Head of Operations & Logistics

Band 8C £65,664 - £75,874 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

Play a key role in promoting the procurement operations team in MSE as a service for both internal and external customers. Ensure that the Operations team is able to support the expansion of the procurement service to others.
Drive a culture of customer centricity within the Procurement Operations team
To manage the implementation and development of procurement services for MSE to support the strategic approach to Systems & Supply Chain
Responsible for the development and execution of the Procurement Information Systems strategy. This will provide strategic direction in the provision of systems and processes that are required to transform the delivery and ongoing development of the procurement and logistics function in MSE.
To lead on delivering agile supply chains and effective systems including implementation of inventory management systems.
To play a key part in the management team of the Procurement & Supply Chain team
To 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.
Work closely with the Category Leads and Category Leads to leverage data to identify and realise cash releasing and cost avoidance financial savings.
To take professional responsibility for all aspects of Operations and Supply Chain Management within responsibility across the Trust.
To ensure, providing regular updates to the Director of Procurement & Supply Chain, that the Operations Department operates within set budgets
To take professional responsibility for all aspects of Operations and Supply Chain Management within responsibility across the Trust.
To manage and develop the implementation of Supply Chain processes across each Trust location and develop the procurement and supply chain function to ensure the provision of the best possible service to the Trusts, measured by procurement and supply chain efficiency and cashable and non-cashable savings.
To develop and manage effective inventory management on all Trust sites, ensuring contingent supply as per category plans and minimising wastage through static inventory.
To develop and manage data analytics and systems and processes that enable knowledge based category management and effective procurement and purchasing workflows for all stakeholders.
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 in Procurement Regulations and other regulations.
Ensure that the MSE operational helpdesk provides excellent customer service to MSE users and, where applicable users, external users.
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.
Take a lead role for the Service for the adoption of Scan4Safety systems and processes.
Lead in the continuous development of the Services’ systems by refining and actioning an implementation plan that ensures compliance and usage across all “in scope” areas.
To deputise for the Director of Procurement & Supply Chain as required or requested.

Main duties

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Main duties and responsibilities

Strategy & leadership

Support the Director of Procurement & Supply Chain in actively promoting the skills and capabilities of the MSE operations team to potential customers in the region and beyond.
Support the development of commercial proposals for external customers that outline how MSE could take over the running and provision of a range of different procurement services including Sourcing, Logistics, Procurement Helpdesk and Procurement Technology.
Be responsible for the develop of an overarching procurement technology strategy for MSE group
Drive the transformation of Procurement Operations in MSE group through by maximizing the use of technology
Drive a culture of customer centricity across the Operations group. Ensure that customer issues are understood and resolved in a timely manner. Use stakeholder feedback to drive continuous improvement.
As a member of the senior leadership team within the Procurement team, provide technical, procurement and supplies advice on all aspects of the activities of the service.
Be a specialist for all Systems, Supply Chain & Governance matters, and where necessary to deputise for the Director of Procurement & Supply Chain to advise the Board, managers and clinicians on all procurement matters.
Working with the Director of Procurement & Supply Chain, update all elements of Procurement Policies and Procedures across the Service. Minimise Trusts risk and maintains compliance in Procurement Regulations and other regulations. Ensure there are robust processes in place to ensure the organisation’s procurement governance arrangements are enforced.
Contribute to the business planning activities of the Trust
Coordinate all aspects of operational procurement activity across the Trusts, ensuring that procurement and supply is undertaken effectively so that the Trusts manage their non-pay expenditure well and maximise value for money opportunities wherever possible.
Manage and maintain departmental policies and procedures within the department for all Procurement activity and ensures these are adhered to by all staff at all times.
Ensure the Trusts meet the requirements of all Public Procurement regulations, and raise with the Director of Procurement & Supply Chain and where necessary Board Directors where this is not happening, and provide solutions.
Ensure the effective communication of procurement policies and procedures at all levels throughout the Trust.
Manage the development of supporting procurement strategies to achieve ‘best value’ opportunities across all categories of spend by considering alternative services / products / sources of supply to deliver cost efficiencies / quality benefits in line with organisational objectives.
Prepare strategic plans and reports to the Trust Boards as required.
Ensure that the Procurement Operations team represents value for money, that overhead costs are in line with other similar procurement organisations and that the return on investment is maximised. This will include benchmarking the team’s performance. Drive operational excellence and best practices.
Take responsibility for the Procurement Team’s delivery of procurement targets e.g. savings, key performance indicators and e-commerce.
Identify, implement and monitor, in consultation with NHS Supply Chain (and other relevant recognised bodies), a programme of procurement measures that deliver cost efficiencies on all non-pay expenditure.
Ensure that a high quality of service is delivered to customers that contributes to direct patient care.
Monitor core supply chain performance, including service level agreements, vendor management and cost objectives.
Ensure continuing understanding of the Trusts business model, industry and marketplace; assesses situations, diagnose problems and determine an appropriate course of action to enhance the effectiveness of the organization and ensures are in alignment with core values. In-depth knowledge in the development negotiation and implementation of contracts processes and best practices.
Ensure that the Service works collaboratively with other Trusts and organisations to maximize opportunities.

