E-procurement System Administrator

Job description

Job responsibilities

Job summary:

The role in the procurement team is to undertake the daily administration on the Trust e-procurement systems. This included training and support for the end users of the system

Job responsibilities:

To administrate the Trust e-procurement system in an effective and efficient manner.

To administrate the Trust e-catalogue system in an effective and efficient manner.

To support and administrate end users requirements on the NHS Supply Chain system.

To set up and deliver all aspect of training on the Trust procurement systems.

Provide ongoing support where necessary to all users of the Trust e-procurement systems.

Key Tasks & Responsibilities:

To set up, monitor and maintain all new user points on all system platforms.

To set up new catalogues In the Trust e-cataloguing system. Export, maintain and support catalogues within the Trust e-procurement system.

To link with the Finance department around setting up new suppliers, budget codes and access requests.

To monitor, amend and complete purchase orders and requisitions when applicable.

To create training guides to support the training of end users.

To expedite outstanding order for the end user and procurement team.

1. Communication:

To liaise with the Trust e-procurement provider and be first point of contact for the Trust

To link with all stakeholders to arrange and undertake training of all end users.

To liaise with all users of the system offering support, guidance, share best practice and collaborate with all stakeholders.

Respond sensitively and tactfully to queries/complaints and other enquiries relating to the role.

1. Planning and organisational Skills:

Arrange training sessions for new users

Plan regular auditing of the system to ensure all catalogues are up to date

Maintain manual and electronic filing systems for audit requirements.

1. Governance:

Be fully conversant with all the procurement policies and contribute to revisions and updates

Be fully conversant with all relevant Trust policies and procedures, including, Fire, Health, and Safety, Disciplinary, Grievance and Industrial Relations.

1. Finance and Resources:

To monitor and work with the Buyers and Account payable teams to support the matching of invoices to ensure timely payment of invoices.

1. Information Resources:

Maintain manual and electronic filing systems for audit requirements.

To undertake regular audits of the e-procurement system to ensure all catalogue data is cleansed and updated accordingly, understand the process of raising orders in accordance with Trust Standing Orders (SOs) and the Standing Financial Instructions (SFIs).

Person Specification

Education & Qualification

• GCSE (or equivalent) qualifications to demonstrate a good standard of general education.
• NVQ level 3 or equivalent standard

• IT Qualification

Experience & Knowledge

• Experience of working with senior managers across multiple disciplines
• Excellent customer services skills
• Proven ability with Microsoft Office programmes including Word, Excel, and Outlook
• Experience of delivering training to a range of audiences

• Experience of working in the public sector

Skills & Abilities

• Ability to work alone, unsupervised, whilst remaining able to prioritise conflicting demands in a sometimes pressurised environment
• Good organisational skills and the ability to address and develop solutions to problems
• Able to work effectively within a team environment
• Evidence of good communication and interpersonal skills (verbal and written) with the ability to develop effective working relationships
• Excellent administrative skills and attention to detail
• Good IT and keyboard skills with a high level of attention to detail

• Experience of working on a helpdesk to support customer queries

Personal qualities

• Evidence of good attendance and timekeeping.
• Able to cope with new and changing demands
• Customer focussed

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

West Suffolk NHS Foundation Trust

Address

West Suffolk Hospital

Hardwick Lane

Bury St Edmunds

IP33 2QZ

https://www.wsh.nhs.uk