Capital Projects Administrator | University Hospitals of Leicester NHS Trust
| Posting date: | 26 April 2024 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | £22,816 - £24,336 per annum |
| Hours: | Full time |
| Closing date: | 26 May 2024 |
| Location: | Leicester, LE1 5WW |
| Company: | University Hospitals of Leicester |
| Job type: | Permanent |
| Job reference: | 6213716/358-6213716-COR |
Summary
This post will form an essential component of the capital project team who will deliver UHL’s Our Future Hospitals Programme; which in the long-term secures the clinical and financial sustainability of the Trust.
The post holder’s function is to manage the Procure to Pay process and provide an efficient administration service for the UHL Capital Project Managers for the Reconfiguration programme, consisting of New Build and Refurbishment projects.
To process electronic requests for goods and services on the trust ordering system within the appropriate time scales with adherence to UHL guidelines and controls. Identifying saving and rationalisation opportunities will be key to the role. This will also involve liaising with Suppliers and obtaining quotations via the electronic procurement system.
To provide a helpdesk facility for use by trust staff/customers. To provide training for users of the efinancials procurement process and provide support for the Reconfiguration team as required.
Our new strategy, developed with the support and feedback of colleagues, patients, and partners, is our compass for the next seven years (2023-2030).
We have four primary goals:
• high-quality care for all,
• being a great place to work,
• partnerships for impact, and
• research and education excellence
And we will embed health equality in all we do - taking active steps to reduce the avoidable differences in healthcare that some people face, working in partnership with communities.
Our strategy is underpinned by new values and we will work to ensure they are an everyday reality for all:
• we are compassionate,
• we are proud,
• we are inclusive, and
• we are one team
This is an exciting moment as we look to the future with clarity on what we already do well and where we need to focus our energies to make an even bigger difference for the people we serve.
About the University Hospitals of Leicester NHS Trust:
http://www.leicestershospitals.nhs.uk/aboutus/work-for-us/current-vacancies/
SCOPE
This role covers all product and service requests from all area’s within UHL Our Future Hospitals programme covering purchases ranging from Medical & surgical consumables and equipment to professional services required. Training Project Managers about the procurement systems will be a key element to the role. Taking and responding to helpdesk calls will be part of this role.
To have a good working knowledge of the procure to pay process including approval levels above £1million, and an understanding of Framework Agreements.
To support the Tendering process and manage correspondence with external stakeholders.
To process invoices, analysing a range of facts to determine action required; liaising with appropriate stakeholders to resolve queries.
To establish software based administrative processes and maintaining comprehensive records to support Project Managers manage their budgets, and adhering to NHS document and retention guidelines.
Policy
Responsibility to follow local Trust guidelines on product type, where it exists, and to adhere to any Trust controls in place. Standing Financial Instructions and Standing Orders should be adhered to.
Communications
This role involves a considerable amount of communication with a wide variety of internal and external stakeholders, including outsourced contractors, via telephone, e-mail and face to face, where there are often barriers to customers understanding. This communication is often complex.
KEY WORKING RELATIONSHIPS
• UHL and External Project Managers: Daily
• Capital Projects Compliance Manager: Daily
• Procurement Team: Daily
• Accounts Payable Department: Daily
• Deputy Director, Estates & Facilities: Regularly
• External stakeholders: Regularly
• Reconfiguration Programme Director: Occasionally
KEY RESULT AREAS
Service Delivery
This postholder will be flexible in approach to duties carried out at any of the University of Leicester NHS Trust Hospital sites when required, and ensure compliance with all Trust Standing Orders and Standing Financial instructions, Trust policies, Health and Safety and all other issues appertaining to the efficient delivery of a first class procurement function.
To respond to Project Managers requests to raise and process Reconfiguration and Capital purchase orders in a timely manner.
Governance
Responsible for policing/monitoring ongoing compliance with local guidelines and national policies on purchasing as required and to assist in providing full and precise records relating to all activities undertaken and store efficiently to enable swift retrieval for Audit purposes.
Customer Service
Responsible for ensuring that consistent high standards of customer service are delivered at all times. This includes the manning of a helpdesk function to provide guidance on issues ranging from missed delivery or training, to the fast track processing of a Capital Order request.
Efficiency
Responsible for the accurate recording of any efficiencies or savings made as a result of the work that the Reconfiguration team carry out and the presentation of any data gathered as appropriate when requested to do so.
Training
Responsible for the training/guidance of Reconfiguration Team members using the efinancials Procurement System when required.
This postholder has a commitment to attend appropriate training sessions as agreed in order to enhance the service delivered and to increase customer confidence in all aspects of the duties carried out on their behalf. They are also responsible for requesting that full training and development of him/her is arranged and carried out in order to produce excellent results and increase confidence in all aspects of their daily duties.
IM&T
This postholder will use departmental technology in the course of the successful despatch of their duties and will give full co-operation in any upgrade activities as and when required.
Meetings
This postholder is accountable for attendance at meetings designed to inform or train staff within the Procurement or Inventory & Supplies function. This is to ensure that all necessary information required to carry out daily activities are understood; and to take part in discussion around the development of the team. This postholder will be responsible for developing agenda’s, leading meetings and taking minutes where required.
This advert closes on Sunday 12 May 2024