Head of Procurement and Supply Chain. Procurement Department / Finance Directorate George Eliot Hospital NHS Trust, Lewes House

Transcription

1 JOB DSCRPTON Job Matching Ref.. Job Title: Grade: CBU/Location: Reports to: Accountable to: Head of Procurement and Supply Chain 8b Procurement Department / Finance Directorate George liot Hospital NHS Trust, Lewes House Head of Financial Services Director of Finance Purpose Lead the provision of an efficient, effective and high quality professional and wellcoordinated Procurement and Materials Management service capable of delivering value for money whilst safeguarding compliance with all statutory, regulatory and NHS requirements and maintaining alignment with the Trust s strategic objectives. Provide strategic leadership that engages internal and external stakeholders effectively to deliver significant savings and added value. The structure of the two departments is shown below: Head of Procurement Purchasing Systems Manager Material Manager Category Manager Category Manager Non-medical Medical Deputy Materials Manager Buyer eproc support & lowlevel buying/contract management Buyer eproc support & lowlevel buying/contract management Main Stores Material Controllers x4 Main Stores Materials Support x1

2 Roles and Responsibilities 1. nsure that the Trust s procurement strategy and procurement practices are developed and delivered at organisational and departmental levels: 1.1. Develop and implement a comprehensive procurement strategy aligned to the Trust s strategic objectives 1.2. Develop and implement qualitative and quantitative measures to determine performance against the organisational strategy Devise, manage and update policies and procedures, ensuring the adoption of best practice methodology, rules, standards and thresholds. Disseminating these methodologies etc. to staff within the department and throughout the organisation Develop policies and procedures to support the management of appropriate relationships between suppliers and Trust staff 1.5. Develop and implement plans in response to audit recommendations 1.6. nsure compliance with Standing Financial nstructions, Standing Orders and the Scheme of Delegation 1.7. Lead on the creation and implementation of information systems for collecting, evaluating and interpreting large volumes of intricate data on expenditure to inform the short, medium and long term strategies. 2. Act as champion of strategic procurement both internally and externally, advising on the available procurement options to facilitate the delivery of best value: 2.1. Pro-actively seek opportunities to challenge existing practices and contractual arrangements and persuade, motivate and influence other senior managers and clinicians to realign their practice where necessary 2.2. Provide sound commercial advice as required Advise on the procurement options for service developments including the identification of new opportunities To lead and/or support directly on procurements deemed of strategic importance to the Trust To establish and develop collaborative procurement arrangements with other NHS organisations or hubs, where this is beneficial to the Trust. 3. Personally contribute to and support negotiations on contracts providing the expertise to secure the most advantageous arrangements: 3.1. ngage clinicians and managers appropriately in the process 3.2. Determine the options and analyse the financial and non-financial benefits 3.3. Present the highly complex choices in an audience appropriate manner 3.4. Recommend the preferred option to the appropriate forum for approval once full customer support has been obtained mplement the preferred option effectively to maximise the benefit to the Trust

3 4. Develop and maintain sound contract management arrangements across the Trust ensuring regular monitoring of major contracts against Trust standards 4.1. nsure that all Trust contracts are available to Trust users at all times, delivering savings and value for money Monitor non-compliance with contracts and take corrective action 5. Develop and maintain an effective working relationship with the relevant procurement authorities to ensure that legal advice is sought where appropriate to maintain compliance with relevant rules and regulations, and to ensure both probity and efficiency in the process. 6. Develop and maintain a network of appropriate contacts and partners: 6.1. Represent the Trust on procurement matters in working parties, meetings, seminars, and conferences 6.2. dentify the issues of significance to the Trust and advise on actions 6.3. Advise senior management within the Trust on changes in the external procurement environment 7. Lead on the management of relationships on a day to day basis with Trust staff, procurement partners and suppliers. 8. Develop and maintain the electronic procurement system and other relevant systems ensuring the Trust realises the maximum value from the systems: 8.1. Develop and deliver a regular training programme for relevant Trust staff 8.2. Proactively use the system to monitor and control expenditure 8.3. Provide the relevant managers and committees with appropriate performance reports 8.4. Use the purchasing information from the system to inform the development of savings work programme 8.5. Responsible for the operation and maintenance of information systems, adapting systems where necessary to suit changing information needs 8.6. Responsible for the collection and reporting on information of expenditure both within and outside the organisation, including compliance reporting 8.7. Accountable for the maintenance of catalogues on the e-procurement system 9. Develop and project manage the implementation of a rolling 3 year procurement savings programme in conjunction with the Trust s procurement partners: 9.1. nsure Trust clinicians and managers are involved in the development and implementation of the plan 9.2. Advise on innovative procurement opportunities and support all Trust departments in their procurement strategies and programmes to maximise service benefits.

