E-Procurement and Catalogue ManagerNHS

Job summary

The E-Procurement and Catalogue Manager plays an active role within UHNM's Supplies & Procurement Department, managing the daily operations of the Buying and System Support Team and overseeing the implementation, accuracy and ongoing management of the Trust's e-catalogue and e-commerce platforms. The post holder also works closely with NMBCPG (North Midlands Black Country Procurement Group) on catalogue governance and system provider management, deputises for the Procurement Systems and Buying Manager as required, and reports to Dean McMullen, Systems Services Manager.

Main duties of the job

The E-Procurement and Catalogue Manager is a member of staff within the Supplies & Procurement Department who plays an active role in the day-to-day management of the Buying and System Support Team and the Trust's e-catalogue and e-commerce platforms, in support of UHNM's business and service objectives, working closely with NMBCPG (North Midlands Black Country Procurement Group) on catalogue governance and system provider management. The post holder reports to Dean McMullen, Systems Services Manager, and will be required to operate across UHNM sites only.

Job description

Support the Procurement team to increase procurement influence overnon pay spend across all departments within the Trust to ensure strategies deliver value for money on product spend and optimum service provision.

To manage the daily activities of staff within the Buying and System Support Team through the allocation of tasks to individual members of staff, including the allocation of paper/electronic requisitions to ensure that orders for goods and services are processed in an efficient and timely manner in accordance with Department performance measures.

To supervise and, where applicable, personally undertake the management of designated range of low value contracts which will include conduct of competitive quotation exercises.

To deputise for the Procurement Systems and Buying Manager as required.

Have responsibility for the implementation and on-going management of the e-catalogue, and provide support for the e-commerce platforms, provide data statistics across the procurement function, ensuring that an effective and efficient end to end procurement and supply chain service is provided to end users across the Trust.

To manage specific projects, including technical aspects of the purchase to pay project, ensuring objectives are delivered to required deadlines.

Managing data accuracy to ensure accurate and clean data is being used by the Procurement team.

Review and develop existing performance metrics to monitor success in line with the Trust's objectives, national procurement efficiency and price performance measures and NHS Standards for Procurement.

Provide a first point of contact for E-Commerce related queries.

Liaise with appropriate stakeholders regarding catalogue information and details, identifying actions that need to be taken, ensure continuity of data for end users and ensuring information is correct at all times.

To support the Procurement team on all Systems and Governance related matters.

Contribute to the ongoing development and auditing of the e-Sourcing system, through membership of appropriate internal and external user groups as well as involvement in testing of new developments instigated by either the Finance/Procurement functions and/or application provider.

Ensure the on-going delivery and resilience of a high quality and accurate Catalogue Service.

To ensure the availability and expansion of catalogues to cover all non pay expenditure where appropriate.

To proactively identify opportunities for cost improvements and to present these to service users. To develop and maintain a sound knowledge of local, regional and national contracts and/or Framework Agreements available for use by the Trust and to maximise the use of such contracts where they meet customer needs.

Responsible for co-ordination of system administration including the creation of new system users and enabling appropriate system access, loading and maintaining of catalogue items, loading and maintaining supplier details including e-mail addresses, and loading and maintaining category codes and linking these to user departments. (N.B. this list is not exhaustive but indicates the scope and nature of the tasks to be undertaken.)

Implement improvements to existing working practices or develop newpolicies based on experience and objectively assessing current processes, ensuring that all processes are appropriately documented and shared with all users across the Trust.

Ensure all users across the Trust are adequately trained in the use of the e-commerce platforms.

To record all savings achieved in accordance with the Department's Procurement Savings procedure.

Ensure all related queries are dealt with in a professional and positive way, investigating complex procurement queries and providing sound advice on issues as required.

To provide support and transparency of an effective operational procurement service by developing and improving the department's relationship with end users.

Ensure Supplier/Site changes get communicated to the Procurement team to ensure catalogue stability.

Ensure the timely provision of quarterly, monthly and weekly reporting.

Develop and maintain meaningful management information reports covering key procurement activity areas.

To participate in the recruitment of staff within the team together with the induction, development and training of staff.

Undertaking any other assignments or duties allocated by the appropriate senior staff. The work pattern is unpredictable due to the requirement to respond to urgent requests from the team, Trust Managers and Suppliers.

To be aware of the correct ethics in conducting the Trust's business and to display a high standard of conduct and professional approach when in contact with customers, suppliers and colleagues.

Act as system super-user for the catalogue platform, resolving issues, liaising with the system supplier and internal teams, and escalating technical issues to the Systems Services Manager as required.

Act as the liaison between UHNM and the system provider on contract compliance, escalating to contract management where necessary and supporting the ongoing management of the contractual relationship, including adherence to KPIs and SLAs.

Be the Information Asset Owner (IAO) for the Trusts incumbent catalogue system provider.

About us

University Hospitals of North Midlands NHS Trust is one of the largest and most modern in the country. Based across two sites, Royal Stoke in Stoke-on-Trent and County Hospital in Stafford, we are proud to serve around three million people and we're highly regarded for our facilities, teaching and research. We are the specialist centre for major trauma for the North Midlands and North Wales.

All of our employees make a valuable contribution regardless of role here at UHNM and we are proud of our wide range of development packages aimed at ensuring that everyone has the opportunity to fulfil their true potential.

UHNM create and encourage a culture of inclusion, providing equal opportunities for career development that are fair and transparent. We are committed to being a diverse and inclusive employer and foster a culture in which all staff feel valued and respected. In return we ask all of our employees to make a commitment to the values, co-created by or staff, patients and carers, and that unite us as a Trust.

At University Hospitals of North Midlands NHS Trust we know that investing in, supporting and developing our staff has a direct impact on the quality of care that we deliver. Our employees are as important as our patients and the population that we serve.