NHS SCOTLAND PROCUREMENT AND SUPPLY MANAGEMENT

LOCATIONS ACROSS SCOTLAND

MODERN APPRENTICESHIP Salary (band 3) Year 1 - £13,739, Year 2 - £14,720 per annum

Twelve Positions Available Full Time

Only open to those applicants aged 16-24 years; we are unable to accept applications which do not meet this age criteria. This is because these posts form part of our Youth Employment Plan.

NHS Boards in Scotland spend £2.3 billion each year on goods and services. In the last 5 years over £270 million of savings have been released back for patient care. That takes skill, resourcefulness and professionalism and you can become part of this. An exciting opportunity has arisen for 12 Modern Apprentices and with savings to budgets ever more pressing year on year – the start you will get undertaking the Modern Apprenticeship will launch you on a journey of a worthwhile and rewarding career.

We are currently seeking to recruit 12 Modern Apprentices. Successful candidates will be based in NHS Scotland Health Boards in Glasgow, South Lanarkshire, Edinburgh, Dundee, Fife and Aberdeen. This Modern Apprenticeship in Procurement is the first of its kind in the UK and is a beacon to all other parts of the UK giving young people a fantastic opportunity to start a career in a very exciting field.

This Modern Apprenticeship is made up of two parts – it is a vocational qualification that will steer you through twelve important elements associated with procurement and the extended supply chain and you will gain the opportunity to rotate within many individual functions within the reach of Procurement whilst working as an Apprentice. The apprenticeship itself is two years in duration and in that time you will receive a detailed training programme, mentor support and encouragement so that in conclusion you could become a valuable member of its procurement staff. For an informal discussion or further information on the program, please contact Marie-Claire O’Neill, Learning and Development Consultant on 01698 794451 . Please note that CVs may not be submitted as a fully completed application form is a pre-requisite.

For an application pack please complete the online application form on the SHOW website job reference number: G25949 www.jobs.scot.nhs.uk.

Closing date for completed applications is 17th November 2014

Interviews will take place week commencing 8th December 2014

Further information on NSS is available from: www.nhsnss.org.

Please note only those applicants called for an interview will be contacted. If you have not received a response within 4 weeks of

thee closing date, please assume that you have been unsuccessful on this occasion

NHS National Services Scotland is the common name of the Common Services Agency for the Scottish Health Service.

NHS National Services Scotland is an equal opportunities employer.

Candidates with disabilities who meet the minimum selection criteria will be guaranteed an interview

Modern Apprenticeships in Procurement

Procurement and supply management involves buying the goods and services that enable an organisation to operate and you can be part of it with the opportunity of this Modern Apprenticeship in Procurement.

You may be responsible for sourcing raw materials from suppliers worldwide and bringing them into the

organisation to enable the production of goods for customers. Your role could involve the procurement of marketing, advertising or IT related services. A company can spend more than two thirds of its revenue on buying goods and services, so even a modest reduction in purchasing costs can have a significant effect on profit.

This diversity extends into the National Health Service in Scotland who are now looking to fill 12 modern apprentices into their dynamic procurement functions.

NHS Boards in Scotland spend £2.3 billion each year on goods and services. Over the last five years millions of savings for the taxpayer have been realised through effective procurement practices. That takes skill, resourcefulness and professionalism and you can become part of this. The start you will get undertaking the modern apprenticeship will launch you on a journey of a worthwhile and rewarding career.

This Modern Apprenticeship in Procurement, the first of its kind in the UK, is a beacon to all other parts of the UK and gives young people a fantastic opportunity to start a career in a very exciting field which has, to be honest, fallen under the radar – this is about to change with initiatives being

championed here in the UK with the Procurement People of Tomorrow Initiative.

The Official launch of the Modern Apprenticeship in Procurement took place with the launch of the Procurement Academy at City of Glasgow College: the college has promoted the procurement profession for over 30 years and are themselves a key partner in

the Procurement People of Tomorrow Initiative.

This Modern Apprenticeship is made up of two parts – it is a vocational qualification that will steer you through twelve important elements associated with procurement and the extended supply chain. You will gain the opportunity to rotate within many individual functions within the reach of Procurement whilst working as an Apprentice. The apprenticeship itself is two years in duration and in that time you will receive a detailed training programme, mentor support and encouragement so that at it’s conclusion you could become a valuable member of its procurement staff.

It also comprises the entry point onto the CIPS ladder of qualifications – CIPS which standards for the Chartered Institute of Purchasing & Supply is our recognised professional body which has global reach & standing – beginning your journey with their qualifications is a real bonus and starts you on

a pathway that could ultimately lead to securing your Professional Diploma and the right to use the letters MCIPS after your name an internationally recognised accolade.

