Great Western Hospitals NHS Foundation Trust
We are looking for a Purchasing Officer to provide a proactive, comprehensive range of administrative support for purchasing of equipment for Community Equipment Stores. This will include liaising with supplies, other departments and services, responding effectively to enquiries from service users, referrers, other agencies, and the general public. The role will be based at the Community Equipment stores. Consistently deliver a patient-focused service to promote good customer service and effective working relationships within the Integrated & Community Care Division.
This service will be transitioning to HCRG Care Group from the 1st April 2025. The successful candidate may transfer over (under Transfer of Undertakings (Protection of Employment) Regulations 2006) on the terms and conditions they are employed on. Great Western Hospitals NHS Foundation Trust is committed to ensuring a smooth transition for everyone involved.
Main Duties of the Job
* Responsible for the daily business support in the allocated service area accounting for business priorities.
* Responsible for raising purchase orders and processing delivery notes, ensuring correct data entry of new supplies into the warehouse and logistics database (i.e., measurements, max user weight, and related items).
* Investigate all discrepancies on delivery shortages and damaged stock received.
Job Responsibilities
* Create, design, and compile financial spreadsheets, using pivot tables to summarise data to create graphs and produce reports for audit purposes.
* Match up and process invoices ready for payment; obtain missing invoices, query price changes - authorised to allow price increases.
* Request quotes and add new suppliers and products onto the database.
* Raise invoice and cheque requests.
* Responsible for the monthly stock take of non-stock products.
* Maintain an accurate record of weekly deliveries and collections made.
* Provide various financial reports to show quarterly and yearly spend with suppliers.
* Provide holiday and sickness cover for the Business Support team when required.
* Utilise financial IT systems to search for payments made.
* Attend Prescriber User Group meetings and take minutes.
* Build and maintain good relationships with suppliers.
Person Specification
Education
* GCSE Maths and English at grade C or above or equivalent or compensatory experience.
* NVQ 3 or equivalent or compensatory experience.
Experience
* Ability and/or experience in coordinating meetings/events/conferences.
* Demonstrate a flexible and adaptable approach to workload management.
* Substantial experience working in a purchasing environment.
* Experience of and/or ability to work in a team or independently.
Knowledge
* Ability to demonstrate a good working knowledge of IT including Word, Excel, and email.
* Demonstrate an understanding of data protection and confidentiality.
* Ability to communicate to a high standard both verbally and in writing with colleagues, service users, and external agencies.
* Proactively look for service delivery improvements.
* Demonstrate an understanding of Health & Safety in the workplace.
* Demonstrate an understanding of a health and social care setting.
* Ability to deal with potential difficult and challenging behaviours in a sensitive and confident manner.
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.
Salary: £24,071 to £25,674 per annum pro rata.
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