Overview
To provide administrative support within Procurement and to supervise assigned staff. Procurement operates and provides a range of specialist services and advice in the context of delivering a fully integrated sourcing and logistics service to our customers.
Organisational Context
The initial posting will be for 'Theatre Department- Our Lady of Lourdes Hospital, Drogheda County Louth'. A panel may be created for Supplies Officer Grade C for HSE Procurement, from which permanent and specified purpose vacancies, across each procurement business function, of full or part time duration may be filled. It is our intention to locate staff within easy access to the current procurement team locations. The existing Sourcing & Contracting/ Business / Expenditure Analysis team hub locations and Corporate Procurement Planning / Business / Expenditure Analysis team hubs are in Cork, Dublin, Drogheda, Sligo, Limerick, Kilkenny, Tullamore, Waterford and Naas. The National Distribution Service operates a dispersed model with the National Distribution Centre based in Tullamore and 9 regional hubs in Cork, Tralee, Limerick, Galway, Sligo, Letterkenny, Tullamore, Drogheda and Dublin. The Logistics service also operates in a number of hospital locations nationwide. Details of the Service: HSE Procurement operates and provides a range of specialist services in the context of delivering a fully integrated sourcing and logistics service for goods and services to our customers countrywide. These specialist services are required to deliver high quality health and social services and include Business / Expenditure Analysis, Strategy Development and Sourcing Planning, Tender Competition Execution and Liaison with other government agencies. Contract upload onto Financial Systems e.g. SAP, SAP Ariba, and Management of Transition to New Contract Arrangements, Logistics and Distribution Service Planning including Delivery and Management of Inventory at the Point of Use in healthcare facilities HSE Procurement is also a Central Purchasing Body (CPB) in the context of the Government’s Procurement Reform Programme and the Office of Government Procurement Executive (OGP) with national co-ordinating responsibility for sourcing contracts for Medical Devices and Pharma, Medical Equipment and Medical Professional Services.
Key Responsibilities
The position of Supplies Officer Grade C can encompass roles and responsibilities that span across four key procurement functions along with administrative and supervisory duties which may include the following: General Procurement DutiesTo participate in Sourcing and Contracting activities including requirement processing, request for quotation, tender design and processing, receipt of tenders, evaluation of tenders, communication of tender outcomes, service level agreement design and sign-off with successful tenderers, post contract management including maintenance of various records, and providing administrative support to User Groups in the day-to-day operation of the service.To participate in Logistics and Inventory Management activities specifically including inventory management, purchase order generation, invoice and payment management, warehouse management, supplier management, transport operation and management and operation of Materials Handling Equipment. Stock management at Point-Of-Use (POU) at all major customer sites and implementing the HSE Corporate Procurement Plan.To participate in Corporate Procurement Planning activities that provides guidance and support across Hospital Groups, CHO’s and Section 38/39 Agencies to assist in meeting corporate governance and compliance obligations. This includes expenditure analysis, multi-annual procurement planning, capacity and competency development, communications and operational excellence.To assist the line manager in the day to day management of the assigned Procurement function.To work, manage and contribute to the HSE Procurement Systems in the day to day operation of the service.To operate any systems utilised in the procurement function including computerised systems in accordance with operational procedures.Report and correct any deficiency/irregularity that may arise during the course of your work.AdministrationEnsure the efficient day-to-day administration of area of responsibility.Ensure deadlines are met and that service levels are maintained.Ensure an even distribution of workload among team, taking into account absence due to annual leave etc.Support the preparation and issuing of office documentation (correspondence, reports, etc.) to the highest possible standard by monitoring and reviewing team work to ensure quality and accuracy.Use appropriate technology to ensure work is completed to a high standard.Ensure that archives and records are accurate and readily available.Maintain confidentiality of documentation, records, etc.Co-operate and work in harmony with other teams and disciplines.Ensure line management is kept informed of issues. Ensure that the frontline of the service is kept informed and that their views are communicated to middle management.Organise and attend meetings as required.Take minutes at meetings and prepare for circulation following meeting.Support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service. Customer ServicePromote and maintain a customer focused approach to service delivery.Ensure that service users are treated with dignity and respect.Act on feedback from service users/customers, escalating when appropriate.Pro-actively pursue continuous improvements to enhance customer value and operational effectiveness.Human Resources / Supervision of StaffSupervise and ensure the well-being of staff within own remitCreate and maintain a positive working environment among staff members, which contributes to maintaining and enhancing effective working relationshipsCo‐ordinate, monitor and review the work of the administrative/ support staffConduct regular staff meetings to keep staff informed and to hear viewsIdentify and agree training and development needs of team and design plan to meet needsUnder the direction of the Line Manager deal with staffing issues in a timely and constructive mannerChange ManagementImplement agreed changes to administration of the serviceEncourage and support staff through change processes Standards, policies, procedures & legislationMaintain own knowledge of relevant HSE policies, procedures, guidelines and practices, to perform the role effectively and to ensure current work standards are met by own team.Maintain own knowledge of relevant regulations and legislation e.g. Financial Regulations, Health & Safety Legislation, Employment Legislation, FOI Acts etc.Ensure consistent adherence to procedures within area of responsibilityHave a working knowledge of the Health Information and Quality Authority (HIQA) Standards and other standards as they apply to the role for example, Standardsfor Healthcare, National Standards for the Prevention and Control of Healthcare Associated Infections, Hygiene Standards etc and comply with associated HSE protocols for implementing and maintaining these standards.Support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service Risk Management, Quality, Health & Safety Adequately identifies, assesses, manages and monitors risk within their area of responsibility. Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards as they apply to the role for example, Standards for Healthcare, National Standards for the Prevention and Control of Healthcare Associated Infections, Hygiene Standards etc. and comply with associated HSE protocols for implementing and maintaining these standards as appropriate to the role.Support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service. Education & Training Engage in the HSE performance achievement process in conjunction with your Line Manager and staff as appropriate.
Essential Criteria
Candidates must have at the latest date of application: 1)Satisfactory experience working in a Procurement environment which has included supply chain management or, contracting and tender management processes or corporate procurement planning or business systems. And Working with ICT Procurement Systems And2)Professional Qualifications, Experience, etc. Eligible applicants will be those who on the closing date for the competition: (i) Have satisfactory experience as an Officer in the HSE, TUSLA, other statutory health agencies, or a body which provides services on behalf of the HSE under Section 38 of the Health Act 2004. Or (ii) Have obtained a pass (Grade D) in at least five subjects from the approved list of subjects in the Department of Education Leaving Certificate Examination, including Mathematics and English or Irish. Candidates should have obtained at least Grade C on higher level papers in three subjects in that examination. Or (iii) Passed an examination of at least equivalent standard. Or (iv) Satisfactory Supply Chain/Administration experience which encompasses demonstrable equivalent skills And (b) Candidates must possess the requisite knowledge and ability, including a high standard of suitability and administrative ability, for the proper discharge of the office. HealthA candidate for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service. CharacterCandidates for and any person holding the office must be of good character. Post Specific: Satisfactory experience working in a Procurement environment which has included supply chain management or, contracting and tender management processes or corporate procurement planning or business systems. Have experience in the use of ICT Procurement Systems Other requirements specific to the role: Access to appropriate transport to fulfil the requirements of the roles as the post may involve travel. Flexibility around working hours to meet service pressures.
Skills & Competencies
Professional Knowledge & Experience Demonstrate:A knowledge and understanding of Public Service Procurement.A knowledge and understanding of Logistics and Inventory Management.A knowledge and understanding of the health service including a basic knowledge of HSE reform.A working knowledge of the operational impact of legislation pertinent to procurement e.g. EU Procurement Law; Commercial Contracts; HSE National Financial Regulations (NFR) etc. A knowledge and understanding of Customer Relationship Management.MS Office skills, to include: Outlook, Word, Excel, PowerPoint and/or ERP / Procurement / Supply Chain System experience.Commitment to developing own knowledge and expertise. Planning & Managing Resources Demonstrate:The ability to effectively plan and organise own work load and that of the team. The ability to manage deadlines and effectively handle multiple tasks. Evaluating Information, Problem Solving & Decision Making Demonstrate:The ability to appropriately analyse and interpret information and contribute to decisions quickly and accurately as appropriate.Recognises when it is appropriate to refer decisions to a higher level of management.Flexibility, problem solving and initiative skills. Team Working Demonstrate:The ability to work with a team to achieve high performance, agreed standards, realistic objectives and targets. The ability to create a shared sense of purpose and unity were team members are aware of and understand their team role.The ability to address staffing issues as they arise, under the direction of line manager.The ability to build effective working relationships, in order to provide information and enhance services.The ability to adapt and contribute to implementing change. Communications & Interpersonal SkillsDemonstrate:Effective communication and interpersonal skills including the ability to present information in a clear and concise manner.Strong written communication skills.The ability to be flexible and responsive to changing work priorities and issues.The ability to use their own initative and have workable solutions in identifying and solving problems.The ability to manage within allocated resources and a capacity to respond to changes in a plan Commitment to a Quality Service Demonstrate:An awareness and appreciation of the service user.A commitment to promoting, delivering and maintaining high quality services.An ability to apply process improvements to increase operational effectiveness.The ability to build and maintain relationships with a variety of stakeholders.