What qualifications do I need to apply? You should be aged between 16 to 24 years as of 31st March 2015. This is because the funding attached to apprenticeship frameworks is limited to this age group and therefore we are unable to accept applications which do not meet this age criteria. In order to apply you must have a minimum of two Highers one in English and one other subject (Maths would be preferred) at pass level plus a minimum of five National 5 certificates; Intermediate Level2; Standard Grade (Credit Level).

A modern apprenticeship isn’t just about working; you need to be committed to learning too. During this period you would be expected to work as a member of our staff but also work towards an SVQ Level 3 in Procurement qualification within a relevant Modern Apprenticeship Framework and a CIPS level 2 Qualification in Procurement.

What training will I get? As well as working you will be required to agree to a training / development plan and attend meetings with trainers, assessors and verifiers as required. In addition whilst undertaking the SVQ component of the programme you will be required to attend City of Glasgow College at least five times in the two years. Engagement with the workplace SVQ process, college attendance and satisfactory course progression is mandatory to attending training sessions (in-house and / or at college) as required.

This Modern Apprenticeship is office and stores based and you will provide assistance to NHS Staff providing a wide range of health services. For this role you will be required to rotate across three teams. These rotations are listed in no particular order and where possible a candidate’s home locations will be considered when allocating a base.

Purchasing Purchasing involves the operational aspects of a Procurement function, in effect the doing. Placing orders, making sure the orders arrive and much more. This is a key part of the function and provides the link between Commodity Management and Stores/Warehouse.

Stores/Warehouse This is a busy environment, supplying goods to wards, theatres and various other departments. Timings, schedules and customer responsiveness are key in this area. You will support clinical staff by ensuring they have the supplies they need to deliver patient care.

Commodities Commodity Management is all about understanding the what and why we are going to buy. It involves market research and understanding, meeting suppliers, meeting customers, writing specifications and much more.

Which Health Boards are participating and where will I be based?

Health Boards available are: Greater Glasgow and Clyde – Glasgow Royal Infirmary, 84 Castle Street, Glasgow, G4 0SF Lothian – Pentland House, 47 Robb’s Loan, Edinburgh, EH14 1TY with a placement in Edinburgh Royal Tayside – Ninewells Hospital, Dundee, DD1 9SY Lanarkshire – Kirklands Hospital, Fallside Rd, Bothwell, South Lanarkshire, G71 8BB with a placement in Hairmyers Hospital Grampian – Supplies & Procurement Area, Forester Hills Campus Fife – Supplies Office, Hayfield House, Fife, KY2 5AH National Services Scotland – National Procurement, 2 Swinhill Avenue, Larkhall, ML9 2QX

What will I be paid?

This Modern Apprenticeship will pay you on an NHS Pay scale designed specifically for trainee programmes. Based on 2014/2015 pay scale your salary over the two year period will be: Year 1: £13,739 Year 2: £14,720

How to Apply So join in today and make a change for yourself that you will not regret. Apply for this exciting new Modern Apprenticeship in Procurement and take up a worthwhile career in the NHS within Scotland. For more information about being a buyer click on the link http://www.beabuyer.org/case-

studies/

JOB DESCRIPTION

1. JOB IDENTIFICATION

Job Title: Modern Apprentice in Procurement Level 3 Responsible to (insert job title): Team Supervisory for Rotation Period Department(s): Procurement

Directorate: <Employing Health Board to Insert> Operating Division: <Employing Health Board to Insert> Job Reference: No of Job Holders: NHSS will employ a national cohort of which this post will

be linked to. Each post is employed directly by the relevant Health Board.

Last Update (insert date): 16th Sep 2014

2. JOB PURPOSE

Working across all areas of the Procurement Department of the employing Health Board the post holder will ensure maximum efficiency of resources and achievement of value for money through a range of procurement skills and techniques as set out in the Skills for Logistics Modern Apprenticeship (MA) in Procurement Level 3 (Framework Documents for Scotland). To ensure the post holder achieves the pre-defined learning outcomes of the MA they will rotate across different activities of the department and during these rotations the job purpose will include: Purchasing:

The post holder will ensure the effective and timely processing and procurement of all requests for all relevant supplies and services for the Health Board and will offer professional supplies and customer/vendor support to all Wards and departments including update and accurate product information and pricing where appropriate.

To investigate and resolve any finance queries through communication with departments, store staff, finance staff and suppliers to enable a satisfactory conclusion being achieved, allowing payment of invoices and continuity of supply.

