Job summary We have an exciting opportunity for a Purchasing Coordinator to join our Procurement and Supply Chain department based at the Alexandra Hospital, Redditch. This role will lead the Transactional Procurement team in operational purchasing and supportcustomers on their requirements and with suppliers to identify and secure supply and contribute to financial savings. Our Procurement and Supply Chain team provide professional procurement expertise, advice and services across the organisation ensuring value for money is achieved, whilst fundamentally supporting the delivery of high-quality patient care. Main duties of the job To be responsible for the day to day supervision of the Purchasing Admin function, working independently and referring to the Head of Procurement when necessary. To organise and prioritise the workloads of the Purchasing Admin team whilst managing these conflicting demands efficiently and ensuring purchase orders are processed in a timely manner. To work across clinical and non-clinical environments for purchasing a variety of products and services for all hospital sites of the Trust. The role requires an analytical approach and good attention to detail to add value and process electronic requests for goods and services on the trust ordering system. Must be able use own initiative and work within the appropriate time scales with adherence to the Standing Financial Instructions and Standing Orders guidelines and controls. Must be able to work independently and as part of a team. The role involves liaising with customers on their requirements and with suppliers to identify and secure supply and contribute to financial saving. This may involve obtaining quotations and product sourcing. The role will also involve ensuring that smooth electronic transactions are progressed through the Trusts Purchase to Pay system. About us Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this. Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond. The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester Our workforce is over 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them. We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do. Our objectives are simple: Best services for local people Best experience of care and best outcomes for our patients Best use of resources Best people Better never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system. We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer. Date posted 17 January 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year Contract Permanent Working pattern Full-time, Flexible working Reference number C9365-25-0043 Job locations The Alexandra Hospital Woodrow Drive Redditch Worcestershire B98 7UB Job description Job responsibilities To provide line management responsibilities to the Purchasing Admin team which includes appraisals, performance and absence management. To process requisitions via the Trust purchase to pay system to produce Purchase Orders, Standing Orders and Call-off Orders in accordance with the process and procedures documented. Ensuring the correct and contractual price is referenced on the order. Manage new supplier set ups in the purchase to pay system. Manage customer requirements by determining appropriate supplier, obtaining and analysing quotations and recommending contract and purchasing awards for requistions up to the value to £10,000. Check requisitions for compliance against local, collaborative and National agreements and ensure stakeholders use contractual arrangements. Check requisitions in accordance with any Standing Financial Instructions and advise customers when changes are needed to conform, to such standards. Check stock availability, delivery lead times and dates with suppliers. To process notifications that are generated via the Trust purchase to pay system to ensure smooth payment of invoices where discrepancies have been identified by accounts payable in accordance with the process and procedures documented. To challenge any invoice and/or price queries, liaising with the relevant persons in the Finance Department and the Suppliers to achieve a resolution. To work closely with the e-procurement team to ensure accuracy of the electronic catalogue ensuring it is consistently maintained in accordance with the procedures documented by the Systems & Governance Manager. To continually develop and improve relationships with customers through regular communication by telephone, e-mail and personal contact with the aim of developing knowledge about the customers requirements. To request quotations in accordance with Standing Orders and Standing Financial Instructions and analyse these to ensure that best value for money is achieved in all transactions by successful negotiation and maintain accurate records of any savings achieved. To develop and maintain a sound knowledge of procurement product areas (or those that may be personally allocated) including awareness of market trends and best buys. To be aware of, and adhere to the correct ethics in transacting in public business and display a high standard of conduct and professional approach when in contact with both clients and suppliers. To process all incoming emails and ensuring that high priority items receive immediate attention. To transact purchase orders, create re-prints of existing orders as and when requested. Responsibility for personal time management and to prioritise workload ensuring that urgent requirements are given immediate attention and prioritise contract lead times. To assist in the provision of training to new and existing members of staff and any support staff and to contribute to training manuals to supplement such training. To deal with any queries from both customers and suppliers in a professional and efficient manner with particular regard to the process of orders and solving delivery discrepancies and deficiencies. Undertake any other assignments or duties allocated by the Head of Procurement or Director of Procurement & Supply Chain. Be responsible for development of any Procurement apprentices and manage regular support and contact with any training providers. Manage Departmental ordering by raising requisition on Oracle iProcurement. Work to personal and departmental objectives to enable targets to be set and performances evaluated and contribute to the development and performance of the department by personal involvement in training and