4 9.3. nsure a smooth transition through the decision making process to the implementation and management of contracts. 10. Planning & Organisational Skills: Plan and develop the annual Procurement Work Plan, maintaining an overview of all required projects based on Contract Data or other Data and ensuring early involvement in any new Purchases Develop detailed key performance indicators that flow from the Strategy and Policies of the Trusts and uses KP Data to take appropriate action when required if performance falls below the required standards Manage the overall workload of the department, ensuring adequate resource is directed appropriately, in respect of both the reactive and proactive activities necessary Develop the departmental approach and subsequent involvement and support for appropriate Trust-wide activities i.e. Health & Safety Committee, Medical Devises Committee, Theatres Procurement Group, Procurement Strategy Group, Business Continuity Management, nternal Audits, Clinical Procurement Group and others as may be required from time to time Accountable for ensuring and monitoring compliance with Health and Safety/Risk Management legislation and regulation and departmental procedures. 11. Responsibility for Policy/Service Development: Responsible for the development of procurement and materials management policies for implementation across the Trust To provide Procurement influence into other associated Policies, e.g. Medical Devices Policy, Latex-free Policy, Manual Handling Policy and others as may be required from time to time To develop and implement change proposals to deliver greater efficiency from the resources available in the department, including the delivery of annual Cost mprovement Programmes To develop a programme to support increased awareness in prevailing procurement issues, such as; Sustainability, nvironmental issues, quality and Diversity, thical considerations, support for the local economy, Globalisation, social and corporate responsibility, management of and reduction in the Carbon Footprint, and others to support the Good Corporate Citizen agenda for the Trust. 12. Responsibility for Financial and Physical Resources: Managing the Department budgets for both Purchasing and Materials Management and the ongoing management of the departments resources nsure that expenditure within the Departments is managed in accordance with Trust Policies and procedures. 13. Responsibility for Human Resources:

5 13.1. Delegated responsibility for directing the work of and managing all members of the Procurement and Materials Management Functions nsuring effective systems are in place for the recruitment, selection, induction, training and development, disciplinary matters and sickness and absence reviews, all in accordance with Trust policies Management of the total resources of the departments, including future work force planning and skill mix, training planning and staff development. 14. Responsible for nformation Resources: Develop proposals for Procurement-led initiatives and cost improvement opportunities where developments in information resources including e-procurement systems, e-tendering systems become available that would support the Procurement and Supply Chain Strategy for the Trust Accountable for ensuring that all Purchasing databases; Contract and Savings Logs are maintained and managed effectively within the team, being appropriately used and reported. 15. Freedom to Act: Responsible for acting substantially on own initiative and with the delegated Authority of the Director of Finance. 16. Personal/Professional Development: To take every reasonable opportunity to maintain and improve own professional knowledge and competence To participate in the Trust s Personal Development Review and objective setting under the NHS Key Skills Framework, including the creation of a personal development plan To act as a coach and mentor to other subordinate members of staff in the department, thereby facilitating the on-going development of the department skill-set. 17. This job description is not intended to be an exhaustive list and is not limited to the aspects covered above and may be subject to change from time to time. 18. Any other duties as required which are appropriate to the grade and post.

6 Relationships nternal: xecutive and Non-xecutive Directors, Site Lead Clinicians, Clinical Directors, Clinical Leads and General Managers, Senior Managers across the Trust, Theatres, Wards and Department staff, Finance. xternal: Suppliers, including NHS Supply Chain, Direct and indirect procurement partners, nternal/xternal Audit Dimensions Accountable for managing two teams of circa 12 WT s across Procurement & Materials Control. Accountable for a budget of circa 250k (2015/16) Accountable for the Procurement Offices and equipment used within the Procurement Offices i.e. but not limited to desks, chairs, filing cabinets, shelving, steps etc. Special requirements 1. Required to work flexibly around demands of the job. Additional nformation Sustainable Development t is the responsibility of all employees to support the Trusts vision for sustainable development. To undertake their duties in a way that is not wasteful of environment, financial and social resources. Trust Values The George liot Hospital NHS Trust is a value led organisation and as such we expect that all employees will adhere to the values of the organisation: ffective Open Communication excellence and Safety in All That We Do Challenge but Support xpect Respect and Dignity Local Healthcare that nspires Confidence Criminal Records Criminal records will be taken into account for recruitment purposes only when the conviction is relevant. As George liot Hospital NHS Trust meets the requirements in respect of exempted questions under the Rehabilitation of Offenders Act 1974,

7 applicants who are offered employment (subject to meeting disclosure criteria), will be subject to a criminal record check from the Disclosure and Barring Service before the appointment is confirmed. This will include details of cautions, reprimands or final warnings, as well as convictions. Confidentiality and Data Quality To comply with the Data Protection Act 1998 and NHS Confidentiality guidelines e.g. Caldicott, General Medical Council (GMC), the post-holder must maintain confidentiality, security and integrity of information relating to patients, staff and other Health Service business, including commercially sensitive data. All employees must ensure that they are familiar with and comply with the duties and responsibilities outlined in the Trust s policy and procedures on nformation Governance. n particular, ensuring that all information collected, stored and used is done so in accordance with the Trust guidelines, including password protection and encryption. This obligation shall continue in perpetuity. Staff have a responsibility to ensure that the quality of data is maintained and to take an active role in the identification of, reporting and resolution of any data quality issues. Breaches of confidence will result in disciplinary action being undertaken, which may result in dismissal. Regardless of any disciplinary action taken, a breach of confidence may also result in a civil action for damages. The Freedom of nformation Act 2000 requires all public organisations to provide any member of the public, upon receipt of a written request, with the information they require, subject to certain exemptions. All employees must take responsibility for any request for information that they receive and respond in line with the Trust s Freedom of nformation Policy and Guidance. Records Management As an employee, you are legally responsible for all records that you gather, create or use as part of you work within the Trust and they remain the property of the Trust. This includes patient, financial, personal and administrative records, whether paper based or on computer. All such records are considered public records and you have a legal duty of confidence to all service users. You should consult the Trusts Corporate Records Policy and ask for guidance from your manager if you have any doubt about the correct management of records with which you work. Health and Safety & Fire Safety mployees must be aware of their general duties under the Health and Safety at Work etc. Act 1974, to take reasonable care of themselves and others around them, co-operate with the mployer in relation to Health and Safety and adhere to safe systems of work. n addition they should ensure that they are aware of their roles in

8 relation to the Management of Health & Safety at Work Regulations 1999, in relation to specific duties for carrying out risk assessments and risk mitigation commensurate to their role. The post holder is required to comply with agreed fire procedures, taking appropriate action if the fire alarm sounds and attend relevant training programmes as required. Risk Management Staff have a responsibility to: Report all clinical and non-clinical accidents or incidents promptly and when requested to co-operate with any investigation undertaken; Take part in risk assessments in relation to the tasks that are undertaken, with a view to identifying the associated potential risks; Attend training in risk management as appropriate to their grade; Promote an open and honest fair blame culture; Adhere to the responsibilities within the Risk Management/Health and Safety and other relevant policies ratified by the Trust Board and to attend appropriate mandatory training to facilitate this; Attend relevant risk management training to ensure that they are able to undertake their risk management and health and safety responsibilities in line with legal requirements; nsure that external standards such as NHSLA Risk Management Standards, Clinical Negligence Scheme for Trusts (CNST) Controls Assurance and Care Quality Commission (CQC) Healthcare regulations (Outcomes) are met and that resources are made available to improve service delivery; nsure that they are active within their roles to promote a positive risk management culture throughout the Trust; Monitor and continue progress to attain higher level of achievement and compliance against external standards and legislative requirements. Safeguarding Children, Young People and Vulnerable Adults The Trust has a clear commitment to safeguarding children, young people and vulnerable adults. All employees will have an organisational and individual responsibility towards safeguarding children, young people and vulnerable adults with whom they have contact with. To fulfil these duties all employees must attend training and development to recognise the signs and symptoms of abuse or individuals at risk; to follow local and

