Category Specialist - Medical / Clinical

Band 7 £40,057 - £42,121 per annum

Directorate: Corporate Services Directorate

Department: MSE - Procurement and Supplies

Responsible to: Director of Procurement and Supply Chain

Accountable to: Director of Procurement and Supply Chain

Job summary

To be a key support to the Category Lead(s) by providing guidance, advice and programme management of all agreed local Procurement activities and planned strategies that have been agreed by the MSE Procurement Directorate.
To be a Provide a proactive procurement service to the Care Group or Corporate Division(s) that you work with, covering both strategic advice and operational support.
Be recognised a professional procurement lead for the Trust on high profile, high risk procurements. To lead on negotiations of complex, high value contracts for the procurement of capital and consumable items.
To manage the implementation and development of procurement services for MSE to support the strategic approach to Category and Contract Management
To ensure relevant policies and procedures exist and are applied in order to ensure proper governance of procurement across MSE. Minimises risk and maintains compliance with relevant Procurement regulations and other regulations.
Work closely with the Care Groups and Corporate Divisions to support them in reducing non-pay expenditure through the identification and realisation of cash releasing and cost avoidance financial savings in current and future financial years.
To take professional responsibility for all aspects of Category and Contract management within areas of responsibility.
To undertake audits and assurance of procurement processes, savings delivery and suppliers
To manaqe and develop the implementation of Category Management processes within the Trust and develop the procurement and supply chain function to ensure the provision of the best possible service to the Trust, measured by procurement and supply chain efficiency and cashable and non-cashable savings.
To monitor and measure the performance of the procurement and supply chain team against key result areas and produce regular reports for the relevant procurement groups and the Executive Management Team.
Drive the development, management and delivery of the Trust’s procurement cost improvement program, operational metrics and corporate reporting.
Ensure that the Trust’s is compliant with all statutory and local policies/standards and procedures throughout the procurement process. Update policies to reflect best practice and change in external legislation and internal governance.
As the Category Specialist be professional to assist other senior Trust managers in the performance management of large complex projects.
To collaborate with other NHS organisations to identify opportunities for effective and efficient procurements, to drive best price and value for money from all contracts and agreements
Represent the procurement Directorate at corporate meetings.

Main duties

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Main duties and responsibilities

People management & People development

Provide specialist training for staff from own or other disciplines on own subject area, when required
Be active and visible participant in MSE Procurement Directorate and support the development of a strong culture of teamwork.
Provide support, guidance and 360 feedback through 1-2-1 meetings, development and team building
Assist in supporting the new and dynamic team to deliver professional procurement managed services to MSE Group and where applicable to wider regional organisations.
Support the culture of collaboration, flexible cross-team working and a commitment to delivering high quality service for all customers.
Work to the targets & objectives identified and agreed with the Senior Category Lead.

Financial Management

Support the Trust’s budget holders in the control of expenditure through the provision of accurate, timely and appropriate information.
Support business appraisals and Business Case production, when required, in partnership with customers, undertake solution searches and appraisals of supplier proposals
Manage operational procurement activity, ensuring that operations are transparent, auditable and in accordance with the Trust's Standing Financial Instructions (SFIs), Public Procurement guidance and all other relevant legislation.

Leadership & strategy

On occasion deputise for the Category Lead or Senior Category Manager as and when required.
Undertake all procurement activities in full accordance with legal (EU legislation, commercial and contract law), environment and sustainability requirements.
Assist in any other areas of work as detailed by the Category Lead, Senior Category Manager, or other senior member of staff in order to ensure the smooth running of the department.

Category Management

Baselining

Undertake necessary data analysis in order to create baseline for cost savings or process improvements.
Produce procurement plans for areas of responsibility for sign off by key stakeholders.
Use Access and Excel to create \ format databases and spread sheets and be responsible for the output and on-going maintenance.

Category Strategy

Responsible for supporting the development of procurement strategies for allocated categories, through detailed demand/market analysis and a recognised Strategic Sourcing process, to ensure continual improvement and innovation in sustainable service delivery.
Proactively engage into clinical and non-clinical networks both within Essex and beyond to influence the value chain through standardisation of products and services.
Develop a wide understanding of the market within which the category sits – understanding and leveraging key developments, supplier capability and spend profiles
Support the production of monthly reports for the Category Lead as to the status and achievement of the Category Strategy benefits realisation plan and Key Performance Indicators, including supplier performance and quality.
Support product evaluation and selection as part of the category management process as required.
Play a key role in engaging staff and stakeholders about the changes proposed by the reference group. Use the strategy documents to articulate the proposed changes, explain the benefits and to understand barriers to change.