People management & People development

As key member of the Procurement Leadership Team, responsible for all staff matters within the operations team, including the recruitment, motivation, performance and retention of an appropriately skilled and experienced procurement workforce. Work with other members of the Leadership Team to manage the deployment of resources to maximise outputs, showing flexibility when necessary redeploy resources to deal Group Priorities.
Ensure all operations staff are adequately trained, clear objectives are set and regularly reviewed, personal development plans are established and maintained and attainment of professional qualifications is promoted. Manage disciplinary and grievance matters which may arise.
Responsible as line manager of teams within own service in line with appropriate policies, procedures, working practices and guidelines, ensuring all resources are deployed to maximise an efficient and effective delivery of support services to patients and Users.
Provide regular performance reports on progress, status and achievements for own area to be used by both Management and Users.
Undertake and support the development of staff in line with Appraisals and other associated guidance.
To undertake audits and survey of own and team work activities to secure feedback on service delivery and contribute to on-going service improvement
Ensure all staff within own team are compliant with their mandatory training
Provide specialist training for staff from own or other disciplines on own subject area, when required.
Ensure the appropriate level of cover is provided, arranging on call and 24 hour working where appropriate.
Manage operational procurement activity, ensuring that operations are transparent, auditable and in accordance with the Trust’s Standing orders, Standing Financial Instructions, public Procurement Regulations and all other relevant legislation.

Financial

Responsible for monitoring the operations team budget on behalf of the Director of Procurement & Supply Chain, including any projects
Advise and participate in budget setting for own service / programme of work.
Responsible for the auditing and assurance of Procurement processes, and savings delivery
Be responsible for monitoring the maintenance and support contracts allocated to own area, ensuring continuity of service and budget management. Liaise with Third Party Suppliers to agree value for money contracts.
Liaise and negotiate with external agencies, suppliers and contractors ensuring delivery of service is in line with agreed contracts.
Be responsible for and support business appraisals and Business Case production, when required, in partnership with customers, undertake solution searches and appraisals of supplier proposals.
Ensure Service procurement processes and procedures are followed in a timely and efficient manner and participate in the procurement process where relevant providing assistance for the development of procurement documentation as required.
Ensure all staff within own service provide procurement advice that complies with Standing Financial Instructions (SFIs) and other relevant procurement guidance and legislation.

Logistics Strategy

To take specific responsibility for developing the future technology strategy for Logistics and overseeing the implementation and on-going efficiency of the resulting inventory management processes. Consider best practice with regards to inventory management, last mile logistics, materials management and replenishment systems and processes in the development of the strategy.
Responsible for the development and management of the MSE stores and warehousing functions.
Support the Director of Procurement & Supply Chain and Head of Operations to deliver the vision and strategy for the function.
Support the service to implement systems for collecting, evaluating and interpreting large volumes of intricate data on Service expenditure, materials management and supply markets.
To suggest and develop quality and efficiency measures including implementing policies and providing information in regard to Key Perfomance Indicators and meeting the requirements of the Services.

Information Systems

Develop and utilise, for maximum benefit, the Services’ eProcurement, eFinancial, eTendering, Contract and Vendor and Supply Chain and Logistics systems.
Ensure the provision of timely and accurate data feeds to external bodies i.e. NHS Improvement Actively review the data and these systems to develop strategies to deliver continuous improvement.
To monitor and manage KPIs and SLAs, both internally and externally, identifying, investigating and negotiating solutions for variances, breaches and other issues.
To promote the e-procurement and inventory management systems as an effective and efficient method of acquiring and managing goods/services
Be responsible for the integrity of all information held on the Services’ procurement systems.
Ensure the accuracy and quality of all procurement records for reference, management, legal compliance and audit purposes, by ensuring that suitable systems and procedures are in place.
Take responsibility for the quality of all information held in procurement systems, so that accurate and timely management information can be produced for the purpose of legal compliance, Service Level Agreements, expenditure, savings and Key Performance Indicators.
Ensure that the retention of records policy is adhered to within the Procurement Team and that the Trust meets it’s obligations under the Freedom of Information Act, in relation to procurement information, protecting commercially sensitive data when applicable.
Prepare and issue monthly activity reports to the Board as required, as well as procurement and supply chain reports to the Trust’s committees as required.