To liaise with other sections of the Procurement Department, suppliers and customers regarding alternative products and materials, and identify opportunities for the implementation of new products.

The post holder must ensure that these functions are carried out within the guidelines laid down in the Health Boards Standing Financial and Procurement Procedures.

Stores and Logistics:

The MA will assist the Local Site Manager in their responsibity for the day to day operation of the service within an operational warehouse / receiving centre (store).

The post holder will ensure that the store is operated in a highly efficient and professional manner by ensuring that all goods are receipted, stored, and distributed in line with best practice and to meet end user requirements.

Ensure that all computerised and manual records are updated in a timely manner.

To provide an effective, Top Up, service for theatres, wards and departments by organising and co-ordinating all product Top Up and location details, demand capture goods distribution, receipt and storage, as well as conducting periodic reviews of ward stock levels.

Ensure the accurate recording of product demand through the efficient use of the Ward Product Management System

Customer service is a large part of the role, ensuring all customers have supplies in the right quantity, quality, place and time, to support nursing and clinical services and to resolve complaints timeously and to liaise with suppliers accordingly.

Commodity / Commercial:

The post holder will support maximum efficiency of resources and achievement of value for money through data analysis, data base management and other procurement skills and techniques.

Maintaining the Board wide product catalogue information and analysing spend and usage information will be a key role together with assisting senior staff in tender preparation, analysis and post award implementation and management.

To utilise the procurement journey and procurement tools across the commodity area to control

spend and deliver best value.

By engaging on a day to day basis with stakeholders to understand their needs, operate within a customer focused approach to ensure queries, complaints, sourcing requests and product availability is communicated efficiently and effectively across the category area

Undertake any other reasonable duties relevant to the post as requested by Line Managers.

3. ROLE OF DEPARTMENT

The Department provides a professional service to all Health Board areas and delivers best value procurement commercial arrangements together with the most efficient processes for the ordering and delivery of such goods and services. The service is managed in compliance with National Policies, Standing Financial Instructions, relevant procurement legislation and within an ever increasingly constrained financial

environment.

The delivery of a professional service includes purchasing, storage, stock management and distribution of all clinical and general supplies. Contracting and Implementing best value commercial arrangements and the department is also responsible for the delivery of the capital/major equipment programme and the procurement of all equipment maintenance contracts

4. ORGANISATIONAL POSITION

See Appendix 1 <to be inserted by employing Health Board>

5. SCOPE AND RANGE

The post holder is one of a team of staff located in the Procurement Dept. During the rotation the MA will work across the department in three main activity areas: Purchasing: Responsible for processing both Medical and Non-Medical products. The team services all Board Wards and Departments. They are responsible for ensuring best practice and full use of UK/Scottish/Local Contracts, ensuring our customers requirements are met efficiently and cost effectively.

Stores and Logistics (S&L): The receipting and onward distribution of working stock items p.a. (both Dressing and

Sundries and General) from national stocks held at the National Distribution Centre and from any local stores.

The S&L function also provides a Ward Product Management (WPM) service to a range of theatres, wards and departments. During their rotation to this function the MA will be primarily responsible for servicing a defined allocation of areas. They will be based locally at the hospital with appropriate access to all computer systems and equipment required to deliver the Ward Product Management service. Typically the post holder will provide a service to twenty of more wards / departments within a typical working week.

Commodity/ Commercial: The post holder is accountable to the team manager and will provide admin support to assist the management of all the teams product portfolios of the health board’s high value non-pay spend. The post holder will assist the senior staff and Managers in their duties developing their skills and knowledge as required (e.g. specification writing, tender administration, supplier relationship management).

6. MAIN DUTIES AND RESPONSIBILITIES

During each of the rotation the following key duties will be expected of the MA:

Purchasing:

Responsible for the timely and accurate purchase of all relevant goods and services via Procurement Purchasing system and Purchasing Card in Accordance with the Health Boards 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. To report all unresolved difficulties to the Line Manager for further action within agreed timescales.

To investigate and resolve any finance queries through communication with departments, store staff, finance staff and suppliers to enable a satisfactory conclusion being achieved, allowing payment of invoices and continuity of supply.

To source suppliers for goods on an ongoing basis to ensure cost effective spending of the NHScotland funds.

Ensuring the correct authorised signature is present on all requisitions prior to purchasing goods and services, in accordance with standing financial instructions.

To liaise with the Purchasing Team, suppliers and customers regarding alternative products and materials, and identify opportunities for the implementation of new products.

Register all incoming requests via requisitions, emails or fax on the database.