Strategic Sourcing/Tactical Sourcing

Support procurements for high value, detailed contracts and be able to develop appropriate evaluation methods and interpretation thereof.
Carry out procurement for highly detailed high value contracts that require analysis, comparison and assessment.
Identify and develop opportunities for strategic supplier partnerships supporting long term high quality service delivery and cost reduction initiatives.
Prepare specifications, award criteria, draft Service tenders and quotation documentation all in accordance with Service Standing Financial Instructions and Standing Orders, and current EU Procurement Legislation and UK Public Contract Regulations with particular reference to goods and services. Use and develop electronic media for tender and contract management.
Issue tenders in a timely manner to meet the agreed Purchasing & Contract Work Plan.
Work with NHS collaborative procurement agencies and other NHS Services on joint projects and tenders, mini-competitions, procurement groups etc.
Analyse/evaluate internal and collaborative tender returns and make recommendations to Senior Managers and the internal customer for contract award.
Advise on Terms & Conditions of contracting and procurement legal issues, before, during and after award of Contracts.
Provide advice and procurement leadership to internal customers on purchasing procedures and legalities as required.
Plan and undertake effective negotiation with suppliers to determine most appropriate supply route that achieves best value for money.

Contract Management (WIP)

Monitor contract compliance across responsible category areas. Understand non compliance and re-engineering systems and processes where necessary.
Be responsible for monitoring the contracts allocated to own area. Responsible for monitoring the continuity of service and that the contract is managed to contract terms
Monitor supplier performance for major contracts (Delivery performance and performance against budget). Review with Suppliers and agree corrective action where necessary
Liaise and negotiate with external agencies, suppliers and contractors ensuring delivery of service is in line with agreed contracts.

Supplier Management

Develop and manage close working relationships between the Services and their vendor base, for designated portfolio; ensuring performance standards are consistently achieved. Organise regular meetings with key stakeholders and suppliers to fact find, solve problems, and review performance
Collect information regarding supplier performance. Collate information regarding customer perceptions of the success of the services negotiated on their behalf and the overall perceptions of the effectiveness of the Procurement department.
Maintains effective supplier and provider partnership and relationship strategies.

Purchase to pay

Work closely with the MSE operational helpdesk, so that they are best placed to provide excellent customer service to local users and that requisitions and queries are presented correctly where possible, in support of established SLA’s.
Ensure that all contract pricing and catalogue data, which is included on the Purchase Order Processing system, is input in a timely manner, is accurate and is amended or updated when required.
Maintain close links and good communications with both the Procurement and Materials Management teams and participate in team meetings as required.

Deliver cash releasing savings

Manages projects effectively to ensure the savings within the Services are delivered in line with the work plan.
Deliver cash releasing and cost avoidance financial savings as outlined in the annual work plan and category strategies.
Actively contributes to the identification of solutions to address variances in targets.
Identify and report on any cost savings and added value benefits by alternative means of purchase and instigate and report on value for money initiatives.

Category stakeholder engagement & reference groups

Use highly developed persuasion and influencing skills to engage with and influence key stakeholders at all levels within the Services in order to facilitate participation in identified procurement activity
Support the deployment of Reference Groups as the process to identify ideas and initiate project work with clinicians and nursing staff and/or corporate heads.
Where appropriate Lead Reference Groups, working to challenge and change the status quo, optimise standardisation, determining optimum cost and benefit outcomes to ensure change is delivered. Ensure that Divisional stakeholder “sign off” is achieved for all work plans and savings.
Develop and promote effective working relationships with all relevant MSE Service staff, facilitate and attend multi-disciplinary user group meetings.

Stakeholder engagement & communication

Promote customer and staff awareness of and develop understanding of Standing Financial Instructions, Standing Orders and other Procurement related policies/procedures ensuring these are adhered to, providing guidance and training as required.
Proactively offer advice, guidance and act as point of reference to user departments in all matters associated with the procurement of goods and services, meeting with customers where this is deemed to be beneficial.

Policy and service development

Where needed provide proactive input to update MSE purchasing policies and procedures in line with changes in European and or UK legislation, and Trust’s SFI’s.
Establish and implement mechanisms for assessing both supplier and Procurement team performance, including benchmarking activity, Key performance indicators and appropriate Service Level Agreements.

Information and documentation

Where necessary support the preparation and issue of monthly activity reports to the Board, as well as procurement and supply chain reports to the Trust’s committees.

Ways of working

Primarily focused on being alongside the internal client. Using this interface to understand that they are doing, what they have planned and bring this insight back into the Peripatetic working across all locations using Hot desking where appropriate
Promote an environment of open and transparent data where possible
Foster a culture of innovation and improvements and encourage ideas and suggestions from others
Establish regular Team meetings to share learning, facilitate discussion on issues and to listen to concerns/objections from staff

Effort, skills and working

Physical Skills: Standard keyboard skills required

Physical Effort: The role does not involve the post holder in a high level of physical effort, however he/she may be stationed at a computer for prolonged lengths of time.

