Senior Procurement Specialist

Our vision for Single Corporate Services  

Isle of Wight NHS Trust (IWT) and Portsmouth Hospitals University NHS Trust (PHU) have a shared vision of a single corporate service across our two organisations, supported by a single set of identical systems and processes, under joint leadership, to drive significant efficiencies, improve employee experience, and return time to patient care. 

Why are we changing the way we deliver Corporate Services? 

Working as a partnership, both IWT and PHU have a shared vision for excellence in care for our patients and communities; with a set of strategic aims underpinning how we will achieve this. The creation of a single corporate service is essential for us to support our clinical and operational services, and our wider transformation programme. 

The single corporate service is delivered across both organisation. For leaders managing staff across multi-site locations, you will need to be visible and provide in person leadership. The arrangements and frequency will be agreed locally.

This vacancy is open to employees of Isle of Wight NHS Trust and Portsmouth Hospitals University NHS Trust only.

Procurement and Supply Chain 

Job title: Senior Procurement Specialist

Reporting to: Procurement Manager 

Accountable to: Director of Procurement 

Pay Band: Agenda for Change Band 6 

As part of the Single Corporate Service, the role provides a service across both Isle of Wight NHS Trust and Portsmouth Hospitals University NHS Trust.  

As the single corporate service will be delivered across both organisations, individuals may be required to undertake business travel between sites.  The frequency and arrangements will be discussed on an individual basis and the staff mobility local agreement will apply.  

For our leaders managing staff across multi-site locations, they will need to be visible and provide in person leadership. The arrangements and frequency will be agreed locally.  

Job purpose  

• Develop new and innovative methods of ensuring efficient processes internally and deliver best value for money externally. Be responsible for maintaining a log of ‘lessons learnt’ and implementing any subsequent actions to ensure continuous improvement of the department’s performance. 

• To take lead responsibility for delivering high value and complex procurement.  

• Responsible for income generation projects and in particular be the Equipment Disposal  

Specific Core Functions 

1. Provide specialist procurement knowledge across a broad spectrum of commodity areas. Take responsibility for the purchase of goods by delivering a portfolio of complex and high value contracts and develop new and innovative methods of maximising cash releasing benefits. 
2. Produce Official Journal of the European Union advertisements, complex tender, and contract documentation for an agreed portfolio of contracts. Negotiate with suppliers and user departments to ensure optimum value for money and strong partnerships are maintained. 
3. Work closely with user departments to ensure they produce complete, accurate and relevant specifications and weighting criteria for goods and services. Offer commercial/contractual advice and guidance to CSCs for all goods and services as required. 
4. Be responsible for the day-to-day supervision and management of a Procurement Specialist, taking responsibility for allocation of work, appraisals, training and assisting with their development.   
5. Deputise and assume responsibility to resolve issues in the absence of the Theatres Procurement Manager and/or Head of Procurement. 
6. Attend and support tender adjudication meetings acting as chairperson or secretary and providing procurement support as required.  
7. Take an active role in the development and delivery of the annual Procurement work plan, identifying areas for further savings and added value, taking ownership of CSC procurement targets. Identify new areas for contracting and work with Directorates/CSCs to successfully implement changes, trials, and R&D activities. 
8. As part of the tender process research commodities and markets. Prepare and analyse evaluation sheets. Use the Atamis E Tendering Solution for all tendering activity to ensure it is used to its maximum capability. Use Excel to create / format databases and spreadsheets and be responsible for output and ongoing development. 
9. Support in the development and implementation of departmental policies and procedures, impacting across the Trust.  Be an active ‘Procurement Champion’ in a specialist subject to share knowledge with others. 
10. Take responsibility for the maintenance of the team’s Work plan and Database to ensure it’s always up to date and effective reports are available as and when required to monitor performance of targets. 
11. Participate in the training and development of colleagues and Trust staff to enable professional development and contribute to overall objectives of the department. 
12. Make assessments and advise Procurement Specialists and Procurement Managers of best value for money rates e.g., National Framework or local tender. 
13. Be responsible for income generation projects and in particular be the Equipment Disposals lead for a Trust and lead any capital equipping projects. 
14. Be the main lead within the team for promoting continuous improvements in the performance of the team and sharing good practice using lessons learnt logs and other visual tools. 