Procurement Operations

Model and maintain department performance reporting ensuring that regular updates are made available at agreed intervals.
Drive the Procurement Helpdesk to increase the use of self service e-Catalogues for goods and services to optimise automation in the procurement process.
Ensure the content of the e-catalogues hold accurate contract information and are easy for stakeholders to use & search.
Collect and report on procurement information both within and outside the Services, including compliance with reporting to the EU Commission.
Work with Departmental Managers to implement procedural or regulatory communications on procurement policies and procedures.
Establish and implement mechanisms for assessing both supplier and Procurement team performance, including benchmarking activity, Key performance indicators and appropriate Service Level Agreements.

Logistics Operations

Oversee the development of the logistics teams’ service delivery and the policy for its working methodology, planning and overseeing the management of the materials management team, the receipt and distribution processes and the central stores & warehouse functions, to ensure that all elements of any situation, including clinical requirements, are taken into account when advising on the best operational methodology.
Oversee the analysis of complex data to model the inbound supply chain. Define how this impacts on the overall Logistics strategy and the number of stocking locations.
Work closely with Clinical Reference groups to develop models of capacity and demand, process map and identify potential threats, trends and opportunities in the healthcare market for service improvement and departmental efficiency.
Establish supply chain processes that will reduce the cost of trading with suppliers, taking advantage of developments in Information Technology and harnessing the full capability of existing systems.
Ensure the service responds to Medical Devise Alerts as required.
Provide cover for other managers in their absence, if necessary.

Customer Liaison

Use highly developed persuasion and influencing skills to engage with and influence key stakeholders at all levels within the Trusts with regard to Procurement operational and logistic issues.
Develop and maintain an effective working relationship with other members of the local NHS Confederation, SCCL, NHS Improvement as well as major service providers to the Service.
Develop and maintain effective working relationships with colleagues at all levels within the Trust.
Communicate and disseminate procurement statistics and data to colleagues involved in selecting suppliers and service providers and in committing expenditure. Support and promote the procurement policies at all times.
Ensure that the team resolves customer queries regarding issues, requisitions, deliveries etc in a timely and helpful manner.
Manage an effective and timely consultation process with all customer departments so that their procurement needs are fully understood and delivered.
Collaborate on joint projects across health care and other organisations to seek efficiency in procurement and best value.

Professional development

Keep abreast with developments in procurement best practice.
Maintain professional status, participating in CIPS continuous development programme or similar, including attending in-house and external training as required and agreed with the Direct of Procurement & Supply Chain.
To carry out other duties that may be reasonably required from time to time.

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

Doctorate degree or equivalent level of knowledge gained through work experience. (E/A/C)
Member of Chartered Institute of Purchasing and Supply (CIPS) or appropriate professional institute or relevant experience. (E/A/C)
Current driving license. (D/C)
Member of the institute of logistics. (D/C)
Project Management qualification e.g. Prince II. (D/A/C)

Knowledge and experience

Minimum of 5 years’ experience in a procurement environment. (E/A/I)
Extensive experience of Procurement team management. (E/A/I)
Minimum of 3 years specialist experience of logistics management. (E/A/I)
Experience of running and developing the use of e-purchasing systems. (E/A/I)
Experience of inventory management and Scan 4 Safety. (E/A/I)
Experience of database design and data import/export experience. (E/A/I)
Logistics experience within an NHS Trust. (E/A/I)
Scan @ Point of Use systems experience. (D/A/I)
Minimum of 5 years procurement experience. (E/A/I)
Significant previous experience of managing a procurement function within a complex organisation. (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)

Communication skills

Provide practical procurement and inventory management guidance, understanding and explaining any risks involved and considering all possible opportunities. (E/A/I)
Provide practical procurement guidance, understanding and explaining any risks involved and considering all possible opportunities. (E/A/I)
Manage multi- disciplinary groups to deliver projects to a successful conclusion. (E/A/I)
Strong network of peers and customers where good working relationships exist. (E/A/I)
High level of analytical skills, able to interpret contradictory and misleading information to provide a clear solution. (E/A/I)
High level of numeracy. (E/A/I)
IT literate optimising the use of Microsoft Office and the e-procurement system. (E/A/I)
Discussing and implementing Service wide policies and procedures as necessary. (E/A/I)
Manage a range of tasks without losing focus, holding a clear overview while paying attention to key aspects of detail. (E/A/I)
Able to develop and implement a work plan in conjunction with Service Line requirements for the Logistics team, delegating projects to the individual members and monitoring against it for delivery to strict deadlines. (E/A/I)
Strong leadership skills to manage the day to day work of the Logistics Team. (E/A/I)
Time Management and organisation skills, applicable to working in a pressurised environment often with conflicting demands. (E/A/I)
Suite of tools to assess and generate options and deliverables, including Healthcare Procurement. (E/A/I)
Project Management. (D/A/I)
Provide practical procurement and inventory management guidance, understanding and explaining any risks involved and considering all possible opportunities. (E/A/I)
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 lead and implement change in a challenging environment. (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)

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.