Job summary
We are looking for a Purchasing & Facilities Co-Ordinator to join our Estates and Facilities team which is based within theFacilities Team at Hamworthy surgery with the option to be based at other sitesas the work dictates.You will join a busy and friendly team where you will be responsible for the purchase of all supplies for the 5 Adam Practice surgeries.
You will liaise with colleagues and suppliers to deliver a high-quality service for our patients.
Co-ordinating orders, source new products, negotiate new contracts and products.
Also working closely with the facilities team, co-ordinating the servicing of equipment, arranging repairs and replacements.
Thisis a varied role supporting facilities and purchasing alongsideanother Facilities Assistant and with support from our Estate & FacilitiesManager.
You will have excellent communicationskills, a good working knowledge usingMS Word, Excel and Outlook. You will also be an organised, reliableindividual who can work independently and as part of a team. A hands-onapproach to maintenance, a methodical and common-sense approach is required! Please see the Job Description for full detailsof the role.
Thisposition is offered as 20 hours per week - split over 4/5 days Mon- Fribetween 0800-1830 by agreement. Hours to be discussed at interview. The role is office based with frequent visits between all Adam Practicesurgeries.
Please note this post is not eligible for sponsorship
Main duties of the job
The primary focus of the role is to receive orders from nursing & admin teams in each surgery. You will actas the focal point of communication for staff on these matters and takeownership of routine maintenance and purchasing requests. You will work closelywith contractors and suppliers to ensure our surgeries are maintained to a highstandard.
The role will work closely with the other Management TeamAdministrators supporting eachother, providing cover and supporting other managers as required.
To carry out all duties in a professional manner and adhere to allAdam Practice protocols, policies and guidelines at all times.
About us
The Adam Practice is a partnership with 5 surgeriesin Poole, Dorset. This is an exciting opportunity to join our growing primarycare team in a forward- thinking, innovative, general practice, which has acurrent CQC rating of Outstanding in Care.
The Estates & Facilities team is small friendlyteam of 2 who work from our Hamworthy surgery to maintain all our surgeries andequipment. We work with contractors to provide first class facilities and workto continually improve them. Relationships are formed with team leaders andhealth and safety leads at each surgery to ensure we provide a good experiencefor our patients when they visit.
Here are some of our many benefits we offer;
5 weeks annual leave (inclusive of bank/public holidays that fall in the holiday year). Entitlement is pro-rata for part-time employees.
We offer flexible working within the surgeryopening hours of 0800-1830
Accessto NHS Pension Scheme
NHSdiscounts with Blue Light Card
Complimentary annual flu vaccination
Cycle to work scheme
Job description
Job responsibilities
Operational responsibilities:
To receive orders from nursing & admin teams in each surgeryand place orders with suppliers. Achieving best price and delivery times toenable smooth service delivery.
Check and review standing orders in place.
Ordering vaccines for our travel service.
Ordering seasonal and campaign vaccines flu
To manage centrally held stock like B12 and emergency bag itemswhich are shared between surgeries.
To monitor ordering requests and stock being held on sites andraise any concerns with relevant manager.
To keep accurate records of all transactions using purchase orderprotocols. Raise purchasing orders for authorised facilities work andcoordinate with colleagues.
To work with managers to change, source and purchase contracts forthe practice as required.
To assist the facilities team with various tasks relating topremises and equipment including but not limited to: arranging servicing,testing and repairs of equipment.
To respond to purchasing and facilities queries and findingsolutions.
GeneralResponsibilities
Anyother duties commensurate to the grade and as requested by the FinanceManager,Business Manager,Partners
Tocarry out all duties in a professional and confidential manner and adhere toall Adam Practice protocols, policies and guidelines at all times
To assist where possible inensuring management team objectives are met
Activelytake part in mandatory and internalexternal training as requested
Adhereto and follow all policies and protocols as listed in the Staff Handbook and contract,and demonstrate behaviour in line with the Adam Practice values as outlined inthe Person Specification
Followall Practice Health and Safety guidelines and policies and inform the H&Slead of any infringements
Person Specification
Qualifications
Essential
1. Excellent Communication Skills (verbal & written)
2. Ability to self-motivate, organise and prioritise workload to meet deadlines
3. Ability to use own judgment and common sense
4. Ability to work independently as well as part of a team
Skills & Attributes
Essential
5. Proficient in using MS Word/Excel/Outlook/Online Ordering
6. Ability to self-motivate, organise and prioritise workload to meet deadlines
7. Ability to use own judgment and common sense
8. Good communication and negotiating skills
9. Excellent literacy and numeracy skills
Experience
Essential
10. Previous experience of working in a purchasing setting
11. Experience of inputting, editing and reading spread sheets, using them to produce accurate information
12. Experience working online, placing orders and tracking
13. Arranging returns and refunds
Desirable
14. Prescribing and vaccine knowledge or experience
15. Coordinating deliveries across multiple sites
16. Building relationships with suppliers
17. Following accounting processes and raising purchase orders
18. An understanding of stock control
Mobility
Essential
19. Access or vehicle and/or ability to visit between surgeries
Behaviours In Line with the Adam Practice Values
Essential
20. Excellent communication (to cement relationships, keep people informed and reduce errors)
21. Consistent collaborative working. (by working together we can have a greater learning and sharing of knowledge, resource and expertise)
22. Effective decision making (a person must be able to consider the outcome and impact of options; based on all these items they must then determine which option is the best for that particular situation)
23. Taking responsibility (ownership for the quality of the performance delivered, whether in individual areas of work or as a team or whole practice. It is each person's own responsibility for the quality of performance in their role)
24. Self-development (there should be an enthusiasm and responsibility to develop self and others through knowledge, skill and behaviours that add value to the patient experience and performance of the practice)
25. Excellent leadership and management ensure all employees have clear direction, know what is expected of them, are supported and valued, are confident in delivering the best quality service.