To assist with the identification and registration of new delivery addresses, Supplier address and Fax Numbers.

Stores and Logistics:

To assist in the update of standard Procurement Systems with all stock and non stock transactional information and movements e.g. GRN’s, Returns and Issues.

The provision of regular information to ensure that stock levels are replenished to agreed levels.

The provision of regular information to ensure that stores user enquiries can be assessed and monitored to identify areas of strength or weakness in the management of the supply chain.

To ensure that Health and Safety, Control of Substances Hazardous to Health (COSHH), Safe Systems at Work, and Accident Reporting, regulations and procedures are complied with at all times.

Ensure awareness and compliance with Health & Safety Policies/Regulations, Fire Drill and Major Incident

Regulations with regard to transportation and storage of stock, cleanliness and tidiness of storage areas, ensuring compliance thereby creating and maintaining a safe working environment

Ensure that that any faults/defects in the materials handling equipment used by the post holder are recorded and brought to the attention of the Local Site Manager to ensure departmental standards of safety are met

To assist in the safe custody of all stock and non stock items held within storage areas and to ensure that security of premises is maintained.

To report immediately to the Stores Manager / Local Site Manager any issues or problems which may affect the stores function or its performance.

To ensure that stores records both computerised or manual are adequately maintained and to liaise with the Audit Department in undertaking regular/continuous stock checking procedures.

Assisting in stock checking procedures when requested

If required to assist in the loading and unloading of vehicles within the stores areas.

To assist in the production of the replenishment reports and purchase orders for stock items.

WPM Specific Duties:

Provide internal supply chain services to assist theatres, wards and departments, organising supplies, to ensure that stock levels are checked and replenishments requisitioned to agreed levels in accordance with pre-determined delivery schedules and within designated time-scales to meet a demand-led service.

Check all goods received are correct and complete; verify documentation, replenish supplies correctly at theatre, ward and department level to ensure adequate levels are maintained and accessible, ensuring that correct stock rotation of product(s) are followed.

Produce reports and analysis maintaining regular dialogue with theatres, wards and departments to ensure that stocked items are reviewed and continue to meet the operational needs of the service area,

Liaise with local portering services to ensure that goods are correctly and timeously delivered to local theatres, wards and departments

Perform a customer liaison role as the local representative for theatres, wards and departments, assisting them with all supply related issues, providing advice to ensure most cost effective options are utilised.

Assist with research and analysis of information relating to the stock and “ Top-Up “ levels covering a wide and diverse range of products and consumables to establish best value for money options.

Assist with the organisation, collection and preparation of product samples for evaluation by customers as required to establish whether a product is viable for purchase.

Deal with Goods Received Notes, Goods Received Amendments Return to Supplier (RSU), Returns to Stores, investigation of delivery queries; filing, to ensure departmental policies and procedures are met and adhered too.

Check “Goods Returned” to ensure that the details on the Returns Form reconcile with the goods returned and if they are suitable for re-distribution (processing necessary paperwork)

Commodity/Commercial: Utilise the procurement journey and procurement tools to deliver effective control of spend

across the category. Work with senior staff to identify contracting opportunities through review of non-contract spend via supplier catalogues and support the development of the category work plan.

Establishing a database history of specified products including price, suppliers and specification to support the tender process

Assist in Tender preparation and administration

Analyse specific areas of spend where there may be an opportunity to identify cost efficiency or better value for money. This will extend to analysing purchase order expenditure data, stock issue information and expenditure directly through accounts payable

Support senior staff in negotiation of best value for money contracts. This will include communication with user departments and suppliers

Update and review supplier catalogues via the CCM system, ensuring compliance to contract, identify price movements and highlight ordering efficiencies to ensure the best value supply chain route is utilised.

Provide administrative support in order to identify, establish and implement sourcing strategies, quick quotes and supplier management across the category. Support the work of the team by issuing meeting invites, sample requests, issue of papers.

Liaise with other team members on both an informal and formal basis to share ideas and suggest improvements to ways of working.

Support a comprehensive contract register, covering local, regional and national contracts within the category, quick quotes and tender waivers to ensure spend via these routes are maximised

Provide data as requested in agreed formats to feed into the dashboard reporting tools, KPI reporting and balanced scorecard to highlight to stakeholders demand, utilisation of supplies, savings and the delivery of best value contracting

Running reports in Business Objects and other database tools Across All Areas:

Gain a working knowledge of all appropriate Board Standing Financial Instructons, standing

orders, VAT legislation and EU Procurement Directives in relation to procurement issues.