9 national policies relating to safeguarding practice; and to report and act on any concerns they may have. nfection Prevention and Control The jobholder must comply at all times with the George liot Hospital NHS Trust nfection Control policies, in particular, by practicing Standard (Universal) nfection Control Precautions. Hand hygiene must be performed before and after contact with patients and their environment. All employees must attend infection control training as required within their department or as directed by their line manager. n addition, employees with clinical responsibilities must ensure that they hold up to date evidence that supports safe infection control practices and procedures, including correct use of Personal Protective quipment (PP), use if aseptic techniques, safe disposal of sharps and management of patients with communicable infections. mployees are required to report any breaches or concerns promptly using the Trust s incident reporting system. quality, Diversity & Human Rights George liot Hospital NHS Trust aims to promote equality of opportunity for all with the right mix of talent, skills and potential. George liot Hospital NHS Trust welcomes applications from diverse candidates. The Trust has a clear commitment to equal opportunities and it is the duty of every employee to comply with the detail and spirit of the Trust s policy. mployees will have the right to be treated equitably and with dignity and respect in all areas of employment, regardless of age, gender, disability, ethnic or national origin, religious belief, sexual orientation, HV status, social and employment status, gender reassignment, political affiliation or trade union membership. Conflict of nterest The Trust is responsible for ensuring that the service provided for patients in its care meets the highest standard. qually, it is responsible for ensuring that staff do not abuse their official position for personal gain or to benefit their family or friends. The Trust's Standing Orders require any officer to declare any interest, direct or indirect with contracts involving the Trust. Staff are not allowed to further their private interests in the course of their NHS duties. No Smoking The Trust acknowledges its responsibilities to provide a safe, smoke free environment for its employees, patients and visitors and is therefore committed to a No Smoking Policy. All Health Service premises are considered as non-smoking zones and smoking is not permitted in any part of the premises or grounds.

10 Staff can only smoke/vape out of working hours and off-site where they are nonidentifiable as a member of the Trust. All staff have a responsibility to support the policy with their own behaviour and, to communicate it to others on site. Assistance and support will be given to any members of staff who wish to give up smoking. The above duties and responsibilities are intended to represent current priorities and are not meant to be an exhaustive list. The post holder may from time to time be asked to undertake other reasonable duties and responsibilities. Any changes will be made in discussion with the post holder according to service needs.

11 Person Specification (insert position title) A = Application Form, = nterview, T= Test, P = Presentation, R = References, C = Pre-employment checks, O = Other Criteria xperience and Knowledge A minimum of 2 years senior experience within a procurement environment preferably within an NHS acute trust xperience of maintaining robust governance and compliance arrangements regarding contract awards and their subsequent management xperience of commercial approaches to procurement xperience of effective operation at a senior level having influenced and led change Demonstrable track record of successful procurement Thorough understanding of current best practice in all aspects of supply chain management An appreciative knowledge of the complexities of materials management Qualifications and Professional Training Member of procurement professional body- M.C..P.S or NVQ 4 and MBA or equivalent experience. Graduate calibre or equivalent vidence of continuing professional development ducated to masters level or equivalent level of experience of working at a senior level in procurement. Prince 2, Project Management Skills and Abilities Problem solving skills and ability to respond to sudden unexpected demands. Can use initiative to develop new ways of working to provide solutions to problem issues Ability to analyse complex facts and situations and make judgements to develop a range of options. Able to identify and manage critical issues as they arise Strategic thinking ability to anticipate and resolve problems before they arise. Ability to carry out procurements for highly detailed, high value contracts that require analysis, comparison and assessment. ssential/ Desirable or D D D A A, A, A, A, A,, R A A A A, A,, T A, Method of Assessment

12 Plans and organises a broad range of complex activities, formulating and adjusting plans to reflect changing circumstances. nputs to strategic plans across the NHS and within the specific teams. A, A, Works with stakeholders to develop performance improvement plans and to develop plans for innovation and opening up the market. Good use of available information sources to enable efficient and effective planning. Ability to work under pressure and to tight and often changing deadlines Skills for direct line management and job management. Proven leadership skills to support staff and ability to coach others to aid their development Skills for delivering results by managing through others and using a range of levers in the absence of direct line management responsibility Medium to advanced working knowledge of Microsoft Office in particular Outlook, xcel, Word & PowerPoint with intermediate keyboard skills. Manages team within the constraints of NHS strategic plan. Ability to work on own initiative and organise workload, allocating work as necessary. Ability to make decisions autonomously, when required, on difficult issues. Ability to plan and formulate a long term supplies strategy for the organisation taking in to account a range of complex factors which will impact on the whole organisation. A, A, Personal Qualities Shows and demonstrates initiative Adaptable Pleasant Team player Flexible Well organised with the ability to prioritise workloads to meet urgent reactive issues as well as proactive planned interventions. Ability to work independently, make decisions under pressure, meet tight deadlines using own initiative, time management skills and sound commercial judgment. xcellent interpersonal skills applied at all organisational, R, R

13 levels. Demonstrate a confident approach and the ability to inspire confidence in a team and or subordinate individuals. Dependable, flexible and trustworthy, applying an appropriate ethical approach in commercial dealings on behalf of the Trust. To demonstrate a can do attitude in all areas, especially change management. Being task and results focused with an ability to get things done. To develop a rapport and empathy with key internal stakeholders to the highest level. Organisational awareness. Ability to deal with occasional distressing and emotional circumstances relating to the management of staff and supplier relationships. Frequent requirement for concentration where the work pattern is un-predictable..g. the preparation of tender acceptance reports, review of detailed tender specification and contract documentation. Occasional requirement for prolonged concentration..g. review of stock levels. Other Ability to communicate highly complex, highly sensitive or contentious information as part of the negotiation and award of contracts with suppliers and in working with Senior Clinical staff on all supplies matters. Ability to interact with suppliers professionally and courteously, handling aggressive situations in an appropriate way. Ability to train groups of staff on supplies and procurement of goods and services. Ability to interpret national and local procurement strategy in deciding action to be taken in providing the suppliers service. Provide advice to Directors and Senior Clinical Staff on the implementation of the procurement strategy. Demonstrates knowledge and understanding of equality of opportunity and diversity, whilst taking into account and being aware of how individual actions contribute to and make a difference to the equality agenda. Ability to prepare and manage a budget for the supplies department, to manage consumable materials in stores and departments across the site and to authorise orders placed for goods and services for the whole organisation. An ability to maintain confidentiality and trust Participates in audit of supplies information and the use, R, R

14 of supplies in the care of patients..g. clinical trials Delivery of an efficient and customer focussed procurement service Building the procurement capability of the existing team and organisation more widely Used to working in a busy environment Adaptability, flexibility and ability to cope with uncertainty and change Commitment to continuing professional development Share expert skills and knowledge with colleagues and influence outcomes accordingly Professional and Business-like appearance and conduct at all times. Ability to exercise judgement in the procurement of goods and services involving highly complex facts and situations where there is a need for analysis, interpretation and comparison between a range of options before placing an order for goods and services or awarding a contract of significant value. Ability to prepare and implement supplies policies which cover both the supplies department and the supplies service across the whole organisation..g. Guideline to effective purchasing A,, R A,, R, R