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Job summary

Main area
Administrative Services
Grade
NHS AfC: Band 3
Contract
Permanent
Hours
Full time - 37.5 hours per week
Job ref
358-6759145-COR
Employer
University Hospitals of Leicester NHS Trust
Employer type
NHS
Site
County Hall
Town
Leicester
Salary
£24,071 - £25,674 per annum
Salary period
Yearly
Closing
30/12/2024 23:59

Employer heading

University Hospitals of Leicester NHS Trust logo

Catalogue Assistant

NHS AfC: Band 3

We are actively promoting flexible working options, helping you to manage a work / life balance

Job overview

We are recruiting for a Catalogue Assistant in the Procurement Service. This is a demanding role within the busy Procurement Service to ensure that procurement contacts, products, prices, supplier and related data is accurate and up to date , so we are looking for someone who can undertake administrative work that is accurate, timely and complaint with polices and procedure when, updating and the maintaining of a Catalogue of Products /Suppliers Database / Contracts Databases .

Main duties of the job

To create, update and maintain the Supplier database ensuring only approved suppliers are held on the e-procurement system.

Update and maintain the products, and Contracts Databases information, requisition point data, financial limits and cost code in the P2P system to ensure is it kept up to date at all times.

Be proficient us of Information Technology (IT) by use of Microsoft Office software, particularly Word for Windows, Excel Spreadsheet, Access, Power Point and Outlook Email, use of efin finance and catalogue system, Databases, use of report writers such as Business Objects and the Procurement Dashboard.

To set up New Suppliers by requesting data and updating the Suppliers Database. To correctly set up Suppliers details such as Sales / Accounts Contact Details, Bank Sort and Account Numbers, VAT Registrations, Payment Terms etc. onto the correct Sub Ledgers. To maintain amendments on a daily basis.

ÌýTo work with the catalogue providers to update and maintain Products and Contracts to specified time scales. Ability to work within timescale and under pressure.

ÌýTo produce regular reports as delegated , running database reports in excel to cleanse data in identifying duplicate data, data error, missing data and also reporting on the catalogue performance. Running multiple spreadsheets and lookups to compare and retrieve data.

Ìý

Working for our organisation

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:Ìý

  • high-quality care for all,Ìý
  • being a great place to work,Ìý
  • partnerships for impact, andÌý
  • 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,Ìý
  • we are inclusive, andÌý
  • we are one teamÌý

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:

Detailed job description and main responsibilities

1.ÌýÌýÌýÌýÌýÌýÌýÌý To create, update and maintain the Supplier database ensuring only approvedÌýÌý suppliers are held on the e-procurement system.

Ìý2.ÌýÌýÌýÌýÌýÌýÌýÌý Update and maintain the products,Ìý and Contracts Databases information, requisition point data, financial limits and cost code in the P2P system to ensure is it kept up to date at all times.

Ìý3.ÌýÌýÌýÌýÌýÌýÌýÌý proficient use of Information Technology (IT) by use of Microsoft Office software, particularly Word for Windows, Excel Spreadsheet, Access, Power Point andÌý Outlook Email, use of efin finance and catalogue system, Databases, use of report writers such as Business Objects and the Procurement Dashboard.

Ìý4.ÌýÌýÌýÌýÌýÌýÌýÌý To set up New Suppliers by requesting data and updating the Suppliers Database. To correctly set up Suppliers details such as Sales / Accounts Contact Details, Bank Sort and Account Numbers, VAT Registrations, Payment Terms etc onto the correct Sub Ledgers. To maintain amendments on a daily basis.

Refer to the JD/PS for more details.

Person specification

Qualifications

Essential criteria
  • Good level of education to A level standard
Desirable criteria
  • Degree level or 2 years experience in a purchasing environment

Experience

Essential criteria
  • IT Literate – minimum 2 years experience
  • Advanced Excel User – Data Sorts, Lookups, Compare
  • Intermediate User - Word for Windows, Power Point, Access
  • Database Data Entry
Desirable criteria
  • ECDL or equivalent
  • EProcurement System Experience
  • Maintaining and management of Catalogue purchasing systems
  • Understanding of P2P systems

Experience

Essential criteria
  • Good level of education to A level standard
  • IT Literate – minimum 2 years experience
  • Working knowledge of the NHS environment
  • Must be able to demonstrate behaviors' consistent with the Trust’s Values and Behavior's
  • Able to deal with staff and clients in a courteous, professional and helpful manner
  • Ability to work in a logical, organised and efficient manner and an ability to priorotise workload
  • •Ability to work alone or as part of a team, calm under pressure and meet time scales
Desirable criteria
  • Purchasing Experience

Skills

Essential criteria
  • Ability to run reports •Ability to interpret data in various formats
  • Advanced Excel User – Data Sorts, Lookups, Compare
  • Database Data Entry
  • Intermediate User - Word for Windows, Power Point, Access

Essential

Essential criteria
  • Good communication skills and confident telephone manner
  • Ability to demonstrate a high level of motivation
  • Willingness to learn and be proactive and implement new ideas
  • •Able to deal with staff and clients in a courteous, professional and helpful manner

Employer certification / accreditation badges

https://www.gov.uk/government/publications/kickstart-scheme-employer-resources/kickstart-scheme-brand-guidelines

Documents to download

Further details / informal visits contact

Name
Nicola Hobbs
Job title
Contract and Supplier Performance Manager
Email address
[email protected]
Telephone number
07875162572