Job title: Category Manager (Exit) Main purpose of the role:

Transcription

1 Job title: Category Manager (Exit) Main purpose of the role: Grade: Role code: Status: Home Office code: Main responsibilities: Grade F SFA122 Police Staff Organisational Support Direct the strategic management of assigned high risk / complex product or service categories for the Force, negotiating prices and agreeing contracts in accordance with the Force Procurement Strategy, building and maintaining effective working relationships with internal customers and suppliers, managing, scrutinising and reviewing existing contracts, reviewing existing procurement practices and procedures, promoting the use of SAP, in order to maintain and develop a pro-active, professional and cost effective procurement service to the Force. This will include representing the Force at regional and national collaborative contract events. - Prepare contract tender specifications and contracts for the supply of goods and services, on behalf of internal customers throughout the Force, and where appropriate, collaborative forces, evaluating award criteria and tender submissions and assessing the risks and benefits of each tender in accordance with procurement best practice guidelines, Force policy, financial regulations, UK legislation & EU Regulations, and detail financial savings and other benefits achieved, ensuring that all legal obligations are met and that the Force achieves the best value from each contract. This will include the lifetime management of contracts. - Utilise category management techniques to profile, benchmark, research and assess the market, risks, competition, trends and new opportunities, developing an expert level of knowledge of the assigned product or service category to include the measuring, monitoring and improving of supplier performance to ensure continuity of supply and that best value is achieved. - Negotiate prices for the supply of goods and services and other terms and conditions of contract, on behalf of the Force and its internal customers, assessing legal considerations, market forces and developments, the commercial availability of Force needs and undertaking risk analysis assessments to ensure the Force secures 'best value' in the quality of goods and services negotiated. This will include leading negotiations for regional / national contracts. - Manage and develop supplier relationships and ongoing negotiations for the assigned product or service category using procurement tools such as cost trend analysis and supplier performance reviews in order to deliver performance in cost, service and quality and keeping customers informed. - Identify and record savings achieved by the introduction of new contracts and produce reports detailing financial savings and other benefits, in order to contribute towards the achievement of performance objectives by the Department. - Manage and co-ordinate procurement pilots, initiatives and product trials, and undertake market research for new or revised products and record evaluations and recommendations, gaining customer, and where appropriate, supplier feedback, in order to ensure products are of the appropriate quality and are financially viable for use within the Force. - Represent the Force at Regional and National meetings and work with other agencies such as the Crown Commercial Service, maintaining an accurate awareness of both Force activities and activities and issues

2 arising outside of the workplace that have the potential to impact on the work of the Procurement Department, in order to facilitate the provision of a proactive procurement service for the Force. - Promote the provision of a high quality, professional and customer focused purchasing service to all customer departments throughout the Force, including the promotion of the use of SAP, maintaining regular contact with internal customers at all levels throughout the development and lifetime of each contract, establishing and managing demand, ensuring that strong working partnerships are developed and maintained. This includes working with the Police & Crime Commissioner as required. - Manage all relevant staff, addressing the appraisal, training, development, discipline and welfare needs of the team, and provide advice and guidance as required, in order to ensure the effective and efficient performance of team members. This will include assisting the Head of Procurement with the recruitment and selection of staff. - April 2015, Amended December 2016 Vetting level: Management Vetting (MV) Necessary experience: The post holder will have at least 5 years experience in category management, and must possess at least Level 5 Graduate Diploma in Purchasing and Supplies (MCIPS) professional qualification, and have a minimum of 3 years supervisory experience. He/ She must have a full appreciation of contractual terms and conditions with sound understanding and experience of the supplier partnership and good general commercial awareness. A practical working knowledge of the legislation and EU regulations surrounding procurement in the public sector is essential. The post holder will be a highly motivated team player with excellent organisation skills, good attention to detail and the confidence to communicate effectively at senior levels, including members of the PCC, throughout the Force. He/ she will be actively maintaining their continuous professional development. A proven track record in a professional procurement function is essential. Together with negotiation skills, it is essential that the post holder has the ability to present options and recommendations that fit the organisation, but at the same time provide innovative solutions to those problems. High quality presentation skills are desirable, as is experience of working in both public and private sectors. A good level of IT skills is essential, including the use of various internal and external procurement databases, Microsoft office products, especially Word, Excel and PowerPoint. A thorough knowledge of Internet systems and an advanced understanding of the applications of the Internet to E-Procurement are essential. A full driving licence is also essential to undertake this role. Personal qualities: Decision Making (Middle Manager) Gathers, verifies and assesses all appropriate and available information to gain an accurate understanding of situations. Considers a range of possible options, evaluating evidence and seeking advice where appropriate. Makes clear, timely and justifiable decisions, reviewing these as necessary. Balances risks, costs and benefits, thinking about the wider impact of decisions. Exercises discretion and applies professional judgement, ensuring actions and decisions are proportionate and in the public interest. Professionalism (Middle Manager) Acts with integrity, in line with the values and ethical standards of the Police Service. Acts on own initiative to address issues, showing energy and determination to get things done. Takes ownership for resolving problems, demonstrating courage and resilience in dealing with difficult and challenging situations. Upholds professional standards, acting as a role model to others and challenging uprofessional conduct or discriminatory behaviour. Asks for and acts on feedback, learning from experience and continuing to develop

