Assistant Purchasing Officer

What are we looking for?

We are recruiting an Apprentice to train as an Assistant Purchasing Officer, supporting the wider Procurement team.

What does the Procurement Team do?  

The Department provides a professional Procurement service to all NHSGGC Divisions, including contracting, purchasing, storage, stock management and distribution, legal requirements, project management services and procurement management data.  Also provides professional advice to NHSGGC and Directorate Management on procurement matters, including financial control information to budget holders

The Procurement Department plays a pivotal role in securing both goods and services for the organisation at the best prices. The Department has focussed over the last few years on re-use of furniture via Warpit. Supporting local businesses.

The Department is constantly engaged in system improvements and electronic link up with its supplier base. The team work closely together over the many different strands of Procurement, to ensure an exemplary service for the end user.

For anyone who has an interest in Procurement and Contract management this is a very rewarding job. You get to be part of a team of staff who strive to deliver value for money for the NHS and see the potential savings that can be made.   You will learn from building relationships internally and externally to the organisation and gain the satisfaction of understanding how this service underpins the Organisations objectives and wider services, whilst achieving efficiencies for the board though effective tendering and negotiation.

This is an excellent department for development of relevant skills and progression opportunities. Once the Modern Apprenticeship has been completed there is a career path within Procurement which can take you to Band 7 Level and you can attain full CIPS which is equivalent to a degree

What qualifications do I need?

In order to apply you must have a minimum of:

In order to apply you must have a minimum of:

Essential

• National 5 in English (Grades A-C) or equivalent SCQF level qualifications/awards
• Two other SCQF Level 4 qualifications in other subjects or the equivalent SCQF level qualifications / award

Desirable

• National 5 in Maths (Grades A-C)

Candidates who have yet to receive their exam results may apply on the basis of their prelim results and if selected for interview will be asked to evidence that their exam results meet the requirements.

As well as meeting the academic criteria your application should demonstrate that you are organised, and that you can pay attention to detail and you are good at problem solving. Attention to detail and accuracy is of a high importance in this role as we operate in a constantly changing environment with unpredictable and variable work patterns, managing frequent interruptions, whilst balanced with the need for occasional prolonged concentration ensuring accuracy and currency of all data input, records and databases.

You will find further guidance on how to complete this section of the application form and suggested examples of cross transferable skills from education/extra curricular activities in the in the Candidate  Information pack. 

Is there an age limit?

These apprenticeship are only open to applicants aged 16-24 years (or 29 years for candidates with a disability)  in line with NHS Greater Glasgow and Clyde Youth Employment Plan and in support of our workforce demographics and projections. 

Where will I be working? 

This post is based in the Procurement Department, Walton Annexe, Glasgow Royal Infirmary, 91 Wishart St, Glasgow G31 2HT

What are the working hours and shift pattern?

You will work a standard 37.5 hour working week from Monday to Friday between  9 am to 5 pm, (30 minutes unpaid lunch). 

What will I do?

You will have a wide range of duties which means that you will have to prioritise your workload so that you meet deadlines.  On occasions there may be conflicting deadlines so it is important to know when to ask for help. 

A full outline of the duties is provided in the full job description (attached). Howeever duties will include:

• Responsible for the timely and accurate purchase of all relevant goods and services via Procurement Purchasing system and Purchasing Card in Accordance with the NHSGGC Standard Financial Instructions(SFI’s)
• Monitor and review progress of all outstanding orders with suppliers and to inform user departments of any potential delay.
• To take action where unreasonable delays arise if supply chain problems persist and to report all unresolved difficulties to the Line Manager for further action within agreed timescales.
• Liaise with suppliers regarding shortages or wrong products delivered and resolve within time limits set.
• To investigate and resolve any finance queries through communication with departments, store staff, finance staff and suppliers to enable a satisfactory conclusion , allowing payment of invoices and continuity of supply.
• Offer professional supplies and customer/vendor support to all Wards and departments including update and accurate product information and pricing where appropriate.
• Updating and keeping accurate information and records for audit purposes
• Requesting quotes/tenders and contracts renewals from 3rd party suppliers, ensuring best value for money and complying with our Standard Financial Instructions (SFI’s)
• Ensure that accurate and prompt payments are received by 3rd party suppliers and liaise with Payments Department staff to facilitate this
• Reporting on spend and providing any financial information to Senior Management
• Ensuring quotes, purchase orders’ and queries are dealt with in efficient manner in order to achieve and stay within parameter of our internal Key Performance Indicators’ (KPI’s)
• Effective document management (eg filing physical documents and saving electronically and ensuring all documentation is complete to internal standards)

A comprehensive list of all duties and responsibilities is given in the full job description.

How can I find out more?

You can attend an information session to be held on Friday 6th July at Glasgow Royal Infirmary.  Click here to book your space.

Attendance at the information session is encouraged but is not mandatory and does not form part of the selection process.

Who else works in the team?

The Procurement Department comprises of the following departments:

•  Commercial Team

•  Capital and Equipping Team 

What qualifications and training will I receive?

During the MA programme you will be working towards achieving an SVQ Level 3 In Procurement and the Level 2 Certificate in Procurement and Supply Operations from the Chartered Institute of Procurement and Supply.

You will find more detail on the training and education components of this apprenticeship in the Candidate Information Pack

How long will the Apprenticeship last?

This apprenticeship will last for two Years.

When will this Apprenticeship start?

We anticipate that successful candidates will commence employment (subject to the length of time it takes to complete individual pre employment checks) by October 2018.

What happens a the end of the Apprenticeship?

All candidates who successfully complete all elements of the NHS Greater Glasgow and Clyde Modern Apprenticeship Programme will move into permanent employment within the organisation.

How much will I be paid and how many hours a week will I work?

NHS Greater Glasgow an Clyde is a Living Wage Employer and this Modern Apprenticeship will pay you a minimum of £17,105 per year (£8.75 per hour)

You will work a 37.5 hour week.

As an employee of Greater Glasgow and Clyde you will also be entitled to all the benefits that our staff receive including a minimum of 27 days paid annual leave, an additional 8 days paid public holidays and enrolment in the NHS Scotland Pension Scheme.

How do I apply?

This post opens for Applications on Friday 29th June 2018

 1. Click the link to download the Candidate Information pack, paying particular attention to the guidance note on completing the statement in support of application 

2. Once you have read the pack and prepared your supporting statement click here to apply on line.

This post closes at Noon on 20th July 2018.  Late applications will not be considered

We anticipate that interviews will be held on Monday 20th and/or Tuesday 21 August 2018