Significant Working Relationships: 

Communication and Working Relationships 

• Communications will involve complex information where persuasive, negotiating skills are required.  

Analytical and Judgement  

• Judgements involving complex facts or situations, which require the analysis, interpretation, and comparison of a range of options.  

Planning and organising  

• The post holder organises own day-to-day work tasks or activities.  

Physical Skills 

• The post has minimal demand for work related physical skills.  

Patient Client Care  

• Assists patients/clients/relatives during incidental contacts.  

Policy and Service Development  

• The post holder is responsible for implementing policies within a team/department and proposes changes to working practices or procedures for own work area.  

Financial Management  

• The post holder will observe a personal duty of care in relation to equipment and resources used in the course of their work.  

Management/Leadership 

• Assist in the training of all new employees and demonstrate all working procedures by Supply Chain and stock data entry. 

Information Resources  

• The post holder records personally generated information.  

Freedom to Act  

• Understanding of a range of routine work procedures possibly outside immediate work area, which would require a combination of on-the-job training and a period of induction. 

Physical effort  

• A combination of sitting, standing, and walking with little requirement for physical effort. There may be a requirement to exert light physical effort for short periods. 

Mental effort  

• The work pattern is relatively predictable due to the requirements of the annual work plans however unforeseen requests from stakeholders can impact on the workload and due attention is required to requests from clients. 

• A substantial proportion of the working day is spent using a computer which requires prolonged periods of concentration. 

Emotional Effort 

• Exposure to distressing or emotional circumstances is rare, or occasional indirect exposure to distressing or emotional circumstances.  

Working conditions 

• Exposure to unpleasant working conditions or hazards is rare.

For further details, please see enclosed Job Description

Qualifications 

Essential

• Working toward or knowledge of professional purchasing principles acquired through the Chartered Institute of Purchasing and Supply (CIPS) and relevant training and experience 
• Experience and a good understanding of the products and operations within Theatres
• Demonstration of strong supplier and customer partnerships

Desirable

• Experience of Prince 2 Practitioner (project management) 

Experience  

Essential

• Expertise in Contract Management and Procurement legislation obtained via formal training or operational experience of working alongside the Procurement Team. 
• Evidenced experience of negotiating contracts in a large organisation and a track record of achieving significant cost reductions and adding value activities 
• Experience of competitive tenders/quotations 
• Experience and/ or training in contract management 
• Experience of demonstrating new and innovative methods of achieving savings 

Desirable

• Evidence experience of Project management experience or equivalent qualification 
• Experience of working within the public sector 
• Experience of proactive category management 

Knowledge 

Essential 

• Good knowledge of procurement and contract management to be able to provide specialist advice. 
• Competent with Word, Excel, and Access 
• Good Communication: written & oral at senior manager level. 
• Interpersonal, able to work as part of a large team. 
• Able to use initiative and work independently. 
• Well organised, able to prioritise workload 

Compliance statement to expected organisational standards.  

To comply with all Trust Policies and Procedure, with particular regard to  

• Risk Management  

• Health and Safety  

• Confidentiality                       

• Data Quality  

• Freedom of Information         

• Equality Diversity and Inclusion 

• Promoting Dignity at Work by raising concerns about bullying and harassment 

• Information and Security Management and Information Governance 

The health and wellbeing of our staff is at the forefront of everything we do. We are proud to be able to offer our staff some fantastic benefits including our on-site Nursery, access to our free Beach Hut for those long summer days, our on-site Wellness Centre including a gym and a swimming pool, access to our fantastic staff networks including LGBTQ, Race Equality and DisAbility, and awards ceremonies to recognise your achievements. We believe we can offer support to all of our staff when they need it the most. 

We welcome the unique contributions that you can bring in terms of your education, opinions, culture, ethnicity, race, sex, gender identity and expression, nation of origin, age, languages spoken, veteran’s status, colour, religion, disability, sexual orientation, and beliefs.