Job Description

To provide support within the Procurement Department across a range of tasks.



As part of the Trust buying team purchasing goods and services as required, in a timely, professional and efficient way ensuring that the Trusts obtain best value. To action requisitions and produce orders to external companies as and when required. This will involve negotiations and obtaining quotations.



To carry out supplier selection in a professional manner, accurately meeting deadlines and communicating effectively to all appropriate, and relevant, parties. To assist with the achievement of all purchasing and supply strategies.



Along with this a great chance to acquire a professional qualification , a development opportunity to any candidate who wishes to study CIPS Level 4 is included.

"Please note:

Due to recent changes in UK immigration and visa rules, this role is unlikely to be eligible for Skilled Worker visa sponsorship. Applicants who do not currently have the right to work in the UK may not be considered. Candidates requiring sponsorship should review the eligibility criteria on the gov.uk website before applying to assess their eligibility for a Certificate of Sponsorship for this role."



The creation of official purchase orders from electronic requisitions within Oracle, for goods and services to be ordered direct from suppliers on behalf of the Trust.



To obtain value for money for the goods and services purchased by using existing contract arrangements, carrying out competitive quotations and negotiating improved terms wherever possible.



To understand the Trust's Standing Orders and Standing Financial Instructions as they relate to Purchasing and ensure compliance with other relevant policies and procedures



Responsible for the placing all non-stock order requirements including ad hoc, blanket, minor capital project, endowments and donations, and call off orders in accordance with agreed procedures and performance targets.



To provide support, advice and guidance and training to end users of the Oracle / iProc /E4H financial system and other acquisition systems eg. NHS Supply Chain, where appropriate.



To handle a range of queries from service departments in relation to electronic requisitioning, requisition approval, and receipting.



To process invoice queries and payment requests within Oracle on the Shared Business Service (SBS) platform and handle all associated queries.



The Maintenance of standing data in Oracle and on other acquisition systems where appropriate.



To progress outstanding purchase orders with suppliers on behalf of service departments in order to secure prompt and efficient delivery.



We are the main provider of NHS community services across East and West Sussex, with 6,000 staff serving 1.3 million people. We deliver essential care to adults and children, helping them manage their health, avoid hospital admissions, and reduce hospital stays.



Our Trust vision is to provide excellent care at the heart of the community. We offer opportunities across medical, clinical, support, and corporate services.



Why work for us?

Positive 2024 NHS Staff Survey results, highlighting compassionate leadership and wellbeing Varied environments: community hospitals, patients' homes, and bases across Sussex Flexible working options: part-time, flexi-time, annualised hours, and flexi-retirement Excellent training, development, and research opportunities Accredited Living Wage Employer, we ensure fair pay for all our staff Cost-effective workplace nurseries in Crawley, Hove, and Brighton Active EMBRACE, Disability & Wellbeing, LGBTQIA+, and Religion & Belief networks Level 3 Disability Confident Leader and Veteran Aware Trust

Our values -- Compassionate Care, Working Together, Achieving Ambitions, Delivering Excellence --guide everything we do.



We embrace diversity and encourage applications from all backgrounds, particularly from ethnically diverse, disabled, and LGBTQIA+ individuals. We aim to create an inclusive environment and support reasonable adjustments during recruitment.



This post may close early if sufficient applications are received.



1. Job summary



To provide support within the Procurement Department across a range of tasks. As part of the Trust buying team purchasing goods and services as required, in a timely, professional and efficient way ensuring that the Trusts obtain best value. To action requisitions and produce orders to external companies as and when required. This will involve negotiations and obtaining quotations. To carry out supplier selection in a professional manner, accurately meeting deadlines and communicating effectively to all appropriate, and relevant, parties. To assist with the achievement of all purchasing and supply strategies.



2. Communication and working relationships



The postholder needs to form good working relationships with internal/ external end users up to and including Director Level. And will communicate on a regular basis with all levels of non-clinical, clinical and administrative staff.



3. Key responsibilities



To ensure compliance with Trust purchasing procedures, standing orders and standing financial instructions for all transactions including checking requisitions for correct authorisation and account codes before logging on to purchasing systems



To keep accurate and up to date records of savings and contribute to overall Trust savings plans



To liaise with all the finance departments generally in relation to procurement, contracting and systems as appropriate and relevant, including clearing invoices and using notifications on the Oracle system.



To collate customer specifications and requirements in order to invite competitive quotations for products, equipment and services.



4. Main tasks



The creation of official purchase orders from electronic requisitions within Oracle, for goods and services to be ordered direct from suppliers on behalf of the Trust.