Mental Effort: Concentration required for effectively multi-tasking, analysing data, writing reports and working in a team based environment

Emotional Effort: The post holder must manage successfully under resource and time pressure including managing challenging discussions with employees

Working Conditions: The post holder will be based in an office environment and required to travel regularly across the 5 Trust’s sites

Key working relationships

Trust’s Board and Site Leadership Team: To support the Director of Procurement & Supply Chain with written submission and verbal briefing of contract award recommendations, waivers and reporting progress on the implementation of the Procurement and Supply Strategy.

Trust’s Executive Group: To support the Director of Procurement & Supply Chain in the submission of written changes or updates of policy and strategic issues.

Efficiency Board: Support the reporting of procurement schemes to the efficiency board. Capture data to enable reporting against Trust targets on performance of identified sourcing & procurement savings schemes.

Clinical Strategy Group: Coordinate written submissions for the Clinical Strategy Group that outline recommendations for new products and standardisation requests. Support clinical colleagues in explaining the proposed approach.

Audit Committee: Provide update to Director of Procurement & Supply Chain against key metrics e.g. Number of Waivers signed.

Use of Resources: To support the Director of Procurement & Supply Chain with written submission and verbal briefing of status of Key Lines of Enquiry metrics.

NHS Supply Chain Customer Board: Deputises for the Director of Procurement & Supply Chain at the NHS Supply Chain Customer Board that will set strategic direction, guidance and advice on supply chain best practice for the NHS.

Other: Other NHS bodies. Suppliers, distributors and purchasing agencies e.g. NHS Supply Chain and The Government Procurement Service. Government departments e.g. Department of Health, Department of Environment.

Person spec

Person specification

Key: Essential (E), Desirable (D), Application form (A), Interview (I), Certificate (C)

Qualifications

Degree or equivalent level of knowledge gained through work experience (E/C)
MCIPS – Corporate member of Chartered Institute of Purchasing & Supply (By examination) or working towards advanced stage (E/C)
Current driving licence (E/C)
Member of the institute of logistics (E/C)

Knowledge and experience

Experience of letting contracts through tender processes (E/A/I)
Experience of managing contracts or budgets above £5m (E/A/I)
Experience of developing complex contractual agreements (E/A/I)
Experience in producing and understanding business plans, reports, contracts and service level agreements (E/A/I)
Experience of working in a customer focused environment (E/A/I)
First-hand experience of procurement legislation and regulations (E/A/I)
Evidence of continuing professional development. (E/A/I)
Thorough and indepth knowledge of computerised procurement systems (E/A/I)
Advanced user in Microsoft Office in particular Excel and Word. (E/A/I)
Fully conversant with NHS Terms and Conditions of Contract. (E/A/I)
A sound understanding of contract law. (E/A/I)
Minimum of 4 years procurement and commercial experience (E/A/I)
Business acumen proven experience of the ability to influence and manage commercial opportunities (E/A/I)
Proven experience in the areas of: Project management; negotiation; contract management; cost and price management; and procurement legislation (E/A/I)
Experience of contract management (E/A/I)
Good knowledge of Clinical and Non Clinical Categories (E/A/I)

Communication skills

Ability to produce business critical written documentation such as Business Cases/Category Strategies. (E/A/I)
Ability to engage with stakeholders to shape requirements in line with existing procurement regulations (E/A/I)
Ability to present complex information to wide audiences with authority and credibility (E/A/I)
Ability to influence at all levels (E/A/I)

Personal and People development

Possess a positive attitude and be self-motivated (E/A/I)
Strong motivational skills (E/A/I)
Ability to identify development opportunities for co-workers (E/A/I)
Ability to prioritise work and to meet challenging deadlines (E/A/I)
Finds positive solutions to challenging issues (E/A/I)
Builds effective relationships with all others. Uses listening and empathy skills (E/A/I)
Ability to cope under pressure and remain calm in difficult situations (E/A/I)

Physical requirements

Sufficient to perform the duties of the post with any aids and adaptations. (E/A/I)

Other

Strong organisational management skills. (E/A/I)
Exceptional interpersonal skills and the ability to forge effective professional relationships. (E/A/I)
Business acumen and the ability to influence and manage commercial opportunities. (E/A/I)

General statements

Competency based appraisal

The post holder will be appraised on an annual basis and the process will include a review of the past year’s performance, setting of aims and objectives for the coming year and identification of educational needs.

Training

All staff will undertake such training as is necessary to perform the duties allocated.

Equal opportunities

The Trust has an Equal Opportunities Policy and/or Single Equality Scheme. The aim is to ensure that no individual receives less favourable treatment on the grounds of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity related matters, race, religion or belief, sex or sexual orientation or is disadvantaged by conditions or requirements, which cannot be shown to be justifiable. Whilst the Trust recognizes specific responsibilities fall upon management, it is also the duty of all employees to accept personal responsibility for the practical application of the Policy.

