through the advances in technology. It may also involve liaison with users, at all levels within the organisation. • Respond in an effective manner to changes in products, markets, suppliers and technology. This will involve a degree of knowledge in these areas and an understanding of the service implications through the advances in technology. It may also involve liaison with users, at levels within the organisation. • Continually work to provide innovative response to change with the ultimate goal of maintaining best value in products and services for the customer. • Be aware of the continuing development of departments and services within the Trust. Initiate and maintain responses to these changes in a pro-active way to the benefit of all our customers. This would involve providing customers information on best practice, and advising them how to achieve best value. This may be by phone, e-mail or individual meetings. For full details of the role please see the supporting documents attched.