development activities. Ability to work independently most of the time, without supervision; Adhere to, monitor and introduce new policies and standard operating procedures. Escalate areas of incompliance and recommend improvements. Job description Job responsibilities To provide line management responsibilities to the Purchasing Admin team which includes appraisals, performance and absence management. To process requisitions via the Trust purchase to pay system to produce Purchase Orders, Standing Orders and Call-off Orders in accordance with the process and procedures documented. Ensuring the correct and contractual price is referenced on the order. Manage new supplier set ups in the purchase to pay system. Manage customer requirements by determining appropriate supplier, obtaining and analysing quotations and recommending contract and purchasing awards for requistions up to the value to £10,000. Check requisitions for compliance against local, collaborative and National agreements and ensure stakeholders use contractual arrangements. Check requisitions in accordance with any Standing Financial Instructions and advise customers when changes are needed to conform, to such standards. Check stock availability, delivery lead times and dates with suppliers. To process notifications that are generated via the Trust purchase to pay system to ensure smooth payment of invoices where discrepancies have been identified by accounts payable in accordance with the process and procedures documented. To challenge any invoice and/or price queries, liaising with the relevant persons in the Finance Department and the Suppliers to achieve a resolution. To work closely with the e-procurement team to ensure accuracy of the electronic catalogue ensuring it is consistently maintained in accordance with the procedures documented by the Systems & Governance Manager. To continually develop and improve relationships with customers through regular communication by telephone, e-mail and personal contact with the aim of developing knowledge about the customers requirements. To request quotations in accordance with Standing Orders and Standing Financial Instructions and analyse these to ensure that best value for money is achieved in all transactions by successful negotiation and maintain accurate records of any savings achieved. To develop and maintain a sound knowledge of procurement product areas (or those that may be personally allocated) including awareness of market trends and best buys. To be aware of, and adhere to the correct ethics in transacting in public business and display a high standard of conduct and professional approach when in contact with both clients and suppliers. To process all incoming emails and ensuring that high priority items receive immediate attention. To transact purchase orders, create re-prints of existing orders as and when requested. Responsibility for personal time management and to prioritise workload ensuring that urgent requirements are given immediate attention and prioritise contract lead times. To assist in the provision of training to new and existing members of staff and any support staff and to contribute to training manuals to supplement such training. To deal with any queries from both customers and suppliers in a professional and efficient manner with particular regard to the process of orders and solving delivery discrepancies and deficiencies. Undertake any other assignments or duties allocated by the Head of Procurement or Director of Procurement & Supply Chain. Be responsible for development of any Procurement apprentices and manage regular support and contact with any training providers. Manage Departmental ordering by raising requisition on Oracle iProcurement. Work to personal and departmental objectives to enable targets to be set and performances evaluated and contribute to the development and performance of the department by personal involvement in training and development activities. Ability to work independently most of the time, without supervision; Adhere to, monitor and introduce new policies and standard operating procedures. Escalate areas of incompliance and recommend improvements. Person Specification Experience Essential Line Management experience Procurement/Purchasing experience. Experience of ordering systems. Experience of negotiating and liaising confidently with suppliers. Experience of IT Office Systems Microsoft, Excel, Word. Experience of working in a business environment. Proven skills in buying, and raising orders for requisitions in accordance with legislation and/or policy Skills & Knowledge Essential Knowledge of the Purchase to Pay process. Good interpersonal skills ability to converse, negotiate and convince on the basis of clear understanding and sound logic. Ability to deal with a range of priorities and plan accordingly. Ability to report on non-compliance Qualifications Essential Good standard of General Education. Good IT and keyboard Skills. Computer literate. Desirable CIPS Level 3 or working towards ILM or equivalent Management Training Knowledge and understanding of the NHS. An understanding of Trusts Standing Financial Instructions and Procurement procedures. Person Specification Experience Essential Line Management experience Procurement/Purchasing experience. Experience of ordering systems. Experience of negotiating and liaising confidently with suppliers. Experience of IT Office Systems Microsoft, Excel, Word. Experience of working in a business environment. Proven skills in buying, and raising orders for requisitions in accordance with legislation and/or policy Skills & Knowledge Essential Knowledge of the Purchase to Pay process. Good interpersonal skills ability to converse, negotiate and convince on the basis of clear understanding and sound logic. Ability to deal with a range of priorities and plan accordingly. Ability to report on non-compliance Qualifications Essential Good standard of General Education. Good IT and keyboard Skills. Computer literate. Desirable CIPS Level 3 or working towards ILM or equivalent Management Training Knowledge and understanding of the NHS. An understanding of Trusts Standing Financial Instructions and Procurement procedures. Employer details Employer name Worcestershire Acute Hospitals NHS Trust Address The Alexandra Hospital Woodrow Drive Redditch Worcestershire B98 7UB Employer's website https://www.worcsacute.nhs.uk/ (Opens in a new tab)