To obtain value for money for the goods and services purchased by using existing contract arrangements, carrying out competitive quotations and negotiating improved terms wherever possible.



To understand the Trust's Standing Orders and Standing Financial Instructions as they relate to Purchasing and ensure compliance with other relevant policies and procedures



Responsible for the placing all non-stock order requirements including ad hoc, blanket, minor capital project, endowments and donations, and call off orders in accordance with agreed procedures and performance targets.



To provide support, advice and guidance and training to end users of the Oracle / iProc /E4H financial system and other acquisition systems eg. NHS Supply Chain, where appropriate.



To handle a range of queries from service departments in relation to electronic requisitioning, requisition approval, and receipting.



To process invoice queries and payment requests within Oracle on the Shared Business Service (SBS) platform and handle all associated queries.



The Maintenance of standing data in Oracle and on other acquisition systems where appropriate.



8. Confidentiality and data protection



The post holder must maintain the confidentiality of information about patients, staff and other health service business and meet the requirements of the Data Protection Act (2018) and General Data Protection Regulation (2018) at all times.



The post holder must comply with all Trust information and data protection policies at all times. The work of a NHS Foundation Trust is of a confidential nature and any information gained by the post holder in their role must not be communicated to other persons except where required in the recognised course of duty.



9. Health, safety and wellbeing



a) Employees must be aware of the responsibilities placed on them under the Health and Safety at Work Act (1974) and must follow these in full at all times, including ensuring that they act in line with all agreed procedures at all times in order to maintain a safe environment for patients, visitors and colleagues.



The Trust is committed to support the health and wellbeing of all its employees. The post holder is required to familiarise themselves with the organisation's range of health and wellbeing support and report stress and ill health as early as possible.



10. Equality, diversity and inclusion



The Trust aims to grow inclusive teams in which you feel like you belong, we encourage a culture of learning from different points of view. We want to support you to be courageous and to overcome bias and challenge prejudice.



We are a Disability Confident Employer (Level 2). We go the extra mile to make sure disabled people get a fair chance. As well as paid employment we offer work experience and apprenticeships for disabled people.



11. Use of technology



The Trust is making increased use of computer technology. The majority of employees (both clinical and non-clinical) should expect to use automated information systems in their work in order to improve quality and coordination of services, and enable faster and more certain communication within the Trust. Necessary training will be provided.



12. No smoking policy



SCFT operates a no-smoking policy, in line with government legislation. This applies to all staff, visitors and patients. It is a condition of employment for staff that they do not smoke whilst on duty or in uniform or anywhere on Trust premises. This includes electronic cigarettes.



Whilst we do not discriminate against employing smokers, they are expected to adhere to this policy and all prospective employees should be aware of this.



13. Professional registration



All employees who are required to be a member of a professional body are required to hold relevant registration and must comply with the standards and guidelines of their professional practice, education and conduct and must act at all times within the boundary of the code of conduct.



14. Infection prevention and control



Infection prevention and control is everybody's responsibility. All staff, both clinical and non-clinical, are required to adhere to the Trust's Infection Prevention and Control Policy and make every effort to maintain high standards of infection prevention and control at all times thereby reducing the burden of healthcare-associated infections (HCAI).



15. Safeguarding children, young people and vulnerable adults



SCFT is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults, and expects all staff and volunteers to share this commitment. Rigorous recruitment checks are carried out and successful applicants may be required to undertake an Enhanced Disclosure via the Disclosure and Barring Service (DBS).



16. Quality



Excellent care at the heart of the community is our Trust vision. To make sure our care meets this high standard all staff must ensure that the three themes of quality care are provided in every encounter they have with our patients. The three themes are safe care, effective care, and patient-centred care.



To progress outstanding purchase orders with suppliers on behalf of service departments in order to secure prompt and efficient delivery.



a) The post holder may have tasks or responsibilities delegated to them, appropriate to their level of competence. They may also be expected to delegate tasks or responsibilities to other staff, as appropriate



6. Flexibility



a) This job description is intended to provide a broad outline of the role. The post holder may be required to carry out other duties commensurate with their banding and competence.



7. Policies and procedures



The post holder is required to familiarise themselves with all Trust policies and procedures and to comply with these at all times.



All staff, clinical and non-clinical, are expected to ensure that quality is a key consideration in all we do. This includes reviewing practice and being open to feedback on our performance, being open and honest, and seeking to identify, resolve, and appropriately escalate issues and risks.