3 own professional skills and knowledge. Remains calm and professional under pressure, defusing conflict and being prepared to make unpopular decisions or take control when required. Serving the Public (Middle Manager) Demonstrates a real belief in public service, focusing on what matters to the public and will best serve their interests. Ensures that all staff understand the expectations, changing needs and concerns of different communities, and strive to address them. Builds public confidence by actively engaging with different communities, partners and stakeholders. Identifies the best way to deliver services to different communities. Understand partners' perspectives and priorities, and works co-operatively with them to deliver the best overall possible service to the public. Working with Others (Middle Manager) Builds effective working relationships with people through clear communication and a collaborative approach. Maintains visibility by regularly interacting and talking with people. Consults widely and involves people in decision-making, speaking to people in a way they understand and can engage with. Treats people with respect and dignity regardless of their background or circumstances, promoting equality and elimination of discrimination. Treats people as individuals, showing tact, empathy and compassion. Sells ideas convincingly, setting out the benefits of a particular approach, and striving to reach mutually beneficial solutions. Expresses own views positively and constructively, and fully commits to team decisions. Leading Change (Middle Manager) Positive about change, adapting to changing circumstances and encouraging flexibility in others. Identifies and implements improvements to service delivery, engaging people in the change process and encouraging them to contribute ideas. Finds more cost-effective ways to do things, taking an innovative approach to solving problems and considers radical alternatives. Asks for and acts on feedback, learning from experience and continuing to develop own professional skills and knowledge. Leading People (Middle Manager) Inspires people to meet challenging goals, maintaining the momentum of change. Gives direction and states expectations clearly. Talks positively about policing, creating enthusiasm and commitment. Motivates staff by giving genuine praise, highlighting success and recognising good performance. Gives honest and constructive feedback to help people understand their strengths and weaknesses. Invests time in developing people by coaching and mentoring them, providing developmental opportunities and encouraging staff to take on new responsibilities. Managing Performance (Middle Manager) Translates strategy into specific plans and actions, effectively managing competing priorities with available resources. Takes a planned and organised approach to achieving objectives, defining clear timescales and outcomes. Identifies opportunities to reduce costs and ensure maximum value for money is achieved. Demonstrates forward thinking, anticipating and dealing with issues before they occur. Delegates responsibility appropriately and empowers others to make decisions. Monitors progress and holds people to account for delivery, highlighting good practice and effectively addressing underperformance. Technical skills: Customer Services (Level 4) Able to identify and interpret more complex problems affecting customers. Suggests improvements in customer services and generates solutions on behalf of customers, taking the necessary action to deliver these solutions. Regularly provides enhanced and high level customer service. Demonstrates the ability to select information for communication to customers and improve the flow of information between the organisation and customers. Actively seeks opportunities for improving working relationships. Health & Safety (Level 4) Has received Supervisor training and takes responsibility for the safety of directly subordinate staff and visitors. Understands the procedures in place for the safe storage of hazardous substances, fire precautions and evacuation. Resolves hazards or problems identified within roles or work environments. Undertakes skills passport assessments for new and existing staff. Re-assesses passport as and when new equipment /technology is introduced.completes annual reviews of skills passports, training needs analysis. Information Gathering & Analysis (Level 4)

