Procurement Administrator

Following the formation of the NHS Devon Procurement Service; a shared procurement function for health and care organisations across Devon, there is a fantastic opportunity to join our newly formed collaborative as a Procurement Administrator.

Hosted by University Hospitals Plymouth NHS Trust, but also supporting Royal Devon University Healthcare NHS Foundation Trust, Torbay & South Devon NHS Trust, Devon Partnership Trust & Livewell Southwest we have a fantastic opportunity for up to 2 people to join our friendly and supportive team.

This is a hybrid role with the opportunity to work and train from one of our Devon office locations as well as carry out a proportion of your role from home.

You would join the service at an important juncture as we implement new systems and processes across the service with plans to develop and evolve the service over the next 2 years.

This new role could be a professional development opportunity for anyone looking to progress further with a career in Procurement but is in the first instance an entry role which offers variety and challenge.

We are looking for people with good information technology, communication and customer services skills who can adapt to new processes and carry them out effectively.

Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.

Main duties of the job

The Procurement Administrator plays a crucial role in supporting the procurement activities within the Devon Procurement Service. This position involves responding promptly and proactively to customer and supplier enquiries, liaising with suppliers on system and catalogue issues, and promoting the department as a responsive and innovative service provider. The Procurement Administrator also supports the training and development of staff on procurement processes and ensures compliance with Trust policies and procedures.

The role requires a solid understanding of procurement processes and best practices, with responsibilities including obtaining quotations, placing purchase orders, resolving invoice queries, and maintaining accurate records and databases. Strong organisational and communication skills are essential for supporting the procurement team and enhancing operational efficiency.

Job responsibilities

• Order Processing: Processing requisitions into purchase orders in an efficient and compliant manner.
• Transactional Sourcing: Request and analyse quotations for purchases of a transactional nature.
• Relationship Development: Build relationships and support system users and stakeholders accordingly.
• Administrative Support: Coordinate supplier meetings and capture accurate minutes as required.
• Query Resolution: Support end users with system issues and queries.
• Invoice Management: Resolve supplier and invoice queries in consultation with service users and finance.

For further details please see attached JD&PS.

Person Specification Knowledge & Experience

• Demonstrable administration experience
• Proven knowledge of Microsoft applications
• Able to communicate at all levels
• Familiarity with Finance / Procurement systems and databases
• Demonstrable experience in a procurement or purchasing role
• Proven knowledge of NHS policies and procedures
• Demonstrable experience with supplier management and contract administration

Qualifications

• Additional qualifications in procurement or supply chain management.
• Good communication skills, written and verbal, with proven ability to demonstrate fluency, clarity, and effectiveness at all levels.
• Good attention to detail and accuracy

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams.