Procurement Coordinator | Blackpool Teaching Hospitals Nhs Foundation Trust

Please note that this role is advertised on behalf of Atlas BFW Management Ltd (Atlas), a wholly-owned subsidiary of Blackpool Teaching Hospitals NHS Foundation Trust and as such, successful applicant(s) will be on Atlas Terms and Conditions. For further information about Atlas, please visit: www.bfwml.co.uk
The post holder is a key interface between Procurement and our customers, managing the timely processing of requisitions for a range of goods and service that offer 'value for money' utilising electronic tools, ensuring compliance with Organisational standards and relevant legislation.
We have an excellent opportunity within the Procurement team at Atlas BFW Management Ltd for the position of Procurement Coordinator. This exciting opportunity offers agile working within a dynamic team environment.
We are looking for a person with good general administrative and customer service skills. The successful candidate will demonstrate the ability to communicate effectively with staff at all levels of the business; they must be confident in dealing with queries by phone, email or face to face.
Candidates must be able to work as part of a team, with an organised approach to work, paying attention to detail and prioritising their workload. The post holder must be confident in using electronic systems, ideally having e-procurement system experience.
This is an office-based administrative role based at Blackpool Victoria Hospital in Blackpool with the flexibility of home working to suit the demands of the role and department. This will be discussed in detail at interview stage.
As experts in healthcare facilities and property management, we deliver fully-managed healthcare facilities services and property management solutions to clients throughout Lancashire and South Cumbria.
We are a wholly owned subsidiary of Blackpool Teaching Hospitals NHS Foundation Trust. This means that we part of the Trust’s group and the wider NHS family, but are a separate Limited Company, with our own business plan, board, management structure and staff.
Any profits that we make are used to help grow our business, provide additional employment, training and development for our staff, whilst helping to support the Trust’s frontline clinical services, and the delivery of safe patient care.
Our healthcare facilities services and property management solutions encompass: Capital Developments, Estates Management, Facilities Management, Medical Engineering and Property Services.
Our teams ensure our clients properties and amenities provide the best environment for their customers, patients, staff and visitors.
Visit: bfwml.co.uk for further information.
Please refer to the Job Description and Person Specification for more information.
Key Duties and Responsibilities
The post holder will:
• Utilise the procurement software used by Atlas and its clients to maintain efficient and accurate processes from requisition to successful payment of the related invoices.
• Apply the procurement plans set out by the Procurement Manager to ensure the delivery of assigned product/service areas of the procurement strategy.
• Support stakeholders with queries, such as purchase orders, invoices, receipting, proof of deliveries and goods discontinued.
• Ensure that procurement management systems are operating effectively and escalate any concerns that may impact financial governance needs and goals to the Procurement Manager.
• Take an active role in the delivery of an annual procurement work plan that supports Atlas’s and the clients’ agreed procurement strategy, as set out by the Procurement Manager.
• Be responsible for supporting projects and the procurement of services to support project delivery, acting in accordance with the Company’s financial governance framework.
• Help to ensure consistency of approach for clients and Atlas to achieve the economies of scale associated with collaborative procurement.
• Under the instruction of the Procurement Manager, collaborate with the Lancashire Procurement Cluster (LPC) to maximise value for money and deliver savings via the use of appropriate framework agreements.
• Work to a work-plan calendar as scheduled by the Procurement Manager and help maintain a contracts database for the company, to ensure that it is always kept up to date and that effective reports are available as and when required.
• Ensure that the procurement software and any Excel related databases and spreadsheets are maintained effectively to ensure the quality of data output.5
• Prepare reports from the relevant Procurement systems to support the monitoring of performance on a weekly or monthly basis as required, together with ad hoc reports such as number and value of invoice queries/disputed, suppliers and cost centre activities.
• Support in purchasing goods and services and contracts as well as advising purchasing costs.
• Conduct basic data analysis in order to aid procurement projects.
• Be required to manage a busy workload, as well as dealing with conflict and effectively negotiating contractual terms and conditions with suppliers, escalating to the Senior Procurement Manager where required.
• Liaise with suppliers and other stakeholders to manage discrepancies and avoid disruptions within the supply chain.
• Support the delivery of all appropriate Key Performance Indicators (KPIs) in relation to Client contracts and departmental objectives.
• Be competent in analysing relevant areas of the procurement process.
• Be responsible for the scheduling of regular meetings with key stakeholders and providers, and attend meetings when required.
• Support the Procurement Manager with problem solving, negotiation and service delivery.
• Verify financial information from suppliers when required.
• Use influencing skills to engage with key stakeholders at all levels within all parts of the organisation in order to facilitate and promote procurement related activities.
• Inspire customers and colleagues and gain their commitment, in order to create positive team relationships.
• Develop relationships with key stakeholders.
• Support the Procurement Manager in reviewing the Service Level Agreements, with regards to the delivery of services to ensure that they remain relevant and up to date.
• Have good negotiation skills in order to have a positive impact on budgets.
• Demonstrate a high level of accuracy in their work at every opportunity.
• Assist the Procurement Manager in compiling financial reports, for presentation to Directors and the Board as required.
• Participate in research, audit reviews and other initiatives in accordance with Procurement and Financial Governance policies, based upon best practice.6
• Help to develop new ideas and methods in consultation with end users and within the procurement team.
• Monitor and maintain the respective email boxes effectively, such as receipting.
1.3.2. Other
The post holder will:
• Demonstrate effective communication skills, being able to communicate with different types of people, including visitors, senior managers, and staff from other departments.
• Gain the respect of the team, be able to conduct oneself in meetings professionally and be able to be entrusted with sensitive information.
• Contribute to achieving quality outcomes through ensuring that their own knowledge and skills are constantly updated.
• Ensure compliance with Data Protection Act and General Data Protection Regulation principles and promote Information Governance.
Please note: Each member of the Atlas team is personally responsible for ensuring the confidentiality of information and for complying with all of the requirements of the Data Protection Act, whilst carrying out the duties of the post. Any breaches in confidentiality will be dealt with by the Atlas Disciplinary Procedure and may result in dismissal.
• Be required to work independently and be responsible for their own day-to-day planning, with the high level of organisation required to fulfil the duties and responsibilities of the post.
• Ensure that staff are aware of the reasons and the necessity to work to Polices, Procedures and Standard Operating Procedures (SOPs), preparing SOPs when required.
• Ensure that departmental staff are trained appropriately and that all mandatory training records and requirements are kept up to date.
• Where relevant, assist staff in responding efficiently and accurately to any concerns or complaints, in line with the Atlas Complaints Procedure.
• Ensure that any incidents or risks identified are recorded and managed via the Datix Risk Management System and are escalated as appropriate.
• Respond to emails and phone calls in a professional and helpful manner, displaying tact and understanding when dealing with complex, confidential, or sensitive issues.7
• Attend any training courses as deemed necessary by Atlas Management and identify their own personal training opportunities, in order to keep up to date with their own knowledge and participation in the Atlas Mandatory Training program.
• Any other duties deemed commensurate with the post.
This advert closes on Sunday 21 Jan 2024

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