4 Is able to identify reliable and appropriate sources of information and select methods of gathering information which are efficient and effective. Has a working knowledge of legislation and policy relevant to the collection, recording, storage and distribution of information. Internal Consultancy (Level 4) Demonstrates an in depth knowledge of the relevant specialist area and combines this with high level consultancy skills. Develops collaborative relationships with internal clients and works with them to achieve joint objectives and targets. Maintains an up to date awareness of all developments which may affect Force business and policies and proactively advises clients of all relevant matters. Know. of Police Environment & Policy (Level 4) Displays a general appreciation of changes affecting the police service. Understands the inter-relationships between the roles of the various Operational and Support activities, and how organisation structures and police systems work. Possesses a detailed understanding of working procedures, practices and policies relevant to the current role and the roles of subordinates and ensures that these are followed at all times. Is clear about Force goals and effectively contributes to local business plan objectives. Mgmt of Police Information (MOPI) (Level 4) Full compliance with level 3. Complies with all relevant security policies and systems operating procedures relating to national and force bespoke computerised databases and systems e.g. PNC, Genesis, STORM etc. Has successfully completed all relevant required additional MOPI training packages. Office Organisation (Level 4) Fully conversant with organising an office and able to develop working practices which impact on productivity. Able to adapt and innovate so that the office environment contributes to increased efficiency and effectiveness. Can plan and control office activities to meet objectives. Able to prepare and present management information which facilitates action. Effectively evaluates information/products and makes recommendations on following a course of action. Office Technology (Level 4) Demonstrates advanced skills in the use of one or more office software products Able to use these packages to enhance the quality or presentation of work required within the role. Manages data files and file structures. Provides on the job training and guidance to other staff in the use of specific or specialist software, if required. Familiar with established IT rules and protocols and shows a good understanding of data protection requirements. Procurement - Contracting (Level 4) Provides advice on contracting issues to clients on all areas of procurement. Organises and participates in presentations to Tenderers. Able to provide constructive debriefs to unsuccessful tenderers. Monitors and evaluates existing contracts on behalf of Kent Police. Possesses basic analytical techniques and competently analyses data, producing a range of reports. Is aware of developments within the organisation and anticipates changes to user requirements. Understands the importance of commercial awareness and develops contacts within the industry where this would be beneficial to the organisation. Working with internal clients able to construct comprehensive complex tender documentation. Procurement - Purchasing (Level 5) Identifies problems within the purchasing and supply chain, resolving these wherever possible to improve the service offered by the Unit. Builds a body of knowledge of the purchasing industry through a range of media and personal contacts, formally and informally. Identifies trends that may potentially impact upon the purchasing requirements of, or sources of supply to, the Force and makes appropriate recommendations. Provides advice and guidance in respect of cost v. price of items purchased by the Force. Procurement - Supplies (Level 4) Resolves queries and delays in the supply of goods through liaison with suppliers. Works productively with other members of the Unit on developments to the service. Demonstrates an understanding of all roles within the Procurement function, their inter-relationships and the impact of own role within this. Risk Management (Level 5) Able to anticipate, accurately define and establish the relative level of risk likely to affect their specialist function, in terms of likelihood and impact, together with how the challenges facing the wider organisation

5 might affect their role within the force. Assesses the risks of national initiatives providing feedback at the relevant level. Has an understanding of pathways to alert all appropriate senior managers to flawed or ineffective control strategies and provide continuity/recovery options. Has an appreciation that seizing opportunities also generates risks. National Occupational Standards: AA1 (Level Accredited) AA1 Promote equality and value diversity Summary - This unit is about promoting equality and valuing the diversity of people. This is an essential aspect of all jobs in the justice sector and is appropriate to people working at all levels and in all posts. It should form the basis of everything that any worker in the sector does. The term "people" is used broadly to cover any child, adult, group, community or agency that workers come into contact with, either directly or indirectly. It includes members of the public, individuals who are clients of the justice sector, and colleagues in the workplace. There is one element AA1.1 Promote equality and value diversity. Target Group - The unit is designed to be applicable to everyone who works in the justice sector at every level of work.