No smoking policy

Mid and South Essex NHS Foundation Trust (MSE) operates a non-smoking policy. The restrictions will apply to patients, staff and visitors alike. While the Trust will not discriminate against employing smokers, all prospective employees should be aware of this policy. If you would like help to give up smoking you should contact your GP or call the NHS Stop Smoking Help Line on 08001690169 to find details of your local stop smoking service.

Data Protection Act 2018

All employees are required:

To ensure compliance with all Trust’s policies, and those procedures relevant to the area of work.
To maintain high levels of confidentiality and information security at all times, complying with the relevant legislation such as the Data Protection Act and the Computer Misuse Act.
To ensure that the data is of good quality, accurate and relevant for purpose, where any processing of information takes place (paper records or electronically).

Code of conduct

As an NHS Manager, you are expected to follow the Code of Conduct or NHS Managers (October 2002), observing the following principles:

Making the care and safety of patients you first concern and act to protect them from risk.
Respecting the public, patients, relatives, carers, NHS staff and partners in other agencies.
Being honest and acting with integrity.
Accept responsibility for your own work and the proper performance of the people you manage.
Showing your commitment to working as a team member by working with your colleagues in the NHS and wider community.
Taking responsibility for your own learning and development.

Information Governance

All staff must be familiar with and comply with the contents of the Information Governance Handbook, a personal copy will be provided at Induction to all staff.
All staff are required to maintain confidentiality of patient and Trust’s information as set out in the Trust’s Confidentiality Policy.
All staff are required to read and comply with all policies that are issued relating to the electronic security of Trust’s information.
All staff who create, access, transfer, modify sensitive Trust’s records have a responsibility to be both accurate and timely and ensure that all the information that they record either on paper or electronically is complete.

Confidentiality

Your attention is drawn to the confidential nature of information collected and used throughout the NHS. The unauthorised use or disclosure of patient, staff or other personal information is a dismissible offence. The unauthorised disclosure of information could also result in a prosecution for an offence, or action for civil damaged, under the Data Protection Act.

All matters relating to patients’ diagnosis and treatment, staff or the Financial or contractual position of the Trust are strictly confidential and under no circumstances is such information to be divulged or passed to any unauthorised person(s) under penalty of summary dismissal.

All staff should take particular care relating to the electronic storage and transfer of confidential information. This should only be done in accordance with the Trust’s Information Security Policy.

Health and safety

All employees must be aware of the responsibilities placed upon them under the Health & Safety at Work Act (1974) to ensure that the agreed safety procedures are carried out to provide a safe environment for employees and visitors.

Quality

The Trust aims towards maintaining the goodwill and confidence of its own staff and of the general public. To assist in achieving this objective, it is essential that at all times, employees carry out their duties in a courteous and sympathetic manner.

Infection prevention and control

All employees are required to:

Make themselves aware of their responsibilities for Infection Prevention and Control.
Co-operate with the employer in ensuring that all infection prevention and control policies and procedures are complied with.
Maintaining a high standard of infection control practice.

Safeguarding children

All employees of the Trust, regardless of the work they do, have a statutory duty to safeguard and promote the welfare of children. When children and/or their carers use our services, it is essential that all child protection concerns are both recognised and acted on appropriately. You have a responsibility to ensure you are familiar with and follow the child protection procedures and the Trust’s supplementary child protection guidance which is accessed electronically on the Trust’s Intranet sites. To ensure you are equipped to carry out your duties effectively, you must also attend child protection training and updates at the competency level appropriate to the work you do and in accordance with the Trust’s child protection training guidance.

Safeguarding adults

All employees of the Trust, regardless of the work they do, have a duty to safeguard and promote the welfare of vulnerable adults. When patients and/or their carers use our services, it is essential that all protection concerns are both recognised and acted on appropriately. You have a responsibility to ensure you are familiar with and follow Trust policies in relation to safeguarding vulnerable adults. To ensure you are equipped to carry out your duties effectively, you must also attend vulnerable adult protection training and updates at the competency level appropriate to the work you do and in accordance with the Trust’s vulnerable adult protection training guidance.

Location

You will generally be expected to undertake your normal duties at the principal place of work, however, in the course of your duties you will be required to work at any of the sites within the Mid and South Essex NHS Foundation Trust areas as well as other NHS sites as part of the delivery of the service.

Note

These guidelines are provided to assist in the performance of the contract but are not a condition of the contract.

This job description is a reflection of the present requirements of the post and the content may be subject to review and amendment in light of changes and developments.

All Staff will also be expected to abide by the relevant code of professional practice relating to their discipline.