Detailed job description and main responsibilities

DUTIES AND RESPONSIBILITIES

The post-holder's responsibilities will be phased. Those in standard font will be undertaken from Day 1; those in italics are the responsibilities the post-holder will develop into

1. To assist and manage the procurement of the full range of Trust contracts for goods and services working within the public sector procurement policy and legal framework. These will be for high value complex contracts above PA23 threshold limits as well as those below.

2. To manage own workload and decide when to refer to the manager.

3. To assist in the preparation and administrative work for tenders including arranging and attending meetings with internal customers and external suppliers.

4 To regularly use information systems to create documents and reports

5. To assist in the preparation of pre qualification questionnaires dealing with internal customers as required.

6. To assist in the preparation of Invitation to Tender documents dealing with internal customers as required.

7. Carry out evaluations of pre qualification questionnaire submissions, evaluations of tender submissions and attending project evaluation meetings.

8. Formulate replies to tender clarifications and initiate clarifications from evaluations.

9. From completed project evaluation details create prequalification questionnaire success and regret letters, successful and unsuccessful standstill letters and contract award letters.

10. Create contract notices, award notices, VEAT notices, pre qualification questionnaires, invitation to tenders and any necessary documentation required for electronic transmission.

11. Administration of the tender project using the electronic portal to include the uploading of information and the downloading of tender submissions.

12. Create and maintain tender contract project files with all the relevant contract information

13. Update and maintain the tender register with all the required information

14. Update and maintain the department's contract renewal work plan advising of the expiry of contracts in a timely manner.

15. Becoming familiar with and being able to check for national contracts on NHS Supply Chain, NHS Shared Business Services and Government Procurement Services web sites (and any other national contract website)

16 Maintain an organised departmental filing system including the archiving of contract files

17 Liaise with external maintenance partners and maintain records as

required

18 Obtaining competitive quotations from suppliers in accordance with Trust SFI's

19 Using a variety of information management and Finance systems for providing current cost investigations.

Person specification

Qualifications

Essential criteria

• 2 GCSEs, those being Maths and English, at Grade C or above (or equivalent, including Functional Skills Level 2)

Desirable criteria

• 5 GCSEs at Grade C or above including Maths and English (or equivalent, including Functional Skills Level 2)

Experience

Essential criteria

• Experience of working under pressure to deadlines and prioritising workload. (This may have been acquired in school or college).
• Experience of working with Microsoft Excel and Microsoft Word

Desirable criteria

• Experience of working in the health sector.
• Experience of working within/understanding of, a procurement or supplies environment.

Skills

Essential criteria

• Ability to manage own work load.
• Strong organisational skills
• Excellent written and verbal communication.
• Good telephone skills.
• Good interpersonal skills and team player.
• Good analytical and numerical skills

Desirable criteria

• Ability to manage own workload and decide when to refer to manager.
• Ability to regularly use information systems to create documents and reports.
• Ability to comprehend and summarise complex written passages.
• Good negotiation skills.

Knowledge

Essential criteria

• Knowledge of Basic Microsoft Software Packages

Desirable criteria

• Basic procurement knowledge CIPS qualified or working towards CIP Qualification
• CIPS qualified or working towards CIP Qualification

Values

Essential criteria

• Ability to demonstrate the organisational values and behaviours
• Ability to make a difference
• Ability to act with kindness
• Ability to connect with people

Other

Essential criteria

• Flexible approach to the working environment.

The closing date for this post may be extended if there are insufficient applicants or brought forward if there is a high volume of applicants.

Application Information - If you have not heard from us within four weeks of the closing date, I regret that on this occasion your application will have been unsuccessful.

Sponsorship Information - We are an approved sponsoring organisation. Applications will be considered from applicants requiring sponsorship alongside all other applications. Please be aware, not all roles are eligible for sponsorship. You can review the list of eligible role and requirements on the government website.

Pre-Employment Checks - To confirm your suitability for the role, we will carry out pre-employment checks in line with NHS Employment Check Standards. These include:

• Identity verification
• Right to work check
• Disclosure and barring service (DBS)/Criminal record check (dependent on role, payment of this will be the applicants responsibility)
• Professional registration and/or qualification check
• Occupational health assessment
• Employment history and reference validation

All applicants external to The Christie NHS Foundation Trust will be required to provide their HMRC employment history to cover the most recent three years employment. This information will used to validate employment history and references.

If you require sponsorship, we will assess your eligibility based on current government guidance. If the role is not eligible and you cannot demonstrate your right to work, your conditional offer may be withdrawn.

✓ If You're Offered the Role - you will be agreeing to The Christie NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job information will also be transferred into the national NHS Electronic Staff Records system. Please note, all communication regarding your application will be made via email, please ensure you check your junk/spam folders as emails are sometimes filtered there.

The Inter-Authority Transfer (IAT) process is a critical and beneficial component of ESR and will form part of the recruitment process. In the event that you are successful following interview your previous NHS employment data, if applicable will be transferred from your current / most recent employer.

Sponsorship Information - We are an approved sponsoring organisation. Applications will be considered from applicants requiring sponsorship alongside all other applications. Please be aware, not all roles are eligible for sponsorship. You can review the list of eligible role and requirements on the government website.

No Smoking Policy - You should be aware the Trust operates a No Smoking Policy and therefore employees are not permitted to smoke at work.

Additional Information - We want to ensure that everyone who works at the Christie or uses our services is welcomed, valued and treated with dignity and respect. The Christie values diversity and is committed to ensuring equal opportunities for all and fair representation across the organisation at all levels. In support of these commitments, we particularly welcome applications from Black, Asian and other ethnic minority people and people with disabilities for this post. Appointment will be only on merit.

We are committed to creating a balanced and diverse workforce. As such we welcome and encourage applications from people of all backgrounds. Together we will foster inclusion and tackle inequity and health inequalities in cancer care.

As users of the disability confident scheme, we guarantee to interview all disabled applicants who meet the minimum criteria for the vacancy.

The Christie NHS Foundation Trust is committed to the highest standards of ethical conduct and integrity in all our activities. We have a zero-tolerance approach to modern slavery in any of its forms, including slavery, servitude, forced or compulsory labour, and human trafficking. We are fully committed to acting ethically and with transparency in all our business dealings and relationships, and to implementing and enforcing effective systems and controls to ensure modern slavery is not taking place anywhere in our organisation or supply chains.

Employer certification / accreditation badges

Documents to download

• JD & PS (PDF, 172.8KB)
• The Christie Values and Behaviours (PDF, 919.5KB)
• Strategy Brochure (PDF, 1.0MB)
• Travel to The Christie (PDF, 3.8MB)