Procurement Admin Assistant

An exciting opportunity has arisen for part time administrative support to the Procurement & Supplies team at the University Hospitals of Northamptonshire. This post covers both Kettering General Hosptial NHS Foundation Trust, and Northampton General Hospital NHS Trust and as such, has flexibility of site location. The role is for 25 hours per week, over 4 or 5 days and working times can be flexible within normal office hours.
The post holder will provide comprehensive and confidential administrative and clerical support to meet the needs of the service.
This is a busy and varied role which requires excellent organisational skills and an enthusiastic, self-motivated individual. If you are interested in joining our friendly and busy team, then please submit your application via the requested route., Supporting the Procurement and Supplies Team across UHN, offering a comprehensive and confidential all round administrative and clerical support to meet the needs of the service, in accordance with Departmental, Group and national standards, policies and procedures.
This includes, but is not limited to;
+ General telephone and face to face enquiries
+ Using a range of office equipment including photocopier and scanner
+ Maintaining both manual and electronic filing systems, as required by the department, ensuring all documents are appropriately and accurately archived.
+ Use relevant IT packages, e.g. word, excel, databases, outlook, internet, to record, obtain and /or produce basic data/correspondence/information in a timely and accurate manner.
+ Analyse basic pricing information from suppliers with the use of excel and the Trust's reporting tool.
+ Note taking from meetings, including action logs.
+ Update procurement pages on Trust Intranet site as required.
+ Transfer information to relevant templates as and when required via use of electronic systems
+ Update procurement systems with relevant information and documentation i.e. uploading documents to the Trust's Contracts Database, adding and amending data in the system and publishing contracts notices
+ Disseminate relevant information to internal departments/external bodes as required, for example, e-mails, agendas/notes of meetings, letters
+ Organizing meetings and booking rooms, Receive and sort post, ensuring it is distributed in a confidential and timely manner to the appropriate individuals.
- Receive telephone or face to face enquiries, taking accurate messages, dealing with the enquiry where appropriate or forwarding to the appropriate person, in accordance with departmental policy
- Make telephone calls to obtain information, where necessary using an agreed list of questions, and accurately recording responses.
- Use a range of office equipment including photocopier and scanner to produce documents to a high standard.
- Maintain both manual and electronic filing systems, as required by the department, ensuring all documents are appropriately and accurately archived.
- Use relevant IT packages, e.g. word, excel, databases, outlook, internet, to record, obtain and /or produce basic data/correspondence/information in a timely and accurate manner.
- Analyse basic pricing information from suppliers with the use of excel and the Trust's reporting tool.
- Note taking from meetings, including action logs.
- Update procurement pages on Trust Intranet site as required.
- Transfer information to relevant templates as and when required
- Update procurement systems with relevant information and documentation i.e. uploading documents to the Trust's Contracts Database, adding and amending data in the system and publishing contracts notices. This involves being able to correctly interpret the relevant
information that needs to be input into these systems, and involves the handling of legal contract documentation and updating national systems - Disseminate relevant information to internal departments/external bodes as required, for example, e-mails, agendas/notes of meetings, letters
- Prioritize duties allocated to meet all required deadlines, obtaining clarification from the Senior procurement team when necessary.
- Calendar and email management for senior procurement team where required.
- Organizing meetings and booking rooms, Applications will be transferred to TRAC system, by completing an application your are giving authorisation for the transfer of your data.
Correspondence regarding your application will be sent to you via a TRAC system account.
We are an equal opportunities employer, which aims to employ a workforce that reflects the diverse communities we serve. We welcome applications from all suitably qualified persons from all backgrounds.
We welcome applications from members of our black and minority ethnic (BME) communities, especially in relation to senior posts within at KGH.
Applicants who have a disability and meet the essential criteria for the job will be interviewed if you indicate you wish to be considered under the Guaranteed Interview Scheme. If you require a reasonable adjustment at any stage of the recruitment process please make the recruitment services team aware as soon as possible.
Appointments will be made on merit.
In submitting an application form, you authorise Kettering General Hospital (KGH) NHS Foundation Trust to confirm any previous NHS service details via the Electronic Staff Record (ESR) Inter Authority Transfer (IAT) process. Including factual reference, occupational health clearance and statutory and mandatory training record.
If you need to have a Disclosure Barring Service (DBS) check, as a requirement of the role, you will be required to repay the cost of obtaining a DBS check (£50) and this amount will be reclaimed from your first salary. From 1st February 2019 all new starters to the Trust are required to join the DBS update service as per Trust DBS Re-checking Policy which has an annual cost of £13. New employees who do not join the update service will be required to pay £50 for a new DBS check in 3 years time.
Please note that news starters with KGH are subject to a six month probationary period.
Please ensure that the information you provide on your application form is correct, accurate and that nothing has been omitted. Any information that is stated in your application form in relation to qualifications/training courses/work/education experience/references must be able to be evidenced. Failure to do so may result if your offer being withdrawn.
"Safeguarding is everyone's business. KGH considers Safeguarding a priority amongst its citizen's and a key value for all employed to the service."
We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone's full potential. As an organisation, we value how we communicate and promote our vacancies to all communities. The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals. We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative. We have active Networks that promote and support colleagues from all backgrounds. This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.