Liaise with suppliers regarding shortages or wrong products delivered and resolve within time

limits set.

To expedite outstanding issues to ensure both a timely delivery and continuity of supply.

Investigate enquiries, suggestions and complaints from suppliers and customers are dealt with timeously and take corrective action ensuring expedient resolution of problems and that any necessary follow up action is carried out.

Maintain computerised systems for supplies information (spreadsheets, databases, etc) ensuring information is accurate, analysing information and extracting it as required facilitating informed decision making at management level.

Offer professional supplies and customer/vendor support to all Wards and departments including update and accurate product information and pricing where appropriate.

The post holder will undertake data inputting and general clerical duties.

Maintaining filing systems to ensure easy access and retrieval of information

Monitoring and adherence to Quality Standards and departmental performance criteria e.g Departmental key performance Indicators.

To ensure that general good housekeeping practices are regularly maintained and monitored for compliance.

Undertake any other reasonable duties relevant to the post as requested byLine Managers.

6a. EQUIPMENT AND MACHINERY

General Office:

Faxes

PC

Printers

Photo-copying equipment

Telephones/answer machine

Departmental alarm system. Stores and Logistics: Cages, Trolleys and Pallet Trucks – for safe transportation of goods. Platform trolleys – as above. Hand Held data collection device for demand capture on Ward Product Management system.

6b. SYSTEMS

Regular requirement to use computer software to develop and create reports and maintaining to electronic catalogue system. Information technology systems to include

Microsoft office software (Excel and Outlook in particular)

Business Objects (database reporting tool)

CDSnet – NHS national contract database

PECOS – NHS GG&C procurement system

Internet - search, information and market analysis source

Intranet – Internal web system

Operation/maintenance of Ward Product Management system (computerised or manual) for stock maintenance.

Other systems to support the delivery of the service

Standing financial instructions

7. DECISIONS AND JUDGEMENTS

Daily supervision and task setting by Supervisor.

Conduct own daily workload through effective use of time management skill with deference to the instructions of the Local Supervisor.

The post holder is expected to use his, or her, own initiative and exercise common sense within the parameters of the working procedures. The post holder is expected to seek advice from Line Manager/ Supervisor when required. Make daily judgements on own workload through prioritising urgency and importance of individual tasks, including authorising orders to value as deemed by the Head of Procurement . Deal with and resolve enquiries from suppliers, wards and departments within own scope and remit. Gathering information from various sources used to investigate and resolve financial queries (etc).

8. COMMUNICATIONS AND RELATIONSHIPS

In order to ensure efficient execution of the service, the post holder is required to develop and maintain effective communication links and working relationships with the following:- INTERNAL Colleagues, Supervisors and Management within Supplies service. Colleagues, staff and management within other departments/services, e.g: Portering. Medical and Nursing Staff. Auditors EXTERNAL Outside Suppliers Sales and Customer Service departments. When required, to arrange supplier representative to visit and address any issues. Auditors Other Health Board Organisations

9. PHYSICAL, MENTAL, EMOTIONAL AND ENVIRONMENTAL DEMANDS OF THE JOB

PHYSICAL SKILLS Keyboard skills – high level of accuracy required to SVQ Level 2. Sitting and working at a PC for prolonged period of time.

MENTAL SKILLS

Working to strict deadlines enforced by customer needs. Responding to unpredictable work patterns/emergencies when told patients care could be compromised. Requirement to calculate and understand pricing options. Dealing robustly with difficult customers. Ensure all requisitions are authorised by the appropriate person i.e. returning requests. Dealing with large volume of data, ensuring all necessary information is completed.

EMOTIONAL

Dealing with difficult situations and providing a sympathetic approach

PLANNING AND ORGANISATIONAL SKILLS

Plan own daily workload through the use of time management .

10. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB

Ensuring accuracy and timely information on all tasks allocated.

Ensuring the correct use of all standard procurement computerised systems.

Dealing with customer’s complaints and customer problem resolution.

Prioritising workload against competitive task demands.

Maintaining concentration during lengthy reports whilst subject to regular interruptions e.g. phone calls and visitors to office

11. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB

Essential: Minimum of two Highers (one must be English and Maths would be preferred) Minimum of five National 5 Certificates; Intermediate Level2; Standard Grade (Credit Level); Excellent communications skills. Excellent organisational skills. Good literacy, numeracy and practical skills. Good computer skills, particularly of a Windows based system.

12. JOB DESCRIPTION AGREEMENT

A separate job description will need to be signed off by each

jobholder to whom the job description applies.

Job Holder’s Signature: Head of Department Signature:

Date: Date: