Post Title: Grade V Catalogue Supervisor
Post Status: Permanent
Department: Corporate Finance/ Central Supplies
Location: Beaumont Hospital, Dublin 9, Ireland
Reports to: Supplies Manager
Salary: Appointment will be made on the Grade V salary scale (€50,202 - €60,052) at a point in line with Government pay policy
Hours of work: Full Time 35 hours per week
Closing Date: Thursday 14th November 2024 @ 12pm
Position Summary
Reporting to the Supplies Manager, the successful candidate will assume sole responsibility for ensuring the accuracy and completeness of the Hospital’s catalogue. The successful candidate will act as a single point of contact for all supplier queries regarding pricing, will manage the Hospital’s dedicated pricing mailbox and will pro-actively contribute to the efficient operation of the procure-to-pay cycle throughout the Hospital.
Responsibilities:
* Monitoring and updating the Hospital’s catalogue to ensure the accuracy of all product descriptions and prices;
* Verifying whether requested price amendments are in line with contractual agreements (to include centralised HSE agreements, OGP agreements and local Beaumont Hospital contracts);
* Monitoring and managing the Hospital’s dedicated pricing amendment mailbox, to include liaising with suppliers in order to seek additional information regarding pricing and contracts;
* Seeking approval, as required, from the Supplies Manager and / or the Head of Procurement for all requested pricing amendments;
* Issuing written communication to suppliers regarding the acceptance or rejection of requested price increases;
* Pro-actively resolving all instances of duplication or inaccuracy in respect of the Hospital’s catalogue;
* Implementing the Request for Purchase Approval Policy, as set out in the Hospital’s Procurement Policy (i.e., ensuring that all requests to add products to the catalogue are accompanied by an appropriately-completed New Product Request Form);
* Approving or rejecting completed New Product Request Forms and managing all correspondence with internal stakeholders in this regard;
* Cataloguing new products to be procured on foot of contracts implemented by the Hospital’s Procurement Officers;
* Seeking approval from the Supplies Manager, the Head of Procurement and / or the Director of Finance regarding the on-boarding of new suppliers and service providers;
* Managing the on-boarding of new suppliers and service providers, to include ensuring that all procedural documentation (i.e., tax clearance certification and evidence of insurance) is sought and appropriately retained;
* Ensuring that all amendments to the catalogue are fully traceable in terms of date and time;
* Recording the rationale for all amendments to the catalogue, to include retaining evidence of approval by the Department’s managers, where required;
* Liaising with Supplies Officers and Procurement Officers, whether formally or informally, regarding all aspects of the catalogue;
* Liaising with Supplies Officers to ensure the correct utilisation of the catalogue throughout the purchasing process;
* Eliminating instances of ad-hoc or non-catalogue purchasing;
* Providing reports to the Supplies Manager and / or Head of Procurement, upon request, regarding any instances of non-catalogue purchasing;
* Undertaking any other duties as reasonably directed by the Head of Procurement;
* Fostering a sense of teamwork, strong communication and co-operation throughout the Procurement and Supplies Department as a whole.
Qualifications:
Selection Criteria:
Selection criteria outline the qualifications, skills, knowledge and/or experience that the successful candidate would need to demonstrate for successful discharge of the responsibilities of the post.
Applications will be assessed on the basis of how well candidates satisfy these criteria.
Mandatory Requirements:
* Professional Qualifications, Experience, etc
* (a) Eligible applicants will be those who on the closing date for the competition:
* (i) Have satisfactory experience as a Clerical 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) Have completed a relevant examination at a comparable standard in any equivalent examination in another jurisdiction.
* Or
* (iv) Hold a comparable and relevant third level qualification of at least level 6 on the National Qualifications Framework maintained by Qualifications and Quality Ireland (QQI).
* and
* (b) Candidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office.
Desirable Criteria:
* The successful candidate will possess demonstrable experience of purchasing activities in a healthcare context;
* The successful candidate will possess demonstrable experience of utilising the Integra financial system;
* The successful candidate will possess demonstrable experience of working with an electronic catalogue of products and services, to include implementing pricing changes;
* The successful candidate will possess strong verbal and written communication skills;
* The successful candidate will be fully IT literate, to include expertise in respect of Microsoft Word and Excel.
Informal Enquiries ONLY to:
Name: Mr Greg O’Leary
Title: Head of Procurement
Email address: gregoleary@beaumont.ie
Telephone: +353 (0)1 809 2658
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