Job Description:
The Procurement Specialist plays a pivotal role in the procurement department, driving efficiency and effectiveness in sourcing and purchasing activities. This temporary contract position requires the successful candidate to work Monday to Friday, 35 hours per week.
Responsibilities:
1. Participate in general procurement activities, including requisition processing, purchase ordering, receipt, recording, and proper stock control of various items relative to the Grade.
2. Assist the line manager in the day-to-day management of the assigned procurement function.
3. Monitor performance of suppliers, ensuring they meet service level agreements.
4. E nsure that all stock and other assets under their control are properly accounted for, maintaining accurate inventory records.
5. Adhere to policies, procedures, and regulations, promoting a culture of compliance.
6. Liaise with line manager in identifying items with contract potential, exploring opportunities for cost savings.
7. Assist in the development of customer-based services with assigned service users, enhancing user experience.
8. Work closely with relevant budget holders in relation to planning the required service, ensuring alignment with organizational objectives.
9. Sourcing suppliers as required by customer demand, leveraging market intelligence to drive competitiveness.
10. Manage and contribute to HSE Procurement Systems in the day-to-day operation of the service, optimizing process efficiency.
11. Keep records as directed and in the manner so directed, maintaining data integrity.
12. Report any deficiency or irregularity which may arise during the course of their work, escalating issues promptly.
13. Ensure staff adhere to relevant HSE policies and regulations, fostering a culture of accountability.
14. Liaise with other departments regarding requirements and provide advice and assistance as required, promoting collaboration.
15. Participate in the delivery of the supply service to end-users, ensuring timely and effective delivery.
16. Observe and adhere to appropriate financial regulations, managing budgets effectively.
17. Operate systems used for materials management function, including computerized systems, bar-coded systems, top-up systems etc., in accordance with operational procedures, ensuring seamless integration.
18. Provide administrative support to both sourcing and logistics functions, streamlining processes.
19. Administration: Ensure the efficient day-to-day administration of area of responsibility, prioritizing tasks effectively.
20. Ensure deadlines are met and that service levels are maintained, monitoring progress regularly.
21. Ensure an even distribution of workload among team, taking into account absence due to annual leave etc., promoting a healthy work-life balance.
22. Support the preparation and issuing of office documentation (correspondence, reports, etc.) to the highest possible standard by monitoring and reviewing team work to ensure quality and accuracy, adhering to best practices.
23. Use appropriate technology to ensure work is completed to a high standard, staying up-to-date with industry trends.
24. Ensure that archives and records are accurate and readily available, maintaining information security.
25. Maintain confidentiality of documentation, records, etc., upholding professional standards.
26. Co-operate and work in harmony with other teams and disciplines, fostering a collaborative environment.
27. Ensure line management is kept informed of issues, providing regular updates.
28. Ensure that the frontline of the service is kept informed and that their views are communicated to middle management, promoting open communication.
29. Attend meetings as required, contributing to decision-making processes.
30. Support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low-carbon and efficient health service, embedding environmental considerations into daily work.
31. Customer Service: Promote and maintain a customer-focused environment including monitoring efficiency of service provided by the team and notifying supervisor of any deficiencies, responding promptly to customer queries.
32. Ensure that service users are treated with dignity and respect, delivering exceptional customer service.
33. Act on feedback from service users/customers and report same to supervisor, using customer insights to drive improvement.